SS Features

Organised by tab in the top navbar, then subheadings within that tab’s dropdown menu.

Student Management

Student Search - 生徒

Takes you to a search form for students. You can save search filters to reuse later.

Buttons to:

• Create a new student: Opens a new student form in a modal
• Save your search filter
• Load criteria from your saved filters
• Reveal detailed filters
• Search
• Clear filters
• Save results as CSV/Excel

Can search by:

• Standard filters:

  • Status (Inquirer: 問合せ者, Student: 生徒)
  • SSID: Two boxes for some reason, joined by a ~.
  • Name: Has partial matching
  • School
  • School Manager
  • Contract status (Non-contractor: 未契約者, Student: 受講者, Former Student: 元受講者): has a checkbox to check/uncheck all
    • Can be searched based on contract status at a given date
  • Join date: As a range
  • Order by (Name/SSID, Asc/Desc)

• Advanced filters:

  • Specify ‘x’ as a search condition
  • Registered staff (登録スタッフ)
  • Updated at: as a range
  • Last updated staff
  • Aggregation destination type (集約先種別): Has 3 checkboxes and check/uncheck all
  • Consolidated students: Seems like you can search for them, not sure what it does
  • Using bank transfer or not
  • Account transfer request destination: List of Zeus with a date and fallback date
  • Withdrawal date: as a range, or no withdrawal date
  • Management ID: same split field as SSID
  • Phone number: Single input, but with checkboxes to search by home/mobile/emergency numbers and lack of those
  • Has restrictions on phone contact
  • Contact email: One input, but with checkboxes to search by email1/2 and lack of email1/2
    • Reception settings for both
  • App notification available or not
  • Prefecture select
  • Grade select: Can select multiple with checkboxes
  • Birthday: As a range
  • Gender: includes unknown
  • Last login: as a range, can also check boxes for logged in or not
  • Photos allowed
  • Card registered or not
  • Card number
  • Student category: 内部生, 予約生, ◆キャンセル待ち（予約生）, 休会生, 休会オンライン生, オンライン生, 外部生, 退会者, 予約キャンセル, 【使用不可】, 【使用不可２】, 未選択
  • Scheduled start date of lessons: As a range
  • Scheduled withdrawal date: As a range
  • Transfer period: As a range
  • Allergy
  • Pickup location
  • Dropoff location
  • Kindy early arrival: y/n/unknown
  • Has siblings: y/n/both
  • Sibling DOBs
  • Part of online lessons
  • IB english level
  • School English level: checkboxes, multi-select

Category Filters

• Contract Info
  • Type: Individual/Monthly
  • Status: not finalized/confirmed/cancelled/invalid
  • Acceptance date: as a range
  • School
  • Staff who created/was responsible for the contract
  • Course format: Fixed attendance/reservation
  • Contract course: has a ‘specify course’ checkbox
  • Contract period: as a range
  • Contract start date: as a range
  • Contract end date: as a range
  • Course period: as a range
  • Course start date: as a range
  • Course end date: as a range
  • Number remaining: Days?
  • Courses remaining
• Contract group info
  • Course period: as range
  • Course start date: as range
  • Course end date: as range
  • Last continue date: as range
  • Continuous suspension period: as range
• Course info
  • reservation reception date: as a range
  • school
  • room
  • student date: as a range
  • class time: range of times
  • course format: fixed attendance/reservation
  • course: has a ‘specify course’ checkbox
  • lesson
  • teacher
  • attendance status: unregistered/attendance/absence
• Non-attendance information
  • school
  • room
  • Non-attendance period: as a range
  • missed time: as a range
  • course format: fixed attendance/reservation
  • course: has a ‘specify course’ checkbox
  • lesson
  • teacher

Notable Features

• Contract statuses are stored by date, with history
• Can export CSV which matches filters

