FAQ
Everything you need to know about Glens
Get Your Questions Answered
Find answers to the most common questions about Glens and how it can transform your sports academy. Questions are organized by topic to help you quickly find what you're looking for.
Authentication
How do I log in to Glens Academy?
You can log in using passwordless authentication. Simply enter your mobile number or email address and you'll receive a one-time password (OTP) to access your account.
I forgot my password, what should I do?
Glens Academy uses passwordless login, so you don't need to remember a password. Just enter your mobile number or email address and use the OTP sent to your email.
Can I use multiple devices to access my account?
Yes, you can access your Glens Academy account from multiple devices. Each login will require authentication for security.
How do I switch between different academies?
Use the academy switcher in the top navigation bar to switch between different academies you have access to.
What are the different user roles?
Roles include Super Admin, Owner, Admin, Manager, Trainer, and Parent with different access levels and permissions.
Dashboard
What information is shown on the dashboard?
The dashboard displays key metrics including total students, active classes, recent payments, upcoming renewals, and revenue charts.
How often is the dashboard data updated?
Dashboard data is updated in real-time and refreshes automatically when you navigate to the page.
Are there different dashboards for different roles?
Yes, there are separate dashboards for Admin, Trainer, and Parent roles with role-specific information and features.
Can I customize what I see on the dashboard?
Currently, the dashboard shows standard metrics. Customization features are planned for future updates.
Student Management
How do I add a new student?
Go to Students > Add Student, fill in the required information including name, contact details, and enrollment details.
Can I bulk upload students?
Yes, use the Bulk Upload feature to import multiple students at once using a CSV file with the required columns.
How do I edit student information?
Navigate to Students > Select Student > Edit to modify student details, contact information, or enrollment status.
Can I track student attendance?
Yes, you can mark attendance for students in their respective classes through the Attendance module.
How do I view student performance?
Go to Students > Select Student > Performance tab to view attendance history, class participation, and progress reports.
Can I export student data?
Yes, you can export student lists and reports in various formats for record keeping.
How do I enroll a student in a class?
Use the Enroll Dialog to assign students to classes with subscription plans, start dates, and recurring options.
Can I view student attendance history?
Yes, go to Students > Select Student > Attendance tab to view detailed attendance records and history.
How do I manage student subscriptions?
Go to Students > Select Student > Classes tab to view and manage their class enrollments and subscriptions.
Class Management
How do I create a new class?
Go to Classes > Add Class, set the class name, schedule, trainer, and maximum capacity.
Can I set recurring class schedules?
Yes, you can create classes with recurring schedules (daily, weekly, monthly) during class creation.
How do I assign students to classes?
Go to Classes > Select Class > Students tab to add or remove students from the class roster.
Can I track attendance for classes?
Yes, use the Attendance tab in each class to mark daily attendance for all enrolled students.
How do I manage class capacity?
Set maximum capacity when creating a class. You'll be notified when the class is full and can create additional sessions.
Can I view class schedules?
Yes, go to Classes > Select Class > Schedule tab to view and manage class timings and recurring schedules.
How do I assign trainers to classes?
When creating or editing a class, select the trainer from the dropdown list of available trainers.
Can I edit class information after creation?
Yes, go to Classes > Select Class > General Info to modify class details, schedule, and settings.
Attendance & AI Features
How do I mark attendance?
Go to Attendance module or Classes > Select Class > Attendance tab to mark daily attendance for students.
Can I use AI for attendance?
Yes, the AI attendance feature can automatically detect and mark attendance using device cameras and face recognition.
How do I use QR codes for attendance?
Use the QR code scanner in the AI attendance dialog to scan student QR codes for quick attendance marking.
Can I manually mark attendance?
Yes, use the manual attendance dialog to mark attendance for individual students or entire classes.
How do I view attendance reports?
Go to Attendance module to view detailed reports by date, class, or student with export options.
Can I edit attendance records?
Yes, you can edit attendance records with proper authorization and audit trail.
How do I handle attendance disputes?
Contact support through the Report an Issue feature for attendance-related disputes.
Can I use face recognition for attendance?
Yes, the AI attendance system supports face recognition for automatic student identification.
