Set Up and Navigate Academy

Academy brings programmes, batches, learners, instructors, class schedules, attendance and fees into one location-aware workspace for academies, coaching centres and training providers.

Activate Academy

Permission required

Only the Business Owner can activate Academy or record the decision to defer fee setup.

Activate the Academy workspace

1. Open Academy → Academy Setup.
2. Select Activate Academy.
3. Choose Academy, Coaching Centre or Training Provider.
4. Add an optional activation note that contains no private learner information.
5. Review the confirmation and activate Academy.

Activation makes Academy the primary operating workspace and changes the main navigation. Existing customers, invoices, payments, accounting records, staff and other business records remain intact.

Important information

Activate Academy only after the owner has confirmed that it should become the business’s primary experience. The screen does not provide a self-service switch back to another business type.

Complete the launch checklist

Open Academy Setup at any time and use Continue setup. The checklist updates from records created in their normal workspaces; it does not create records automatically.

Complete the required work in this order:

1. Confirm the business profile and primary operating location.
2. Create and activate at least one Programme.
3. Create a Batch and move it to Open.
4. Assign an active instructor to the Batch.
5. Activate a weekly timetable with at least one Class.
6. Add an active learner and a payer relationship.
7. Confirm the learner’s enrolment.
8. Create an active Fee Template, or have the owner explicitly select Defer fees.

The checklist shows only actions available under the signed-in user’s permission and location access. An owner-only or unavailable action is labelled instead of being bypassed.

Find Academy work

• Academy Overview: today’s Classes, attendance, learner and fee attention.
• Class Schedule: generated Classes and individual schedule changes.
• Attendance: Classes that need attendance or review.
• Fee Collection: ready, upcoming, overdue and paid fee items.
• Learners and Instructors: people records and their Academy activity.
• Programmes and Batches: the teaching structure and delivery lifecycle.
• Academy Communications: family announcements, documents and updates.
• Academy Reports: learner, teaching, attendance, instructor and fee reporting.
• Fee Templates and Academy Setup: reusable fee rules and launch readiness.

The desktop sidebar and mobile navigation show the same permitted destinations in different layouts. Academy businesses do not use the point-of-sale navigation as their primary flow. Other available areas—such as Customers & CRM, loyalty, storefront and communications—remain under their normal navigation groups when enabled and permitted.

Give the team access

Academy actions are permission- and location-aware. Use Settings → Permissions → Roles & Access to create roles such as Academy Operations Manager or Instructor, then use Administration → User Management → Manage access to assign each user a role and locations. An instructor using the Staff workspace must be linked to the correct staff profile.

Related guides

• Create Programmes and Batches
• Manage Learners, Enrolments, and Instructors
• Manage Roles and Access

Last reviewed: 10 September 2026