Questions

1. Does anyone use the ability to save search filters?
   • Yeah, they all use it. Will need to implement.
2. What does ‘registered staff’ (登録スタッフ) do?
   • That’s the staff member who created the student. Used infrequently, in most cases like finding out who changed something is probably covered by logidze.
3. What are ‘consolidated students’ (集約先生徒) and what do they do?
   • Basically siblings, we’ll have this with the link to parents
4. What does ’ 集約先種別’ do?
   • Basically this is whether they are the internal sibling used to link siblings, the external sibling linked to the internal one or no siblings
   • If we keep this, would probably be a siblings/no siblings toggle
5. What does ‘account transfer request destination’ (口座振替依頼先) do?
   • Tracks where their payment information comes from (currently Zeus)
   • This is probably replaced by a separate payment method table or something similar depending on how we implement payment processing
6. How is management ID different to SSID?
   • SSID (student code) is used for My Page, management ID is for account registration
7. Does anyone have restrictions on phone contact? As text or just yes/no?
   • Not really used, don’t need to add this
8. How is ‘scheduled start date of lessons’ (レッスン開始予定年月) different from start date? Same for 退会月/予約キャンセル受付月 and quit date?
   • Seems one is a less specific (only year and month) value entered to start with, then when the contract is ‘registered’ the actual start date is added
9. What’s a ‘transfer period’ (転籍時期)?
   • Seems to just be the date they transferred from another school
10. What’s “契約コース, コースを指定する” (contract course/specify course)
    • Not answered
11. What are number remaining and courses remaining (残数, 受講残数)?
    • How many more days the kid can attend based on their contract, and how many days they have registered to attend and haven’t used
12. How is ‘contract group info’ (契約グループ情報指定) different from ‘contract info’ (契約情報指定)?
    • Not answered
13. Do we want SSIDs as a range? Anyone use that? And what for?
    • Not answered

Student Import

Just a file upload input and a dropdown that lets you select the import format. Import format controls the columns in the DB that’ll be updated, and there’s a button to download a sample CSV with those columns.

The second step, once the file is uploaded, is a confirmation tab. Shows a list of all records uploaded with errors highlighted, whole upload fails if any errors.

Seems basically the same as my implementation, but with more stuff we might not need.

Bulk Student Deletion

Also seems to be a CSV upload followed by a confirmation tab.

Questions

1. Why do we use this?
   • New SMs do a lot of test registrations, so it’s nice to be able to delete them all at once
   • This is probably useful, but not high prio
   • Maybe a variation on the search controller/addon to its destroy action that deletes all records matching a query?

Medical Record

Search form for medical data, has the same filters as basic/advanced student search so I assume it gets the data through the student it’s attached to.

The form for creating new medical data has:

• Child status: Inquirer/Student
• Student
• Date & time of entry
• Created by: autofills with current user
• Details

Questions

1. Why is there a date and time of entry? Is that not when you submit the form?
   • Apparently useful, and I guess info might be input a while after the event if any
   • So probably just set to current date/time by default and let them change it
2. What exactly is a medical record? Health info? Or when a kid gets hurt?
   • Seems to be like notes, there can be a bunch of them and they cover different things

Medical Record Import

Same as the other import screens, seems no one uses this though.

Messages

Search form for messages, with following filters:

• Message status: Outgoing: draft/unread/read and Incoming: unread/read
• Created at: as a range
• Message content
• Staff
• School
• Student
• Student’s school
• Reply sent: boolean (only affects incoming messages)

Student Email Distribution

Seems to be a way of scheduling emails/searching scheduled emails. Bit like creating a job in our version.

Scheduling an email to be sent has a confirmation screen.

Fields for the form to create a new email are:

• Scheduled sending time
• Recipient options: checkboxes for email 1/2, app notification and whether to send to people who opted out of receiving emails
• from address: defaults to school email if sent by a school, has radio buttons for HQ, selecting from a list of school emails, sending from the email of the assigned school or specifying an email to send from
• Importance: just a checkbox which makes it high priority
• Assigned school
• Staff
• A button that reveals inputs for adding read receipts by embedding a provided link in the email
• Checkbox to show separate subject/body for PC/mobile
• ’Embedded characters’: there’s a long list of select options
• Subject
• Body
• Attachments
• Internal notes

Has search fields for:

• Subject
• Scheduled sending date/time: as a range
• School
• Staff
• Status: draft/waiting/sent
• Order by: sending date asc/desc

Questions

1. Confirm it is for scheduling emails to be sent en masse later/that you can search for past mass emails
   • Yep
2. What are embedded characters?
   • Ah, the ability to interpolate variables in the email
3. Do we ever send separate body/subject for PC/mobile?
   • No

