PROCLASS

Contents
Summary ................................................................................................................................................................ 2
How to Log in .......................................................................................................................................................... 2
Menu bar ................................................................................................................................................................ 2
Dashboard .............................................................................................................................................................. 3
How To add a widget on the Dashboard Page ......................................................................................................... 4
How to create Contact. ........................................................................................................................................... 5
How to Create an Account ...................................................................................................................................... 6
How to create Contact for existing account ............................................................................................................. 8
How to create a Program ...................................................................................................................................... 10
How to add Session ............................................................................................................................................... 13
How to register a Student to a program ................................................................................................................ 14
How to Make Payment.......................................................................................................................................... 17
How to do Cancelation .......................................................................................................................................... 20
Cancellation with an additional item ..................................................................................................................... 32
How to do Transfer ............................................................................................................................................... 39
How to Delete a payment from Account ............................................................................................................... 57
Buttons ................................................................................................................................................................. 61
Technical Support ................................................................................................................................................. 62

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Summary
This tutorial aims to summarize the main features and functionalities used by Amideast staff members in their
daily interactions with the ProClass system.

How to Log in
This system is accessible to authorized users. If you are an authorized user, enter your username and password,
then click the Login button.

Menu bar
The menu bar gives you access to all the system pages.

Home – Links to the ProClass Home Page and Dashboard.

Roster– Views class rosters and take attendance.

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Find – Links to all lists of searches on these categories: People, Contact Categories, Programs, Financial, and
Catalog.

Create – This allows you to create new items in these categories: People, Class, Financial, and Catalog.

Reports – Access pre-defined ProClass reports.

Settings – Links to the User Settings.

Administration – Links to these categories: Site Setup, Accounts, and Contacts, Semesters and Programs, Financial,
Point of Sale and Products, and Online Registration.

Support – Links to ProClass Support Options: Online Help, Live Chat, and E-mail Support.

Log Off – This allows you to log out of your ProClass User Account.

Dashboard
The Home Page (i.e. the Dashboard) is the first page you will see when you log in to ProClass and it is your gateway
to all the different ProClass features and screens.

Dashboard page

1- These are already defined pages: Programs, Accounts, Contacts, Follow-ups, Registrations, and Payments.

2- You can define, modify, activate/deactivate the Pages, or even add to them (up to 10 pages), to do so
under the Dashboard go to Set-up > Define Pages.

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 3- Reset your Dashboard layout to the default one if necessary.
*Note: When doing any modification on the dashboard page, always save your layout.

How To add a widget on the Dashboard Page

1- On the home page, select the Dashboard page to where you want to add the widget to.
2- Click on the desired enabled widget to select it, then a pop-up appears.
3- Drag and drop the pop-up into the highlighted area on the dashboard page to dock it.

*Note: You can only use the widgets once.

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How to create Contact.
1- On the home page, click on Contact from Dashboard pages.
2- From the contact section, we first search to be sure that we don’t have this contact in our system, then
click on Add new contact button that appears at the bottom of the table.

3- Add contact page will display.

4- In the Account section, do the following:

a. Choose the type of account from the Account Type list. (required)
b. Enter the Account Name. (required)

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 c. In the Account Contact Type selection, choose the relationship of the contact to the account.
(required)

5- In the General info section do the following:

a. Enter the First Name. (required)
b. Enter M.I (optional).
c. Enter the Last Name. (required)
d. Date of birth (required)
e. Select the Gender (required)
f. Enter National id (optional)
g. Enter Test Unit Driver's License (optional)
h. Insert comments (optional).

6- In the Phone/Email section do the following:

a. Enter the Main phone (required)
b. Enter Work Phone (optional).
c. Wk. Ext (optional).
d. Cell Phone (optional).
e. SMS Gateway (optional).
f. Fax (optional).
g. E-mail (optional).
h. Promotional Code (optional).
7- Click the save button.

How to Create an Account

1- On the home page, click on Accounts & Billing from Dashboard pages.
2- Click on Add new account button at the bottom side of the table.

