LearnCube’s Online School is an all-in-one platform that allows you to manage student & teacher accounts, class scheduling, reporting, payments, and more. It is a versatile tool, so that it can be adapted to suit your school. This getting started guide will help you to understand how the school is structured, and how it can best be implemented for your particular needs.
Table of Contents
10 - Class Reports |
11 - Teacher Onboarding |
12 - Student Onboarding |
1 - How Does The Online School Work?
The Online School is your own platform, which students and teachers can log into. The colours and logo are configured to match your brand, so when students log in to their dashboard, they feel like they are on a different part of your website, rather than on a LearnCube site. Integration is easy, typically schools add a “student login” button, which points to your school’s URL.
In the school, we have teacher accounts, which can be managed by the administrator.
Each teacher has a calendar, on which classes and courses can be created.
Students are assigned credits, which work like enrolment tokens.
Depending on your booking flow, you can allow students to choose their own classes, or set the schedule for them.
Students can purchase class credits automatically using our built-in payment gateway, and you can also take payments separately and manually assign credits.
Our award-winning Virtual Classroom is the engine of your school, where all the teaching actually happens. The Virtual Classroom has a lot of features which are designed to facilitate a flexible, intuitive learning experience.
Class materials are stored in cloud library, from which teachers can quickly access files and load them into the classroom directly. After each class, all of the notes, materials, and annotations are saved with our Class Review feature.
Students and teachers can access to their notes, and there is a wealth of information available in your Class Admin section, allowing you to track attendance, learning progress, and other useful data.
2 - Your Four-Week Pilot
Transitioning to a new platform can be challenging, so we are here to support you and your teachers as you launch. For the Online School Premium, we have a 4-week pilot programme, including school configuration and branding, onboarding and consultation calls for your admin staff, and training support for your teachers.
For the pilot programme we charge a setup fee, which is covered by a 30-day money-back guarantee, essentially allowing you to test it risk-free.
3 - School Configuration
To set up your Online School, you will need to complete a configuration form. Your LearnCube rep will be able to help you with this, and advise you on which settings will be best suited to your needs.
Most of the information is very straightforward. You will also need to send us your school logo and the hex code of your primary brand colour. If you don’t already have the hex code, you can find it using this colour picker tool.
On the configuration call, you will also need to make some decisions which will affect your school’s booking flow. We recommend reading the Scheduling & Booking Flows section below so that you can familiarise yourself with the different options.
Once we have your completed configuration form, we will create your school and send you your login credentials. This typically takes 1-2 business days. If you don’t receive an email with your login details, please check your spam folder, and reach out to your LearnCube rep.
4 - Logging into your Administrator Account
When your Online School is ready, we will send you your login credentials by email.
You will typically receive one admin account, one or more teacher accounts, and a test student account. With your admin account, you can create more accounts as needed.
All users will log in using the same URL, directing them either to their teacher, student, or admin dashboard.
When a new user logs in, there are three steps that should be taken:
Confirm your timezone.
Classes are always shown in your timezone, so it’s important to set this correctly.
Run the troubleshooter tool.
You can find this button at the bottom of your dashboard. The troubleshooter will run you through a few simple checks to ensure that your computer is set up correctly, and you will have a smooth class experience.
Update your profile.
You can do this by clicking on your user icon on the top right, “view profile”, and then “edit”. Here you can add a profile picture, and some “about me” information if desired.
Once you’ve completed those simple steps, you will be ready to explore your new school and create some test users and classes.
5 - Creating Teacher Accounts
To create a teacher account, click on the “teachers” tab on your school administration menu.
Then click on the "Add Teachers" button, on the top right of the teachers admin dashboard.
To create a new user (this applies to students too) you'll need to provide a username, your teacher's first name and last name, and their email address.
Please note that the username and email address must be unique for each user.
Next you will want to fill in some details. To edit the account information, click on “edit” in the top right corner. This will edit information in the teacher's admin profile; information here is not displayed publicly.
The first thing you should always do is set the account to ""current"". This will activate the teacher's account. We've also got to set the account type, which defines what type of permissions and access the teacher has.
The two most common types are “teachers”, who can set availability and add classes on their own calendars, and “teachers limited” who can only view their calendars, but not make changes.