Student Announcements

Form to create new announcement has:

• Subject
• School
• Staff
• Notice period: as a range
• announcement location: checkboxes for PC/smartphone/both
• content for PC
• content for smartphone
• attachments
• internal notes
• send email notification: checkbox to determine whether students should receive an email about the announcement
• some way of adding filters to narrow down the recipients
  • There are also options to filter the recipients by contract or child info, unsure if this is part of the earlier heading or in addition to it
• a way of adding schools to send the notification to, seems groups are possible
• buttons to save as draft (it won’t be published when the date hits) or save (it will)

Search form for student announcements, with following filters:

• Subject
• School
• Staff
• Notice period: as a range
• publication status: draft/waiting/published/publication finished

Questions

1. Do we use the separate PC/smartphone content?
   • No
2. What options do you have for narrowing down the recipients in お知らせ対象?
   • Standard student fields I think

Student Attendance

Fields are:

• SSID: as a range
• name
• attendance date: as a range
• school
• room
• checkboxes for arrived or not and a time range to narrow it
• checkboxes for left or not and a time range to narrow it
• order by attendance date, SSID, entry time, departure time in asc or desc

The form adds internal notes and a checkbox to notify parents or not.

Questions

1. Is this actually attendance? Google translates as entry/exit
   • Yeah it’s every time a student scans their card
2. What is ‘room’(ルーム)/ do we need it?
   • Room/course/reservation slot are required, but didn’t tell me what they are

School year registration

Seems to be a way of setting the year kids are in at school based on their age?

Questions

1. This is marked as used by basically everyone, but I don’t understand why it would ever be used after being initially set/why it would need to be configurable?
   • Yeah it’s fine if we calc automatically based on birthday, they wanna add up to HS tho

School year update

You can choose to update by incrementing their grade by one year, or calculating it from their birthday.

There’s a table showing the history of updates and who did them. Based on that they do in fact manually update every single year.

Questions

1. Why is this manual? I can’t think of any possible reason, and can think of so many for it to not be manual. I want to make sure I’m not missing something here, cos this and the last one seem completely pointless to me.
   • Yeah automatically calculating is fine, as above
   • Maybe still store the grade in a col for easy querying if needed, then have a SQ job that runs once a year at midnight on the morning of April 2nd lol

Contract Management

Contract

Main part is a search form like other sections, but also has buttons to create a new contract from scratch and from pre-defined templates.

Search

• Basic fields
  • Radio button for 表示単位: 契約単位/契約グループ単位
  • Contract status: checkboxes, and one to select all, for: not finalized/confirmed/cancelled/invalid
  • Student
  • Course: whether it specifies a course
  • Course format: checkboxes for fixed or reservation
  • Type of contract: Individual/monthly
  • Contract period: as a range
  • Contract start date: as a range
  • Contract end date: as a range
  • Template used
  • Order by contract number, student code or student name in kana asc or desc
  • CSV output format: per contract course or per contract amount breakdown unit
• Advanced filters
  • All the advanced student filters are available here too
  • Separate sections for student and contract advanced filters
  • Contract acceptance date: as a range
  • Contract confirmation date: as a range
  • Contract school
  • Contract registration staff
  • Course period: as a range
  • Course start date: as a range
  • Course end date: as a range
  • Pause period: as a range
  • Number remaining: as a range
  • Number of remaining courses: as a range
  • Contract amount: as a range
  • Registration date: as a range
  • Assigned staff
  • Last updated: as a range
  • Who made the last update
  • Amount details/type: There are checkboxes for the type of the ‘amount’, then search fields which open a new window where you can select from a list of predefined sets of details

New Registration

• Type of contract: radio button, toggles between individual and monthly, toggling it to monthly adds fields below
• Shared fields
  • Student
  • Acceptance date
  • Contract reception school
  • Contract reception staff
• Monthly
  • Course period: as a range
  • Continuation start date

Template selection

Lets you create a contract from a list of templates. Can select from the list, or search by type of contract/template content (as text fields for some reason).