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 3- In the General section, select the account type.
4- Enter the account name. And use the Active checkbox to indicate if the account is active or inactive.
5- The remaining fields are optional.
6- You can click on the save button, then add a contact to the account on the same page or click on the save
and return button to return to the home page.

7- After saving the account, an ID will be generated, and you can add contacts to this account.

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How to create Contact for existing account
1- On the home page, click on Accounts & Billing from Dashboard pages.
2- From the account table, search for the account name to add a contact to it.
3- Click on add contact button on the right side of the account record.

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 4- The add contact page display.

5- In the General info section do the following:

a. Enter the First name (required)
b. Enter M.I (optional).
c. Enter Last name (required)
d. Date of birth (required)

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 e. Select the Gender (required)
f. Enter National id (optional)
g. Enter Test Unit Driver's License (optional)
h. Insert comments (optional).
6- In the Phone/Email section do the following:
i. Enter the Main phone (required)
j. Enter Work Phone (optional).
k. Wk. Ext (optional).
l. Cell Phone (optional).
m. SMS Gateway (optional).
n. Fax (optional).
o. E-mail (optional).
p. Promotional Code (optional).
7- Click the save button.
8- Assign account contact page display, select the type then click save.

How to create a Program

1- On the home page, click on Programs from Dashboard pages.
2- From the programs table, click on Add new program button that appears at the bottom of the table.

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 3- The select session list will display, you can select a session or add a new one to create a session first.

4- Add program page displays.

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 5- On the Type selection, choose a Program Type from the list; the type can be Books, Class, Test, Services,
Etc.
6- In the Short Description field, type a short name of the program, this name will appear in the programs
table under a description column, and you can search by it.
7- In the Description field, type a more detailed description of the program.
8- Enter the number of seats in the Seat field.
9- Select the appropriate Project correlated to this Program.
10- In the Scheduling tab, complete the following:
a. Click the calendar button to select or type in the Registration open date text box the date that
students can begin registering for this program.
* If this field is left empty, registration can begin as soon as the program is saved.
*In the case of the online registration, this is a mandatory field and will indicate when the program will
start to appear on the search page.

b. Click the calendar button to select or type in the Start Date field the date when the program will start.
c. Click the calendar button to select or type in the End Date field the date when the program will end.
d. In the # Weeks field, type the number of weeks the program is to be scheduled to run.
e. In the Start Time field, type the time of day the program is scheduled to start each day.
f. In the End Time field, type the time of day the program is scheduled to end each day.
g. In the Regular Meet Days section, select the check box next to each day of the week the program is
scheduled to regularly meet.
h. In the Specific Meet Days section, click Add new meet day; if you want to schedule a specific date the
class will meet outside of, or instead of a Regular Meet Day.
“add new meet day button enabled after saving the program”
11- The Course Number field can be found under the Location tab.
11- In the Tuition tab, add the tuition fee of the program.
*If this field is left empty, the tuition amount will be zero.

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 12- In the Additional fees tab, you can add any additional items for the program that can be used, purchased,
or required in a specific class.
13- Click the Save button to save the program.
14- Once the new program is saved, use the remaining tabs on the Edit Program page to further define
important program information.

In general, we recommend entering the mandatory fields first and saving the Program first, then adding
additional information as needed after.

How to add Session

1- On the home page, from the session table, click on Add new session button that appears at the bottom of
the table.
2- Add session page will display.
3- Select the type of session, mostly it's going to be the Standard.
4- Enter the description.
5- Select start and end date.
6- The remaining fields are optional.
7- Click on the save button and the session will be added successfully.

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How to register a Student to a program
1- On the home page, click on Contact from Dashboard pages.
2- From the contacts table, search for the contact you want to register.
3- Click on the Register button on the right side of the contact record.

4- The Register Student for Programs page displays.

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 5- In the search filters, select Session from the session list then click on the Go button to get the result for the
available programs, or you can use one or more of the search filters.

