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FREQUENTLY

ASKED

QUESTIONS

swool.io frequently asked questions

We have gathered some of the questions our customers and partners have asked about our extensive management system. Below the questions and answers have been formatted into a simple list for your reference. You may still have questions that we have not addressed or have not been frequently asked. Get in touch so we can clear up anything you need to know.

General
Can I use swool.io on my phone or tablet?

Yes, our interfaces are mobile friendly and work great on most modern devices.

I run things differently in my business. Can swool.io still help?

swool.io was in a way built by its customers, and each had their own way of doing things. This led to a system that is easily adaptable through some simple configurations. Let’s have a chat if you don’t think we have covered your needs.

Which industries typically use swool.io?

Our typical users provide child care services or classes and courses in swimming, dancing, gymnastics, martial arts, tutoring, fitness, and music.

What type of business should use swool.io?

Any business that services consumers who attend classes, and need to bill for the lessons they receive. Both recurring and fixed courses can benefit.

What types of customer support are available?

We offer support telephonically, over email and WhatsApp. Our AI chatbot allows you to get help when you are stuck at any time of the day.

Are there training resources or sessions available for new users?

Training sessions are available to help you get started on the system and learn how to use the different features.

CUSTOMERS
Customer Questions

Customer questions about swool.io

Can we add more than one learner under a single customer account?

Sure, you can add multiple learners under one customer account.

How do I add my existing clients?

You can import your clients by using an excel template that is downloadable from the system. They can also register themselves through the self-registration portal for updated information.

Can I import from my previous system?

We have some prebuilt tools to import your existing customers, check with us if you are moving over.

What about my T's & C's?

During registration, customers are required to accept your terms, and will be sent a PDF copy after registration. We still recommend getting a signed copy before starting.

USERS
User Questions

User questions about swool.io

How many users can I have?

You can have multiple admin user accounts, with as many teacher accounts as you’d like.

What can teachers do?

Teachers can see their own schedules, capture attendance, do learner assessments, and get live reporting from a personal dashboard. Teacher access can be set on the leading admin site, you can choose what they can do.

PROFILES
User Questions

User questions about swool.io

How does the attendance tracking feature work, and what reports are available?

Attendance is generated daily for teachers or admin users to capture on their devices. Profile attendance percentage can be seen on their assessment reports or an attendance report is available for an overview. 

What tools are available for assessing learners and tracking performance?

You can upload your own cirriculum criteria to the system where you can assess and mark what has been achieved and leave comments. A report card is generated and can be sent out in bulk when you are done with your assessment period.

COMMUNICATIONS
Communications Questions

Communications questions about swool.io

Can I contact my customers using swool.io?

Yes, you can send bulk communications using email or SMS.

How do SMS credits work?

You need to buy credits upfront, and are then able to use them to send notifications

How does bulk communication work?

You can send communications to customers based on bookings. This means you can send to a group for a specific day, time or under a specific instructor.

BILLING
Billing Questions

Billing questions about swool.io

How does monthly customer billing work?

Invoices are automatically generated on the dates you choose in company settings.

Can I bill upfront for a time period or fixed number of sessions?

Fees are determined and billed according to packages. Yes, packages give you the flexibility to bill any way you want.

Can more than one package be sold at a time?

Yes, you can use any combination of packages and items to bill customers.

Can I add extra items to my customers' invoices?

Yes, you can add items to the system, and use them on invoices.

How can clients pay their invoices?

Clients get sent invoices with billing information. They can also access their statement history with banking details on the client portal. We have integrated debit order functionality partnered with Three Peaks and also provide online payment options through SnapScan and Paystack.

PAYMENTS
Payments Questions about swool.io

Payments questions about swool.io

Can customers pay online?

Yes, we have integrated with  Snapscan and Paystack. If you are registered with them, your customer can experience the smoothest possible journey.

Can I give customers discount?

Yes, you can pre-load defined discounts or add a percentage or monetary discount to invoices before sending.

PACKAGES
Packages Questions

Packages questions about swool.io

What is a package?

A package is a structured way to sell to your clients, and each package has separate billing options, fees and limits.

Do I have to create a package if one customer has a special rate?

No, you can use discounts or add a custom package per profile under the account.

How many packages can I add?

You can add up to 5 packages to a profile.

Self-Booking
Packages Questions

Packages questions about swool.io

Is this a required feature?

Self-booking on the system is a pro subscription, so you can enable it only if it is something you require.

Can my clients book their own sessions?

Yes, with the pro subscription, you can give your clients access to make their own bookings on the rules you set up.

Can I limit the sessions?

Yes, there are many options for rules on calendar slots so that you can specify who is allowed to book into which sessions.

How do my clients book?

Your clients download the app available on the app stores giving them access to your business where they can log in and book sessions.

How do push notifications work?

You can send bulk communication as a notification straight to your client’s device. If you are using the pro-enabled system your clients will receive a push notification an hour before their session begins.

What types of appointments or services can be booked using the self-booking feature?

Any business that allows clients to book their own sessions or slots on a recurring calendar can make use of the self-booking feature

How can I integrate the self-booking feature into my existing website or online platforms?

You can add the registration link to your website, when you approve clients they will get an email sending them the app invite and login details so that they can view their information or start booking their sessions.

Can I set different availability and time slots for different team members?

Yes, you can create separate slots for each or multiple team members.

Is it possible to set up automatic reminders for clients who book appointments through the self-booking feature?

With the pro subscription, your clients will get a push notification sent to their devices an hour before their session starts

Is there a limit to the number of sessions that can be made through the self-booking feature?

You can set up rules determining the limitations of each slot, if you don’t have limitations you can set it up in the slot rules too.