Questions

0. Just a general overview of what contracts/courses are for and how they interact would be very helpful.
   • Not answered
1. What is 表示単位: 契約単位/契約グループ単位?
   • The group one is a ‘parent contract’ which can apparently have sub contracts
   • So I guess the ‘parent contract’ is the one parents sign to be part of the school, and the sub-contracts are individual things like KeepUp/parties etc?
   • Asked for more details on this
2. What does the ‘specifies a course’ (コースを指定する) checkbox mean?
   • Not answered
3. What’s the difference between these for CSV output? 契約コース単位で出力/契約金額内訳単位で出力
   • Whether to include the ‘parent contract’ or ‘child contract’ information
4. How does pausing a course work? Do you just enter a number of days it was paused, or the actual range of dates it was paused? Can there be multiple separate pauses?
   • There can be multiple pauses, but total is limited to 2 months a year
   • They enter range of dates for the pause
5. What’s the difference between contract registration staff and assigned staff?
   • Contract X is who entered it/where it was entered, but registered X is the person/place actually responsible for the student
   • Usually the same but can be different when SMs go to help at other schools
6. What’s up with 金額内容/金額タイプ? Is there a contract for each of these, are they add-ons to the contract? They’re all predefined by us?
   • Not answered
7. What’s the difference between the different dates? Like acceptance date (契約受付日), continuation start date (継続開始年月) etc.
   • Acceptance date is when the contract is registered in the SS, continuation start date is the month we start charging them

Import Contract Data

• Radio buttons for individual or monthly
• Action: create/update/group update
• Radio button for whether the imported contracts should be marked not finalized or confirmed
• File field
• A button to download a sample CSV

Contract Templates

Search form and a button to create them.

Search form

• Basic fields
  • Type of contract: radio button, toggles between individual and monthly
  • Template code: as a range
  • Template name
  • Template content
  • Registered school
  • Validity period: as a range
  • Availability: checkboxes for available or not
• Advanced fields
  • School used: separate fields for school and school group
  • restrictions on which schools the contract can be accepted
    • checkboxes for whether to display templates with limits on the school/not/both
    • search fields for school/school group
• Attendance: fixed/reservation
• Course: checkbox for whether it’s specified
• Class: checkbox for whether it’s specified

New template creation

• Basic fields
  • Contract type: radio button, toggles between individual and monthly
  • Template code
  • Template name
  • Template content
  • Registered school
  • Schools used at: a searchable list of schools it can be used in, and checkbox to select all schools
  • Validatity period: as a range
  • Availability: checkbox to make unavailable
• Terms and Conditions
  • Contract acceptance date: a bunch of different options for how to set the acceptance date
    • Radio buttons for no initial value/calculated from operation date/manual entry
    • If you’re calculating it, there’s another set of radio buttons for how it’s calculated which reveal the relevant inputs
    • Manual entry reveals an input
  • Course period from/to: options as above
  • Continuation start date
    • same fields as above
    • plus you can set the base date for the continuation period
    • and calculation settings for months after base date

Questions

1. What is the class option here? I assume it’s different from ‘room’ in other forms, what’s the difference?
   • Not answered
2. In 契約条件, what do all the options for 契約受付日 do? The contract acceptance date is calculated?
   • Usually it’s set automatically when created, but in certain circumstances can be entered manually
   • Seems we never need to calculate it
3. The two options for 算出設定 seem the same to me when translated, what’s the difference?
   • Not answered

Sales

Search form for sales, buttons for sales registration/return registration.

Search fields

• Basic filters
  • Display fields: sales unit/sales item unit
  • Sales status: not confirmed/confirmed/invalid, checkboxes for all and one to select all
  • Sales/contract number: as range
  • Sales date: as a range
  • Child status: checkboxes inquirier/student
  • Child
  • Inquirer
  • Sales staff
  • Sales type: sale/return
  • Sales registration type: contract/sale
  • Line type: seems to be the categories of sale available
    • Enrollment fee/kit
    • Tuition fee/extension
    • Maintenance/snack fee
    • Materials fee
    • Event/test/meal
    • Reservation fee
    • Discount
    • Order: sale date/student code asc/desc
• Advanced filters
  • Has the same advanced fields as children, plus for sales
  • Sales management ID: as a range
  • Sales school
  • Details: same as the line items above?
  • Cost: as a range
  • Registration date: as a range
  • Registration staff
  • Last updated: as a range
  • Who made the last update

Sales/return registration

Separate buttons.

