Dashboard
The administrator Dashboard is a great way to get a summarized view of the health of your school.
Business, testing and attendance categories can be viewed Month to Date (MTD) to track progress.
If you are looking for more specific information on any category, the option to "View Reports" at the bottom of your screen, will take you to the report screen.
Settings
The settings portion of Mastermind is where you can customize Mastermind to fit the needs of your school.
Users with an organizational administrator login has the ability to customize:
Awards
Any awards that you would like your schools to award to students can be managed here.
Classes
Any adjustment to your class schedule can be managed here. This includes: Creating a class, creating the schedule for an existing class, ending a scheduled class, managing classes for online registration and check in.
E-mails
E-mail templates and automated e-mail schedules can be managed here.
Inquiry Settings
This is where you can manage the steps and order of your enrollment process. These events will be available to select when managing an inquiry. This section is also where you will manage the automated follow-up for inquiries throughout your enrollment process.
Lists
Manage lists such as inactivation reasons, staff activity options, and did not register reasons for inquiries.
Marketing Sources
Add or remove marketing options that will be available for your school during the registration process.
Membership Options
All membership options and pricing available to your schools can be managed here.
Mobile
Manage announcements, retail, events, and pending app messaging for your mobile companion app.
Organization
All settings relevant to your organization (will apply to all schools) can be managed here.
Point of Sale (POS) Items
Manage all point of sale items available on the mobile app or the web can be managed here. This includes creating a new item, removing an item, restoring items, and adjusting pricing.
Rank Sets
All ranks and tips available to your schools can be managed here.
Roles
All staff roles and permission levels can be managed here.
Schools
Manage all individual school information here. This is also where you will find the school code for your mobile app.
SMS/Texting
If enabled, manage your SMS messaging templates, automation schedules, auto replies, view pending messaging, and send messaging to a custom list of students here.
Staff
Add/remove staff and manage staff information here.
Styles
This should only be used if you have multiple styles of martial arts that you wish to manage your students in.
Calendar
The calendar feature is a great way to manage your daily schedule. Events include appointments, classes, lessons, or other appointments.
Progress updated in the inquiries section will appear here, if a date and time is added.
Clicking on a class will open the class in your class settings.
Clicking on the appointment will open the inquiry in the inquiries section.
Attendance
The attendance portion in Mastermind allows you to enter and track your student attendance.
All classes for the day will auto-populate daily, after added in your class settings. Students can be manually added by staff members or by attendance self check-in. Once added to attendance, tip information and attendance information can be viewed and managed.
Students
The Student tab is where all of your student information can be viewed and managed.
Students who are linked to the mobile companion app will have a mobile icon appear next to their name on this screen. You Can filter by whether or not the app has been downloaded.
The default setting is a list of all active students, however additional filters can be applied. Other ways of viewing your information include:
- Inactive students
- Children or Adults only
- A selected style
- A selected rank group
- Students based on membership type
- New students added after selected date
- Belt Rank or students who have attended since a selected date
Individual student information that can be managed includes:
- Uniform and Belt Size
- Rank Group
- Student Photo
- General Comments
- Demographic Information
- Adding Awards
- Planned Absences/ Attendance Comments
- View Attendance Records
- Add to/View Rosters
- Contract Management
- View/Manage Ranks and Achievements
- View Purchase History
Inquiries
The inquiries section is where you can manage the inquiries coming into your school. This is also where the registration process begins when adding a new member to your school.
Adding your inquiries to Mastermind can be done in one of two ways: either through the inquiry tab on the left side of your screen or via the plus button on the top right of your screen (Inquiry Quick Add). The quick add feature will give the ability to add an inquiry quickly, without leaving the screen that you are currently working on in Mastermind.
This is also where new students can be added to your school. All new students should first be added as an inquiry and then can be enrolled after following the registration process.
Point of Sale
Point of Sale provides the capability of adding and managing all financial transactions made at your school daily.
Belt Testing
Belt Testing is where all promotions should take place. This is also where you can view and manage your eligible students for an upcoming belt testing.
Reports
Mastermind provides a variety of ways to view your school information.
Reporting categories include: Business Statistics, Sales, Income, Contracts, Classroom, Testing, Staff, and Other.
Rosters
Rosters is a great way to manage and communicate with a selected group of students.
Staff Time Clock
Manage your staff hours here. Staff members can clock in at the beginning of their shift by entering their 4 digit assigned PIN number and clock out at the end of their shift by again entering the 4 digit assigned PIN number.
Individual or group e-mails can be sent via Mastermind and will be sent from your school e-mail address (determined in your school settings).
After selecting the envelope icon in the top right corner:
- Select the student(s) that you wish to e-mail.
- Enter the subject and body of your e-mail.
- Send your e-mail
If e-mailing to a group or specific rank:
- Select the envelope icon at the top right corner of the screen
- Select "Send e-mail to group" at bottom left corner of send e-mail box
- Set the criteria for the group that you wish to send to (based on a roster, school, program type, rank set).
- Enter the subject and body of your e-mail.
- Send your e-mail.
Inquiry Fast Add
It is not uncommon to receive a phone inquiry or handle a walk in while in the middle of working on something else in the Mastermind software. To gather inquiry information and schedule an appointment without disrupting your current work, you can select the "+" at the top right corner of the screen.
After entering all inquiry information, you can schedule an appointment or save the inquiry. This will add the prospect to the inquiry screen and you will be able to return to what you were working on.
Point of Sale
Selecting the shopping cart at the top right corner of your screen will bring you to the point of sale screen and allow you to enter transactions.
Messaging Center
Visit our messaging center for a list of all system related messages including new updates and features.
Messaging center can be found in the upper right corner of your screen by selecting your login e-mail address and then message center. All unread messages will appear in bold.