You can read more about teacher role permissions in this article.
Finally, you should set the "Teacher of" field. This will set the subject(s) that they teach. It will be visible on the teacher's public profile and students will be able to filter teachers by their subject.
If you have not yet defined your school's subjects, this article will help. |
*Please note that new users will not receive an automatic notification when the account is created, allowing you to do any necessary configuration before they log in. When the account is ready, you should send them their username and password. We recommend asking teachers to complete the three recommended steps mentioned above when first logging in (set timezone, run troubleshooter, update profile).
6 - Creating Student Accounts
When you receive your login information, you should also receive an example student login, so that you can see the school from the student's side. We recommend that you do log in as a student and try exploring the student dashboard, and booking some classes (if applicable).
Depending on your school's needs, you can allow students to create their own accounts.
When first exploring your Online school, we recommend manually creating at least one student account, as it will give you a better understanding of account management.
First, click on the student icon on your admin menu, on the left of your dashboard.
This page will show you an overview of all your student accounts.
To create a new account, click on “add student” on the top right, and select “online student.”
Next, you'll need to set a username, enter the student’s first name last name, their an email address, and a password. Please note that the username and email address must be unique for each student.
For this example student, you can use a fake email address if you like. Anything with the format "x@y.z" will work. Please note though, that for actual students, you should avoid fake email addresses, as they won't be able to get class reminders, password resets, and other notifications.
What if two students want to share an email address? In this case, you can add a "+" symbol before the @. The emails will get through to the same email, but our system will read it as a unique address. For Example:
Student 1 - johnsmith@gmail.com Student 2 - johnsmith+1@gmail.com Student 3 - johnsmith+2@gmail.com |
Next you will want to fill in some details.
To edit the account information, click on “edit” in the top right corner.
One very important setting is the account status, which should always be set to "current".
So that you can enrol your test student into classes, you will need to add some class credits. We recommend doing this even if you are going to use our automatic payment gateway, so you get an understanding of how the system works.
To do so:
Click on the "Edit Account" button on their admin profile.
Double check that their account status is set to "active".
Add some credits to "private classes allowed" and "group classes allowed"
7 - Understanding Class Credits
In LearnCube's Online School, class credits are used to keep track of student enrolment. You can think of a class credit like an enrolment token.
One credit is equal to one class, no matter the duration.
There are two types of class credits:
Private Credits - for 1:1 classes only
Group Credits - for group classes only
Students can purchase credits automatically using LearnCubes' payment gateway, and you can also manage credits manually through your class admin section.
You can learn more in the "Accepting Payments" section below.
On each student's admin profile, you will be able to see how many
8 - Scheduling & Booking Flows
Table of Contents
8.1 - Booking flows |
8.3 - Creating a class |
8.4 - Creating courses |
8.1 - Booking flows
There are a number of different ways to manage bookings, either admin controlled flows, student self booking, or a combination of both.
Classes in the Online School are structured as follows:
Calendars are associated with a teacher account
Classes are booked on the calendar
Student(s) are enrolled into the class
The main ways in which classes can be created are as follows:
Students choose a time from teacher's availability | self-enrolled self-scheduled |
Students choose from a list of pre-scheduled classes with available slots | self-enrolled admin-scheduled |
Administrator creates classes and enrols students manually | admin-enrolled admin-scheduled |
8.2 - Set availability on teachers' calendars
Your calendar allows you to easily manage classes and set your availability, in a visual format. Administrators can edit availability for all teachers. Depending on their role permissions, teachers can view or edit their own calendars.
To access the calendar, go to your dashboard and click on "Calendar" on the top right.
You will see the current week, with any classes you have set up appearing in blue.
You can choose which teacher's calendar to edit by selecting from the user dropdown ("Wilim Abrook" is selected in the image below).
It is possible to drag and drop these classes, to reschedule, delete, or change their duration. Please note though - students will not receive automatic notifications for edits like this, so teachers should always notify students directly when making changes on the calendar.
If you want your students to self-book classes directly from teachers' calendars, you will need to set availability. You can do this by dragging and dropping the green available box onto the desired time.
You can also click on "Add Recurring Availability" to add repeating slots. On this menu, you will need to choose the start time, end time, which days you'd like the availability to appear on, and set an end date.