• Sales type: sale/return, prefilled from the button
• Status: inquirer/student
• Student
• Sale date
• Sales school building
• Sales staff
• details
• Detail information
  • There’s a table where you select the line type from a box, then select an item from that line, auto updating unit cost quantity and total amount
  • You can add multiple to a sale, shows the total for all at the bottom
  • There’s also a breakdown of cost by line type
  • Billing notes
• Payment info
  • Buttons for bulk addition, add difference line, add blank line and account transfer info
  • There’s a table with columns for
    • date
    • method
    • and columns for each line type with the amount they paid from that line type
    • delete line button
  • Bottom two rows are total and difference, difference is automatically calculated
• Other
  • Another notes section

Rather than payment info, refunds have

• Refund date
• Refund amount
• Select for refund method

Questions

1. What’s the difference between sales and return (販売種別/販売/返品/販売登録種別/契約/販売)?
   • We don’t use ‘returns’, so not needed
   • The difference between sale/contract is whether it’s registered from contract or sale information, but I don’t understand the difference between them/why a sale would not be registered from a sale
2. What’s the difference between sales unit and sales item unit (販売単位/販売明細単位)?
   • Not answered
3. What’s inquirer (問合せ者)?
   • Kind of like an external student?
   • We mark students like this cos we’re charged based on number of internal students
   • I assume some features are disabled for this type of student?
4. Do we add the line types (明細タイプ) ourselves?
   • Not answered

Import Sales

Button to download sample CSV.

• radio buttons for processing: create/update
• sales status: confirmed/not
• file upload

Deposit List NOT NEEDED

• Basic fields
  • Status: inquirier/student
  • Student
  • Inquirer
  • School in charge
  • Sales school
  • Planned deposit date
  • Deposit type: deposit/refund
  • Scheduled deposit method:
    • account transfer
    • bank transfer
    • reservation deposit application
    • welfare coupon
    • refund to customer account
    • cash
    • others
    • usage prohibited
    • usage prohibited
    • TBD (that’s actually what it says)
  • Deposit status: not paid/partially paid/paid/overpaid
  • Payment application date: as a range
  • account transfer status: checkboxes for unregistered, results not imported, results imported, transfer not possible
  • order: planned deposit date/student name asc/desc
• Advanced fields
  • All the student fields
  • All the contract info fields
  • Estimated deposit amount
    • For each line type, a range of amounts
    • Staff in charge
    • internal notes
  • Attendance info
    • School
    • Room
    • Student date: as a range
    • Class time

Questions

1. Which deposit methods do we use/do we want to use?
2. Would be nice to have proper translations for the ones we use.
3. Do we add the payment methods ourselves?
4. What’s account transfer status (口座振替状況)? And its options

Course

Create button, search fields

Search

• Basic fields
  • Course code: as a range
  • Course name
  • Lesson: clicking the magnifying glass brings up a modal
    • with a searchable table of lessons, cols are:
      • name, capacity, length, active range
  • Course format: fixed/reservation
  • Contract type: individual/monthly
  • Validity period: as a range
• Advanced fields
  • School building
  • School building group

Create

• Basic fields
  • Course code
  • Course name
  • Course name kana
  • Course display name
  • Attendance format: fixed/reservation
  • Contract type: individual/monthly
  • Lesson: can be chosen from a list
  • Change number of contracts: checkboxes for what seem to be conditions under which the courses in the contract can be changed
  • Unit price settings
    • Use them or not
    • Allow them to be changed in certain circumstances, like above
  • Amount change: same options for being able to change the amount
  • School: can be chosen from a list, checkbox to use all schools
  • Validity period: as a range
  • Internal comments
• Carryover information
  • checkbox to carry over subscriptions or not
  • carryover limit: no limit/number/percentage(rounded up/down)
  • max months carried forward
  • order of use: carried balance first/carried last
• Course reservation setting
• Display settings
  • Display on site or not
  • Show number of contracts
  • Show number reserved or not
  • Show number remaining or not
• Default values
  • Default school: can be from a defined list, the student’s school or the school the contract is signed at
  • Course transfers
  • Course schedule: 7 rows of dropdowns, cols are:
    • No idea, day, hour, minute
  • Number of contracts
    • Set a limit on contracts, optionally per month
    • unit price
    • total price
  • Same fields as above but for monthly and continuation contracts

