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July 2020 | Issue #93
Current Releases:   SM  8.0.089 (7/8) |  AW   3.5.059 (6/5)
The Next Generation of F Keys - July 22 2:00 CDT
ACEware Software Update - 10/7 2:00 CDT
ACEware Systems Newsletter - Information to Run Your Program
Expiring Optional Fees
Have you ever wanted your coupon code to expire a certain number of days before the course begins? The best way to handle this situation was to delete the coupon fee on the date you wanted your promotion to end. That is, until now!

With Student Manager version .088 and ACEweb version .060 (coming very soon), you'll have the ability to expire coupons AND you can expire any other optional fee. Say you want to do something like an Early Bird Main Fee and have a Guest Lunch optional fee at one price and an Early Register Guest Lunch fee at a lower price to entice people to register early. Well look no further--you can do it now!

This new feature is similar to the Early Bird feature in that you put in the number of days before the begin date that you want the fee to expire on the Course Fees screen. It will show this fee on ACEweb (or if it is a Coupon, only enable its use) until the expiration date.

To make things a little easier since everyone is going to be putting in a bunch of coupons soon, I've added the ability to put the Fee Expires number of days in the Mass Change/Update/Delete/Archive screen in build .089 (the latest release). This is enabled for both main fees and optional fees.

So in closing, get out there and sell some courses with some new ways to use optional fees and coupons!

Contributed by Matthew Olson
A Few of My Favorite Things
Since January there have been 61 new features added to your Student Manager software. Sixty-one! During our July 8 new features webinar, Matthew covered 37 of the latest and greatest new goodies in Student Manager. Twenty-one of those were released in June as part of our virtual conference special!

If you were not able to join us, catch it here! Matthew does an outstanding job of covering all the new goodies. A few of my personal favorites are:

  • In Instructor Email Roster (from Course Quick Report) you can now include Student Special Needs and Registration Fee description
    • AND, the Email Roster to Instructor has been completely reconstructed! You can check mark the fields you want to send to the instructor!
    • AND there's a new preference to automatically send an email to instructors when their class meets the minimum registration required!
    • New Function Key: F4. Many of you have commented on how much you love this!  Chuck will review this function key in great detail during our July 22 User Webinar.
  • When using Ctrll+T (when using this combination in a course, the emails of those registered are copied) the default is now only non-canceled and non-waitlisted. BUT, you can now select if you want to include other emails (such as waitlisted, canceled, neither, or both) 
  • On Course Mass Cancel - Refund to Escrow has been added (lots of virtual applause on this one during the webinar, too!)
  • The new button on the UDF screens links you right to the online help guide to give you information on that field.
Take a look at the  recording, and t hen drop me a note to share your favorite things (and wish list items!).

Contributed by Sharon Brookshire
Tech Tip of the Month:  Online Course Type
With onsite classes being reduced and online class offerings increasing, a good thing to look at is the Course Type on the main tab of the course screen. Making or changing the type to Online gives you the ability to put a date in a field next to the times area, called Date Open For Enrollment. This is the date you want the course to appear on ACEweb for registration. Online Course Type would mean there are no start/end dates or times, so if you are changing a course type from Open to Online, you need to clear those fields out, as at this time it does not clear them automatically.

If you have an online class offered through ZOOM for example, and you want a link to this course online when someone registers for the course, you can put the link into the Course on the Comment/Notes tab in the Notes field. That way when you email a confirmation from Student Manager or ACEweb sends it, the URL to join the class is included.

For more information, visit the  Online Help guide, o r get with your ACEware Technician.

Contributed by Mike Lowry
Report of the Month: Course Performance Review
As you finalize your fall term course offerings, make sure that you're including last season's top courses by running the "Top Dog" Course Report, which is found in the Statistics >> Course >> Performance Review reporting area.

You have quite a few options in this reporting area:

  • Rank by income, enrollment, CEUs generated, hours generated, or credits generated
  • Sort income by total due, paid, outstanding balance, or net income
  • Select the number of top records to return. The default is 10, but you can cast a wider or narrower net.

After running a query (I recommend starting with something basic like course number begins with), your report will look something like this:

The top dog report ensures that you get the whole picture of your best and worst classes, rather than just pieces of data; you might find when running this report that your high enrollment courses had low income, or your low enrollment courses had high income, which are both important combinations to consider when planning which courses you should offer again.

But wait, there's more! In addition to ranking your top courses, you also have the ability to report your lowest-performing courses instead, which is sometimes even more helpful when programming for the next term.

Happy reporting!

Contributed by Lindsey Lieberman

To your continued success!

- Chuck, Sharon, Cheryl, Jason, Joe, Lindsey, Matthew, Mike, Stein, and Susan

 ACEware Systems
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ACEware Systems, Inc.
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