Question 1

How does the free trial work?

Accepted Answer

You get 14 days of full access at no charge. No credit card is required to start. Halfway through your trial, we'll send a subscription invoice so you can choose a plan and keep your data. If you don't subscribe by the end of your trial, your account is automatically suspended.

Question 2

Can I import my existing students?

Accepted Answer

Yes. During onboarding you can add students manually or contact us and we'll help you import a spreadsheet. We support CSV imports with name, grade, parent name, and contact email.

Question 3

How long does setup take?

Accepted Answer

Most schools are fully set up — students added, classes built, teachers invited — within an afternoon. The onboarding checklist inside your dashboard walks you through every step.

Question 4

Do my teachers and parents need to create accounts?

Accepted Answer

Yes, but it's easy. You add them in the Users section and they receive a password setup email. They can log in immediately from any device.

Question 5

What happens if I go over my student limit?

Accepted Answer

We'll notify you by email when you're within 10 students of your plan limit. You can upgrade to the next plan at any time from your settings page. We never cut off access without warning.

Question 6

Can I change plans later?

Accepted Answer

Absolutely. Upgrade or downgrade at any time. Changes take effect on your next billing cycle. If you upgrade mid-cycle, we'll prorate the difference.

Question 7

What payment methods do you accept?

Accepted Answer

We accept all major credit and debit cards via Square. Invoices are sent by email and can be paid online in one click.

Question 8

Is there a contract or commitment?

Accepted Answer

No contracts. ClassToo is month-to-month. Cancel any time from your settings and you won't be charged again.

Question 9

What is the Timecards add-on?

Accepted Answer

Timecards is an optional add-on ($10/mo) that lets your staff clock in and out directly from their ClassToo dashboard. Admins get a full view of hours worked by person, filterable by week or month, with one-click export to spreadsheet. It's available on any plan.

Question 10

What is the Email Announcements add-on?

Accepted Answer

Email Announcements ($5/mo) lets you send email campaigns directly to parents, teachers, and staff from the Announcements section. Up to 2,000 emails per month are included. Announcements without the add-on still appear inside the portal for anyone who logs in.

Question 11

What is the Gift Cards add-on?

Accepted Answer

Gift Cards ($15/mo) lets you sell branded gift cards directly from your ClassToo portal. You create the card, ClassToo sends the purchaser a Square payment link by email, and the moment payment comes in, the gift card is automatically emailed to the recipient — no manual step required. Cards can be sold by dollar amount or for a specific service.

Question 12

Can I enable add-ons for free for certain schools?

Accepted Answer

Yes. ClassToo platform admins can mark any add-on as 'comped' for a specific school, giving them full access without being billed. This is useful for pilot programs or partner schools.

Question 13

Does ClassToo support multiple locations?

Accepted Answer

Yes. Multi-location support lets you run more than one physical site from a single ClassToo account. Enable it from your Settings page, add each location, and then assign teachers and students to their respective sites. You can filter students, staff, and attendance by location at any time — all from one admin login.

Question 14

Can I preview or reuse a campaign I already sent?

Accepted Answer

Yes. In the Announcements section, each sent campaign has a Preview button that shows the fully rendered email exactly as recipients received it. You can also click Duplicate to open a new draft pre-filled with that campaign's content — useful for recurring messages like monthly newsletters or recital reminders.

Question 15

How does trial management work?

Accepted Answer

The Trials section lets you log prospective students who come in for a trial class. You record their name, contact info, class, and visit date. As you follow up, you update the status — Pending, Contacted, Enrolled, or Declined. The dashboard shows your conversion rate at a glance.

Question 16

Can I track multiple contact attempts for a trial?

Accepted Answer

Yes. Each trial record has a contact log where you can record notes from phone calls, emails, or in-person conversations. This keeps your whole team aligned on where each prospect stands.

Question 17

How do I convert a trial to a student?

Accepted Answer

From the Trials section, open the trial record and click Enroll. This creates a student profile pre-filled with the trial's information and updates the trial status to Enrolled.

Question 18

How do digital waivers work?

Accepted Answer

You create reusable waiver or document templates in the Documents section (Templates tab). Each template has a title and rich-text body. When you want a student to sign, you send a request — the student's pending document appears in their record. You can track who has signed and who still has outstanding documents from the Students tab.

Question 19

Can I require a waiver before a student can attend?

Accepted Answer

ClassToo flags students with outstanding documents so you can see at a glance who hasn't signed. You can use this to hold enrollment or flag students before their first class. Automated enforcement (blocking access) is not currently supported.

Question 20

Can I create different waivers for different classes or seasons?

Accepted Answer

Yes. You can create as many templates as you need — a liability waiver, a photo release, an annual participation form — and send any of them to any student at any time.

Question 21

What are class packages?

Accepted Answer

Packages let you sell punch-card style or dollar-amount class credits. You define the package (name, number of classes or dollar value, price, expiry), then assign it to a student. Their remaining balance is tracked automatically.

Question 22

What's the difference between a punch card and a dollar-amount package?

Accepted Answer

A punch card sells a specific number of class visits (e.g. 10 classes for $150). A dollar-amount package sells a credit balance the student can spend on any service. Both types track remaining balance and expiry date.

Question 23

How do I see a student's remaining credits?

Accepted Answer

Each student's profile shows their active packages with the remaining balance and expiry date. The Packages section also has school-wide stats on total credits sold, credits remaining, and expired packages.