Questions

1. Why is there a separate display name?
   • Not answered
2. What is change number of contracts (契約数変更)? And the options (個別契約で契約数の変更を可能とする/月謝契約（初回）で契約数の変更を可能とする/月謝契約（継続）で契約数の変更を可能とする)
   • Basically allows the number of ‘contracts’ to be changed if students start in the middle of the month
3. We don’t use carryover info right? That section is red on the sheet
   • Yep, not used
4. What’s コース予約設定情報? What difference does selecting one of the options make?
   • Sets the limit for makeup lessons
   • Currently makeup lessons are only available to kindy??
5. What are course transfers (受講振替)? And the associated options?
   • Also related to makeup lessons for kindy
6. What are the options from the first column in 受講日程?
   • Allows selecting the days/times the kid is gonna attend
   • Can be autofilled from contracts

Course Data Import

Button to download sample CSV

Course Reservation Settings

• Seems to be a way of restricting courses/actions that can be taken by students in the course
• Lots of difficult to translate Japanese details here

Questions

1. What’s this used for?
   • Specific tab for makeup lessons
2. Are we likely to need to add more or is it pretty set?
   • Current setup is fine
3. Can I get an overview of what the restrictions are/what they apply to? e.g only apply to a single course or can apply to multiple
   • Not really answered, but in general are restrictions on makeup lessons
   • Are set individually for each course I think

Monthly contract continuation

Questions

1. Does this section just give staff a way to copy contracts that are going to be renewed from previous months?
   • I think yes in general
   • But for ‘contract groups’
   • Why would they need to be changed/refreshed monthly? Does this apply only to monthly contracts, or are all contracts refreshed monthly?
2. What’s the difference between the initial page and the one you can access from the 継続状況確認 button in the top right?
   • Button shows the history

Contract amount details

Can search or create. Separate page for import, just the file field.

• Amount type: items from line type, but only a selection
• Amount code
• Amount name
• kana
• display name
• Quanity/amount change: restrictions on change to each attribute, as above
• Schools it’s used in
• Validity period
• Internal comments
• Price, separate for individual and monthly contracts
  • Monthly is broken into initial and continuation contract prices
  • Can potentially be changed by month

Questions

1. What exactly are these? Looks like charges that fall into categories from the line items above, but only some of them?
   • Seems to be a list of all the individual billed amounts, full list of items sold and contract courses
2. What’s the 月別設定 option on the form for? Is it used?
   • Not answered

Teaching Materials

Seems to be much the same as contract amount details, is it just a different category of the same thing?

Questions

1. Is this just a different category of contract amount details, but the same basic idea?
   • Yeah

Discount

Seems to be much the same as contract amount details, is it just a different category of the same thing?

Questions

1. Is this one also basically the same as contract amount details?
   • Yeah

Account transfer list

This seems to be where you can create of options for account transfers, currently 6th/27th using Zeus.

Questions

1. Do we need an interface to add these or can they be part of the code?
   • Currently downloads CSV files to be registered in Zeus
   • In the new system customer information should jump to the bank site when clicked to complete billing
   • I assume there’s more info to come on how we’re handling billing
2. When do we use the 口座振替 and what for?
   • For temporary billing closures around the 10th of each moneht and 13th-15th

Billing emails

Seems to be a way of sending emails from a billing template, where they just fill in the necessary info. Seems like something we could automate away. They can also search sent emails by:

• Send date: as a range
• School it was sent from
• Staff who sent it

Lesson Management

Lessons

Seem to be the different levels/times they can sign up for, like Keep Up/Specialist/seasonal(am/pm), maybe early arrival options, kindy arriving at 1:30/3 etc.

Questions

1. How are these different from ルーム and コース?
   • Rooms are the slots for each time
   • Courses are chosen when the SM makes a contract, give access to rooms?
2. Do the limits on people to use them actually do anything, cos they seem low?
   • Not answered

Lesson Data Import

Reservation status (by room)

Seems to be a way of listing all the lesson reservations by month/day/week or in a list. For time based views it’s shown in a calendar-like table with rows for each school/level combination.

Questions

1. Are rooms levels? e.g. galaxy, land, sky
   • No, more like time slots I think

Attendance status

Searchable list of attendance. Editing is done from the table of results by pushing buttons.