6- Select the check box next to the program or programs you want.
7- If a program has additional items, the additional items button will appear in the second column. Click this
button to view the items for the selected program.
- To apply the additional items for registration, enter the quantity then click the apply button. The
price of the item will be added to the total cost of the program.

8- If there are available seats, you can either register the student or waitlist the student for the program by
clicking the Wait List radio button.
- If the program is full, Wait List is automatically selected, and the Register radio button is disabled.
9- Click the Save button at the top of the page.

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 10- Registration Results page displays:
- Click on the Edit button if you need to make changes to the registration or verify its details.
- Click on the Make Payment link to start applying the payment for this registration.

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How to Make Payment
You can reach the Payment page in multiple ways, one of them is from a Home page; in the Accounts table, choose
the account and click on Add payment button on the right side of the account record.

Also, from the Edit Account page under the payments tab, you can edit an existing payment or add a new one.

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To add and apply payment do the following:

1- In the General info section:

a. Enter the Amount. (required)
b. Select Payment method (required)
c. Select Payment status
d. Enter the Reference number (optional).
e. Enter Memo (optional).
2- Click the save button.

3- After saving the payment, the Apply payment button will be enabled, click it.

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 4- The Apply Payment dialog box contains a table with all the current open charges for the account.
5- Select the check box in the Pay column for the charges you want to apply a payment to.
6- Click in the Payment text box to change the amount being applied if needed.
7- Click Save when you have finished selecting the appropriate outstanding charges.

8- Payment is applied successfully, and the transactions will appear in the transactions table.

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How to do Cancelation
1- On the home page, click on Programs from Dashboard pages.
2- From the programs table, select or search for the program that the student registered in.
3- Click on the Edit button on the right side of the program record.

4- Edit program page will display, from the registrations table; click on the edit registration button for the
student.

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 5- On, the registration page clicks on the Drop button on the top side of the page.

6- In the drop page select drop fee, select None if there is no cancelation fee, then click on the save
button.

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 7- The registration status will change to dropped and the refund button will appear beside the
registration balance.
8- Click on the Refund button.

9- Add refund payment page will display with the amount, select a payment method from the list and
click save, then the refund payment will apply successfully.

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 10- The amount will be changed from Unapplied to applied and the transaction will appear in the
transactions table.

Drop with a Cancellation fee

1- In the drop page select drop fee, select then click on the save button.

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 2- The registration status will change to dropped and a drop transaction will appear in the transactions table.
3- In the transaction table select Cancellation from add new fee list.

4- Add transaction page will display, enter the cancellation amount and description then click on the save
button.

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 5- The cancelation fee will appear in the transactions table.
6- Click on the Refund button beside the registration balance.

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 7- Add refund payment page will display with the amount, select a payment method from the list and click
save, then the refund payment will apply successfully.

8- After making a cancelation and refund transaction, there is a payment transaction still appearing in
transactions, to get a correct balance you need to this transaction.
9- Click on the edit button for a payment transaction record.

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 10- On the top of the edit transaction page, click on the Void Transaction button and confirm the process by
clicking ok.

11- Edit registration page will display, and there is no payment transaction appearing in the transactions table.
12- Go back to the account, by clicking on the account name.

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 13- Under the payment tab, the original amount appears as unapplied after doing avoid transaction; click on
the edit payment button.

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 14- Click on apply payment.

15- Apply payment page will appear click on the save button to complete the process.

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 16- The amount will appear as applied and everything will be balanced on the Registration page.

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Cancellation with an additional item
1- On the registration page click on the Drop button.

2- In the drop page select drop fee, select None if there is no cancelation fee, then click on the save button.

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 3- The registration status will change to dropped, and the system will not generate any refund transaction
automatically for the additional item.
4- To generate a refund for an additional item click on the Return button on the right side of the
additional item record.

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 5- Return page will display ,update the description if needed and click on save button .

6- A return transaction will appear in the transactions table with a negative balance for payment.
7- Click on the refund button beside the registration balance.

