User guide

Students

Student area

See my slots

1. The Home page shows your next flight, your coach and the place.
2. « My slots »: all your slots, with the coach and the discipline.
3. « Add to my calendar » copies them into your phone’s calendar.

Request slots

1. « Camps » tab: open a listed camp.
2. Choose the free slots you want and send your request.
3. The administrator accepts or declines it; your accepted slots appear in « My slots ».

Fill in my form

1. « My form »: your level, measurements and an emergency contact.
2. Read and accept the waiver and the consents.
3. For a minor, give their two legal guardians. ⚠ stays visible as long as the form is incomplete.

My progress

1. « My progress »: your flight time per discipline, camp after camp.

Coaches

Coach area

My schedule and my camps

1. « My schedule »: your slots day by day, with the student and the discipline.
2. « My camps »: the camps you take part in.
3. Your students’ useful details (level, emergency contact, guardians of minors) can be reached from your schedule.

My hours

1. « My hours »: the time you have coached, camp by camp.

My profile and liability insurance

1. « My profile »: your contact details and disciplines.
2. Add your liability insurance certificate and its end date; ⚠ appears when it is about to expire.

Administrators

Getting started

Get started in 4 steps

1. Settings › My organization: name, logo, contact details and country.
2. Settings › Tunnels: add the wind tunnels where you run your camps.
3. Coaches › New coach: add the coaches who work with you.
4. Camps › New camp: create your first camp, then fill in its schedule.
5. The assistant on the Home page follows these steps and shows a video for each.

Practise with an example

1. On the Home page, click « Load an example »: a camp with 6 fictitious students is created.
2. Try the schedule, invoicing and messages freely: nothing is sent to the fictitious students.
3. « Delete the example » removes everything that was created, in one click.

Camps and schedule

Create a camp

1. Camps › « New camp ».
2. Choose the tunnel, dates, opening hours, capacity and coaches.
3. Name a lead coach if you wish: they will be able to manage this camp.
4. Save, then open the camp’s schedule to place the students.

Fill in a camp’s schedule

1. Open the camp, Schedule tab. Each row lasts 30 minutes, split into two cells.
2. In « Students », add the camp’s students, then click a name and the cells to fill. You can also drag the name.
3. Choose the coach and discipline in the « Coach(es) » and « Disciplines » panels before placing.
4. Everything is saved automatically. Ctrl+Z undoes, Ctrl+Y redoes.

Slot length, copying and waiting list

1. « Slots › Duration » changes how the 30 minutes are split: 15 / 15, 20 / 10, 25 / 5…
2. « Copy slots » copies one day onto another.
3. « Waiting list » keeps students without a slot: a freed place is offered to them.

Cancel a slot and give credit

1. In the schedule, open « Cancellations ».
2. Choose « Time carried over (credit) » or « Time cancelled », then click the student’s slot.
3. Time carried over: the minutes are added to the student’s credit, deducted on a later invoice.
4. « Redo » or Ctrl+Z puts the student back and takes back the credit.

Send confirmations and reminders

1. Open the camp, « Confirmations and reminders » tab.
2. Each student receives a message with all their slots, then a reminder the day before their first flight.
3. Send by WhatsApp or email; for a minor, their guardians are notified too.

Students’ slot requests

1. Students request free slots from a camp’s page.
2. Requests arrive in « Today › Slot requests ».
3. « Accept » places the student in the schedule; « Decline » dismisses the request.

Season planner

1. On the Home page, « Season planner » shows all camps over the year.
2. Click a camp to open it.

Students

Add students

1. Students › « + New student »: name, phone, email, disciplines.
2. « Import (Excel / CSV) » adds a whole list at once.
3. Then add each student to a camp from the schedule (« Students » panel).

Safety records and minors

1. The student’s record holds their level, measurements, an emergency contact, the waiver and the consents.
2. For a minor, fill in their two legal guardians: they also receive the messages.
3. Students can fill in their record themselves online (« My form »).
4. ⚠ next to a name: their record is incomplete.

Invite students and coaches

1. Settings › Access › « Invite someone »: email, role (student, coach…) and linked record, then « Invite ».
2. They receive an email with a link; they sign in with that link or with their Google account.
3. « Account to invite »: the record is linked to an account that is not yet a member of your space.

Coaches

Add a coach

1. Coaches › « New coach »: name, country, disciplines, contact details.
2. Record their professional liability certificate and its end date: a reminder appears before it expires.
3. Your plan includes a number of coaches; « Add an extra coach » in Settings › Subscription.

Students

Write to students

1. The « Messages » button at the top of the screen opens your messages.
2. Write to a camp’s students or to one student; messages go out by WhatsApp or email.
3. The language of the messages is chosen in the Display menu.

Invoicing

Products and services

1. Management › Products and services: flight time, coaching, rental, accommodation…
2. For each: price excl. VAT, VAT and unit (minute, hour, session, day).
3. These products are used for quotes, invoices and camp invoicing.

Invoice a camp

1. Open the camp, « Invoicing » tab: the time placed in the schedule is counted for each student.
2. Tick the students, then « Prepare the invoices »: one draft per student.
3. Check the drafts in Management › Sales, then issue them.

Invoices, credit notes and payments

1. A draft can be edited freely; issuing it gives it its final number and locks it.
2. A validated invoice can’t be deleted: issue a credit note to cancel or correct it.
3. Record the payments received: the balance due updates, and the invoice becomes « Overdue » after its due date.
4. A payment link lets the customer pay online.

Quote

1. Management › Quote: prepare the quote as a draft, then « Issue and number ».
2. Download the PDF and send it; mark it « Accepted » or « Declined » according to the reply.
3. Accepted quote: « Create the invoice » reuses the same lines.

Purchases and receipts

1. Management › Purchases: add your suppliers’ invoices (tunnel, equipment, travel…).
2. Attach the photo or PDF of the receipt, and tick « Paid » once settled.
3. Purchases feed the preliminary results and deductible VAT.

Dashboard, preliminary results and accountant

1. Management › Dashboard: revenue, purchases, profit, cash, camp fill rates.
2. Management › Preliminary results: estimated profit and VAT per quarter.
3. Management › Sales › « Export for the accountant »: the file to send to your accountant.

Account and data

Subscription and plans

1. Settings › Subscription: choose Solo, Team or Tunnel, and add extra coaches if needed.
2. A founder code is entered when you choose the plan.
3. « Manage my subscription »: bank card, invoices, change of plan or cancellation.

Backup, bin and GDPR

1. Settings › Backup: download a full copy of your data.
2. Settings › Bin: a deleted item can be restored from there.
3. Settings › GDPR: record of processing, information notice and documents to have signed.

Legal pages (terms of sale, privacy)

1. Settings › Legal pages: your terms of sale and privacy policy are prepared from « My organization ».
2. Fields highlighted in yellow need to be completed; the highlight disappears once filled.