Reservation slot

Seems like a list of all the potential times/dates the ‘Lesson’s can be delivered at and their available slots/attendance.

Questions

1. Am I right about the purpose of the page?
   • It’s for items that can’t be created from a template because we don’t usually offer them
   • e.g. Saturday lessons
2. Is this the same info as the attendance status page in a different format?
   • Reservations slots are created to enter attendance in, so must be created before attendance

Reservation Slot templates/batch creation/import

Templates for whatever the previous one is, and a way to bulk create them (using the templates). There’s another one after it that seems identical.

Import does the usual stuff.

Questions

1. What’s the difference between 予約枠一括作成 and 予約枠一括作成・取込履歴?
   • For bulk creation, there are templates and you just choose the period plus an appropriate template to register
   • Lets you see the history of bulk creation and delete in bulk
2. What is 予約枠テンプレートデータ取込, and 予約枠 in general?
   • First once allows creating multiple reservation slots in bulk (not needed)
   • In general reservation slots are used to show students on the attendance sheet

Instructor Management

The only thing they use it for is IP locks, we can do that through schools so nothing to implement here from the SS, we’ll just be adding our own features.

School Management

School

Search form and a button to create a new one.

• Search
  • Name
  • Validity period??
  • Visibility
• Create
  • Name
  • Kana
  • Display name
  • Address input: postcode/prefecture/line1/line2, also option to automatically set from postcode
  • Phone
  • Fax
  • Sending email address
  • confirmation email address
  • validity period: as a range
  • displayed/hidden
  • remarks
  • notes for billing email
  • transfer information
  • group: this would be area for us
  • student restrictions
    • close registrations (can only be added to a waitlist, school is full)
    • prevent cancellations by parents (only school can cancel reservations)
  • student limits
    • cannot transfer to substitute course
    • students cannot cancel their classes

Questions

1. Is there any reason we’d need the validity period for schools? They all seem infinite. Is there any record we do use the validity period field on, like contracts/courses/templates?
   • No, can just delete/soft delete
2. Do we need separate names and display names?
   • No
3. Is 送信メールアドレス the address that school sends mail from? And 確認メールアドレス is where they receive notification emails from the system?
   • Yep
4. What are 請求メール用備考 and 振込先情報?
   • Notes for billing per school, not currently used but may be in future
5. What are 受講振替登録制限 and 受講キャンセル制限 restrictions? Do we use them?
   • Whether students can register for courses or are placed on a waitlist, globally for school
   • Not currently used but should keep in case

School Data Import

The usual import view, just a file field and confirmation screen after.

School Groups

Yeah these are literally just areas.

Room

This seems to be a mixture of levels, courses and seasonal stuff. Maybe some completely different thing repurposed to serve a bunch of purposes.

They’re the number of slots available for each time I think.

• Search
  • School
  • name (partial matching)
  • validity period
• Create
  • School (that the room belongs to, can only be one)
  • name
  • Kana
  • display name
  • extension number
  • capacity
  • validity period
  • remarks
  • same student restrictions as schools

Questions

1. This seems to represent a lot of loosely related stuff that’s not quite the same, like courses but also some levels which don’t seem to correspond to our level system and seasonal school. Is this actually all one category of stuff or are there some things in here that aren’t really the same as the rest, and if it is one category what exactly is it?

Room Data Import

Standard.

Staff

• Search
  • staff code: as a range
  • name
  • school
  • validity period
  • instructor collaboration: radio for all/available/not available
  • email
  • login: checkboxes for login or not, if login then a range of last login date
• Create
  • staff code
  • name
  • kana
  • school
  • validity period
  • remarks
  • whether to display schools based on search conditions?
  • password/confirmation
  • email 1 & 2
    • receive notification emails or not
    • receive message received notifications or not
  • permissions

Questions

1. What’s 講師連携 and what do the options do?
   • Seems to be whether the user can access the SS from IPs outside schools
   • Done through a separate ‘teacher site’ with ‘teacher permissions’
   • What’s the teacher site?
2. What’s 校舎検索条件/検索条件の校舎を初期表示しない in the form to create new staff?
   • Not needed
3. What can each role/permission set do?
   • Not answered
4. Would bilingual teachers have different permissions to native teachers?
5. Do we have any users who have a combination of permissions from multiple roles? If so who and why?
   • No combinations of permissions

Staff Data Import

As usual.