You will now see the green available slots appearing on your chosen times and days.
8.3 - Creating a class
Next up, we want to practice creating some classes and courses.
Creating Classes
From your dashboard, you can click on “add class” and then select “Add a single class.”
On the class creation menu, you’ll need to choose the teacher, start time, and end time. Please note that the start and end time will be in your time, so you may need to adjust it accordingly for a student in a different timezone. Students will automatically see classes appearing in their time.
You can also add info such as the subject, level, and a description.
Finally, you should decide whether this is a group or 1:1 class.
When you hit save, you’ll be directed to the enrolment page. You can choose to add a student now, or just click continue, to create a class with empty spaces.
If you want to wait, and enrol students later, you can do so from the "upcoming classes" section of your class admin, or by clicking on the class title (in the case of this example, "English B1") on your dashboard.
Your student will automatically receive a confirmation email, and the class will now appear on your dashboard and your student's dashboard.
8.4 - Creating Courses
If you want to create regular classes on a set schedule, it's possible to do so all at once, rather than creating the classes individually. Again, click on "+ Add Class" on your teacher dashboard, but this time select "Add course schedule."
What is the "Recurring schedule" option? A course is a series of connected classes, with the same students enrolled each time. A recurring schedule is a series of unconnected students. This allows you to create a set of empty classrooms in bulk, and then enrol different students into each one individually or allow them to choose a group class with available spaces |
Setting up a course is the same as setting up a class, but we will also need to add a schedule. To do so, click on "+ Add schedule". You will need to choose the frequency and number of occurrences. Each occurrence is one class, not one week, so in the example below, we are creating a 4-week course with 2 classes per week.
It is possible to choose the end date instead of the occurrences, but occurrences are more recommended, as it makes life easier in terms of class credits. Remember that your students need enough class credits to be enrolled into the full course.
When you click on "Save" you will be brought to the course menu, from where it is possible to further edit your course, enrol students, and add or delete classes.
You will also see the classes appearing on your teacher dashboard. To return to the course menu, click on this icon, beside the class title:
9 - Accepting Payments
There are two ways to accept payments with LearnCube.
You can use our automatic Payment Gateway.
This is suited to schools who allow students to self-book classes.Transactions are processed by your PayPal or Stripe account, and LearnCube doesn't charge any commission or transaction fees.
There are a number of different options available, outlined in this article.
You can Accept Payments Manually.
It's easy to accept payments on your own website, or another system, and then add the credits to the appropriate student account manually.
If you are in doubt about how your pricing model or booking flow would work with LearnCube, please don't hesitate to reach out to your LearnCube sales or support rep, who will be happy to advise you. Over the years, we've seen a lot of different schools and different business models, so we'll be sure to have some relevant experience to share with you.
10 - Class Reports
LearnCube provides detailed reporting on scheduling and cancelations, teacher and student attendance, and analytics from the classes themselves.
This data is really useful, both in reducing and streamlining admin time, and in improving your students' learning experience and academic outcomes.
This short video gives an overview of the Class Admin section:
11 - Teacher Onboarding
We pride ourselves in the support we offer to new schools; not just administrators, but teachers too!
We recommend that all new teachers follow these simple steps when logging into their new account:
Set your timezone
Run the troubleshooter tool
Update your teacher profile
Watch all of the Virtual Classroom Training videos
Read the Troubleshooting Basic Steps article
Have a test class with a real student or a test student (could be another teacher)
Attend or schedule a training session*
*After your teachers have completed the first onboarding steps during your pilot, we are happy to provide live training sessions to groups of 5 or more teachers.
After your initial onboarding period, we also run monthly teacher training sessions, which all Online School users are welcome to join for free.
12 - Student Onboarding
Student onboarding flows will depend on your school's particular needs, but we do have some resources which you may find useful.
This training playlist on YouTube has some generic videos (in English, with subtitles) which introduce students to their LearnCube student dashboard. There are different videos available to suit different booking flows, so we recommend just sharing the appropriate videos for your school's setup, rather than sharing the whole playlist.
The following useful phrases can help you to create a welcome email:
Make sure to check the text in bold, to make sure the information is correct for your particular configuration. --
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