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 8- Add refund payment page will display with the amount, select a payment method from the list and click
save, then the refund payment will apply successfully.

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 9- The amount will be changed from Unapplied to applied and the transaction will appear in the transactions
table.

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How to do Transfer
1- On the home page, click on Programs from Dashboard pages.
2- From the programs table, select or search for the program that the student registered in.
3- Click on the Edit button on the right side of the program record.

4- Edit program page will display, from the registrations table; click on the edit registration button for the
student.

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 5- From the registration page, click on the Transfer button on the top side of the page.

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 6- The transfer page will display, select the program to which the student wants to transfer.

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 *Note: You can only transfer to another program within the same semester.

7- Transfer results will appear contain:

- Transfer results from old and new program.
- Account balance
- Registration balance of old and new program.
- Payments with unapplied amounts.

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 8- Click on apply button.
9- Apply payment display, click on the save button.
10- Payment will be applied successfully, and the registration status will be changed to Transferred.

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 Transfer with additional items

1- From the registration page click on the Transfer button.

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 2- Transfer page will display, select the program to which the student wants to transfer.

3- The transfer result page will appear and there is no unapplied amount because the transfer for
registration that contains additional items is not automatic, you should do it manually from the
system.

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 4- The registration status will be changed to Transferred, and there are no transactions appear in the
new registration program.
5- Go to the original registration, from the transaction table click on the return button.

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 6- The return page will display, click the save button.

7- Return transactions will appear in the transactions table.

8- We need to void the payment transaction that is related to the additional items, click on the edit
button on the right side of the payment record.

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 9- Edit transaction page will display, click on the Void transaction button and confirm the process.

10- After a void transaction, the payment record will not appear in the transaction table and you will get a
correct balance.

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 *Note: payment amount will appear in the account under the payment tab as an unapplied amount.

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 11- Go back to the new registration that you transferred to, from the additional items tab, select and add
a new item.

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 12- On add registration additional item page, click save.

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 13- The system will generate a transaction record for the additional item.

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 14- To apply for the payment, go to the account, under the payment tab there is a payment transaction
still unapplied “after the transfer”. Click on edit payment then click apply payment button.

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 15- Edit payment page will display, click on apply button then click save to complete the process and the
payment will be applied successfully.

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How to Delete a payment from Account
1- On the home page, click on Accounts & Billing from Dashboard pages.
2- From the account table, search for the account and click on edit button to open edit page.
3- You need to add a new invoice under the invoice tab, click add invoice.

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 4- Add invoice page will appear, click save.

5- In the invoice page, go to the transactions tab, add a new fee (ex: Tuition) for the delete payment process
then click save.

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 6- Under the payments tab, select the payment and click on edit button.

7- Edit payment page will appear.

8- You need to change a payment method to not affect the reports, from the payment method select non-
revenue method for example: Discount method.
9- Click on save button then click Apply payment button.

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 10- Click on save button.

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Buttons
These are the most common icons you will encounter inside the system.
Save Button – Clicking the Save Button saves any changes made or data entered into the system and
refreshes the current page in your browser.
Save and Return Button – Clicking the Save and Return Button saves any changes made or data entered
into the system and redirects you to the previous page.
New – Clicking the New Button redirects you from the blank record you are editing to a new blank record.

Cancel – Clicking the Cancel Button discards any changes or data entered since the last save and
redirects you to the previous page.

Delete – Clicking the Delete Button prompts you with a window to confirm your attempt of deleting
something. This is the button that will be responsible for deleting any data or record you want to remove
from the system.
Refresh – Clicking the Refresh Button discards any changes or data entered and will refresh the
current page or return its condition to the last time it was saved.

Help – Clicking this button will direct you to the help guide/walk-through of the page you’re on.

E-mail Contact – This button allows you to e-mail the selected contact.

Text Contact – This button allows you to text the selected contact.

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Technical Support
For technical questions only please email [email protected]

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