School permissions

• Controls which schools staff can access, we’d do this with Pundit.

School permissions import

As usual.

System Management

Gave up on this one part way through, so over detailed I need to sit down with someone and hash out what actually needs to be configurable/can be hardcoded

PS usage status ＰＳ利用状況

Previously, due to the mail sending limit from SS, we used to confirm how many emails were sent from SS. So not currently used.

Language settings 言語設定

Basically Japanese should be fine, but it might be good to have a feature that switches to English for foreign staff who do not understand Japanese. This might be useful if considering selling to external companies rather than just within Kids UP.

Basic configuration 基本設定

If the apps can be used by only for KU, fixed items are fine, but if considering selling to other companies, they will be requesting to change item names. This is for features aimed at other companies.

They’re just aliases for models.

Reservation settings 予約設定 諸橋

Setting cancellation and make up lessons deadlines for parents to manage lessons through the app. Example: Make up lessons are available until 7 days before the desired date, and lesson cancellations are allowed until 9 am on the day of the lesson.

Deposit settings 入金設定

This is also a feature aimed at other companies. Kids UP withdraws on the 27th of every month, but other companies may want to withdraw on a different day. Therefore, it’s necessary to include a feature to change the withdrawal date.

Payment method 入金方法

There are multiple types of payment methods. Besides bank transfer, various methods must be supported when considering use by other companies.

Design settings デザイン設定

Also for other companies, it may be better to allow changing colors different from Kids UP’s image color.

Handled by our theme switcher.

Student site link settings

Setting links displayed when parents log into the app. Currently not set, but it might be good to insert event or seasonal application links according to the timing.

This would be covered by announcements I think, or just adding the links. Could also maybe be set per org I guess.

School site link settings スクールサイトリンク設定

Setting links displayed on the top page when employees log into SS. Currently, the Facebook link is displayed on the right side of the top page.

Same as above.

School closing day setting 休校日設定

Every year, set holidays and non-lesson days such as public holidays. If not set, the system may open lessons on public holidays.

Could get this from an API somewhere I’m sure, but would still be org/school specific ones.

Email settings メール設定

Setting which email address to send emails from when sending emails from outside the school.

Fair enough, will need to look into whether it’s even possible to send from not our domain tho. Probably need to verify it in SES.

Email template settings メールテンプレート設定

Template for automatic emails sent to parents when canceling lessons or similar actions on My Page.

Billing email settings 請求メール設定

Setting for template contents notifying parents of the billing amount sent on the 20th of every month.

Permission settings 権限設定

Setting operation permissions for each authority (administrator, SM, bilingual).

Could probably be a pared-down Flipper dashboard if needed for other orgs.

CSV layout ＣＳＶレイアウト

Used to set a layout of template for downloading various customer data, which data to download and in what order.

Hopefully made redundant by forms I’ll build for the exports.

Excel layout Excelレイアウト

If you want to download Excel data, you can create and register a template here.

General item settings 汎用項目設定

Setting to increase or hide input items for each item.

Generic item choices 汎用項目選択肢

Setting to increase or hide input items for each item.

General-purpose item option data import 汎用項目選択肢データ取込

To import CSV data for the above general items.

Bank 銀行

Not used in Kids UP, but may be necessary if selling to other companies. If selling a system specifying the destination bank, it is unnecessary.

Bank branch 銀行支店

Not used in Kids UP, but may be necessary if selling to other companies. If selling a system specifying the destination bank, it is unnecessary.

Bank/branch data import 銀行・支店データ取込

To input bulk bank information above in CSV page

Account transfer request destination 口座振替依頼先

To register withdraw bank information

Terminal settings 端末設定

Settings for scanning KU card machines.

Student intake layout 生徒取込レイアウト

When downloading CSV, decide which data to display in what order. For example, “Standard Layout 00” can be downloaded by clicking “Save in CSV format” in the “Student Management” → “Student” tab, and you can set the layout here.

Student item settings 生徒項目設定

Setting the display items for “Student Management” → “Students”.

Operation log inquiry 操作ログ照会

Searching who, when, and what operations were performed under special circumstances.