Question 24

Who can see photos in the gallery?

Accepted Answer

Only users at your school — teachers, parents, and admins — can see approved photos. Photos marked Private are visible to admins only. No photo is ever public on the internet.

Question 25

How does the approval workflow work?

Accepted Answer

Any user can upload a photo. It stays in Pending status until a school admin reviews and approves it. Parents only see Approved photos. Admins can hide or delete any image at any time.

Question 26

What file types and sizes are supported?

Accepted Answer

We accept JPG, PNG, WEBP, and HEIC files up to 20 MB each. Images are stored securely in Google Cloud Storage.

Question 27

How do online registration forms work?

Accepted Answer

Each class can have its own public registration form with a shareable link or an embed code you paste into your website. Parents fill it out, and the submission lands in your Registrations queue. One click adds them as a student — or you can dismiss it. No login required for parents to register.

Question 28

What happens when a class is full?

Accepted Answer

When a class reaches its capacity limit, the registration form automatically switches to waitlist mode. New signups are added to the waitlist and receive an automatic confirmation email. You can manually move waitlisted students into the class from the Registrations section or the Billing area whenever a spot opens up.

Question 29

What is the pay-in-advance option?

Accepted Answer

For classes with a set tuition amount, you can enable a pay-in-advance option on the registration form. Parents who choose it are invoiced once for the full amount at the time they're added as a student, and are not billed monthly. Students who pay in advance are automatically marked 'Do Not Invoice' so they're skipped during monthly billing runs.

Question 30

Can I embed the registration form on my own website?

Accepted Answer

Yes. Every registration form has an embed code you can copy and paste into any website builder — Squarespace, Wix, WordPress, or custom HTML. The form loads inline and matches your school's branding.

Question 31

How does ClassToo work with Square?

Accepted Answer

ClassToo uses Square as its payment processor. When you send an invoice, parents receive a secure Square payment link by email and can pay online with any major card. You don't need a separate Square account for parents — everything is handled inside ClassToo.

Question 32

What's the difference between a ClassToo invoice and a Square invoice?

Accepted Answer

ClassToo invoices (shown with a teal 'ClassToo' badge) are created and fully managed inside ClassToo. You can send them, mark them paid, or cancel them without leaving your dashboard, and Square automatically records the payment in your accounting. Square invoices (shown with a blue 'Square' badge) are recurring invoices set up directly in your Square dashboard — ClassToo reads and displays them, but you manage scheduling and payment collection through Square. Both types appear in your ClassToo billing view for a complete picture.

Question 33

Can I set up automated recurring billing through Square?

Accepted Answer

Yes. ClassToo supports Square subscription billing for automatic monthly charges. Once a student is enrolled in a subscription, Square charges their card on the same day each month. You can pause, resume, or cancel a subscription any time from the student's billing row. Subscriptions appear with a purple 'Subscription' badge in your billing view.

Question 34

Can I still use Square's recurring billing for students I already set up there?

Accepted Answer

Yes. If a student already has a recurring invoice in Square, ClassToo won't create a duplicate. Those invoices continue on their existing Square schedule and appear in your ClassToo billing view with a 'Square' badge. New invoices you create in ClassToo use ClassToo payment links and are fully managed here.

Question 35

A parent paid their Square invoice by cash or check. How do I record that?

Accepted Answer

Click Mark Paid on the Square invoice in your billing view. A dialog will appear asking how the payment was received — select Cash, Check, Venmo, Zelle, or Other. Click Mark Paid to confirm. ClassToo records the payment and marks the invoice paid in your dashboard. If the invoice was created directly in Square's dashboard (not through ClassToo), you'll also see a reminder to record the payment in Square so your Square accounting stays in sync. ClassToo invoices (payment links you created inside ClassToo) are updated in Square automatically.

Question 36

Why did I see a message saying ClassToo couldn't update Square after marking an invoice paid?

Accepted Answer

This happens when an invoice was originally created in Square's own dashboard rather than through ClassToo. Square restricts third-party apps from modifying those invoices. ClassToo records the payment in your ClassToo dashboard, but Square's side of the invoice still shows as unpaid. When you see this message, log into your Square dashboard and record the payment there so Square stops sending reminder emails and your accounting stays accurate.

Question 37

Do parents need a Square account to pay?

Accepted Answer

No. Parents click the payment link in their invoice email and pay with any credit or debit card — no Square account required. The payment is processed securely by Square and your school receives funds in your linked bank account.

Question 38

Where is my data stored?

Accepted Answer

All data is stored in Google Firebase — Firestore for records and Cloud Storage for photos — hosted in secure US data centers with automatic backups and 99.9% uptime.

Question 39

Who can access my school's data?

Accepted Answer

Only users you invite. Platform admins at ClassToo can access usage metrics for billing purposes but cannot view student records or photos without your permission.

Question 40

Is ClassToo FERPA compliant?

Accepted Answer

ClassToo is designed with student privacy in mind. Strict role-based access ensures parents only see their own child, teachers only see their classes, and all data is encrypted in transit and at rest. We recommend reviewing our full privacy policy for details.

Frequently asked questions.

Getting Started

Billing & Plans

Features & Add-ons

Trials & Prospects

Documents & Waivers

Packages & Credits

Photos & Gallery

Registration & Enrollment

Square & Invoicing

Security & Privacy

Still have questions?