How does AI attendance work?
AI attendance uses face recognition and QR code scanning to automatically mark student attendance without manual intervention.
What devices support AI attendance?
Any device with a camera can be used for AI attendance, including smartphones, tablets, and dedicated attendance devices.
How accurate is the AI attendance system?
The AI system is highly accurate with face recognition and can be supplemented with manual verification when needed.
Can I use AI attendance for all classes?
Yes, AI attendance can be used for any class where students have registered photos and QR codes.
How do I set up AI attendance for my academy?
Register devices in the Devices module and configure AI attendance settings in the Attendance module.
How do QR codes work for attendance?
Each student has a unique QR code that can be scanned for quick attendance marking during class.
Can I generate QR codes for students?
Yes, QR codes are automatically generated for each student and can be printed or displayed digitally.
How do I scan QR codes for attendance?
Use the QR code scanner in the AI attendance dialog to scan student QR codes during class.
What if a student loses their QR code?
New QR codes can be generated for students through the Students module if needed.
How does face recognition work?
The system uses AI to recognize student faces from registered photos for automatic attendance marking.
How do I register student photos?
Student photos can be uploaded during student registration or updated through the Students module.
Is face recognition secure?
Yes, face recognition data is encrypted and stored securely with privacy protection measures.
Can I disable face recognition?
Yes, you can choose to use only QR codes or manual attendance if preferred.
Academy Management
How do I create a new academy?
Go to Academies > Add Academy, fill in academy details including name, address, and contact information.
Can I manage multiple branches?
Yes, go to Academies > Branches to add and manage multiple locations for your academy.
How do I set academy settings?
Navigate to Academies > General Information to configure academy details, contact information, and preferences.
Can I customize academy branding?
Yes, you can upload your academy logo and customize colors in the academy settings.
How do I manage staff?
Go to Academies > Staff Management to add, edit, and manage trainers and other staff members.
Can I set up billing for my academy?
Yes, go to Academies > Billing Settings to configure payment methods, invoice settings, and billing preferences.
How do I manage academy plans?
Go to Academies > Plans to create and manage subscription plans for your students.
Subscriptions & Payments
How do I create student subscriptions?
Go to Subscriptions > Add Subscription, select the student and plan, set duration and payment details.
What subscription plans are available?
You can create custom subscription plans with different durations (monthly, quarterly, yearly) and pricing.
How do I track subscription payments?
All subscription payments are tracked in the Payments & Transactions module with detailed payment history.
Can I set up automatic renewals?
Yes, you can configure automatic renewal for subscriptions with payment reminders.
How do I handle subscription cancellations?
Go to Subscriptions > Select Subscription > Cancel to end a subscription with optional refund processing.
Can I create recurring subscriptions?
Yes, you can set up recurring subscriptions with automatic renewal and payment processing.
How do I view subscription status?
Go to Subscriptions module to view all active, expired, and pending subscriptions with detailed status.
How do I record a payment?
Go to Payments & Transactions > Add Payment, select the student/subscription and enter payment details.
What payment methods are supported?
Currently supports cash, bank transfer, and online payments through Razorpay integration.
How do I generate invoices?
Invoices are automatically generated for payments. Go to Payments & Transactions to view and download invoices.
Can I track payment history?
Yes, all payment history is available in the Payments & Transactions module with detailed records.
How do I handle refunds?
Go to Payments & Transactions > Select Payment > Refund to process refunds with reason tracking.
Can I view transaction reports?
Yes, go to Payments & Transactions > Transactions tab to view detailed transaction reports and history.
How do I manage payment reminders?
Payment reminders are automatically sent based on subscription due dates and can be configured in settings.
Devices & Facilities
How do I register a new device?
Go to Devices > Add Device, enter device details and assign it to specific locations.
Can devices be used for attendance?
Yes, registered devices can be used for AI-powered attendance marking and face recognition.
How do I troubleshoot device issues?
Check device status in the Devices module and contact support if issues persist.
Can I assign devices to specific branches?
Yes, you can assign devices to specific academy branches for localized attendance tracking.
How do I manage device permissions?
Device permissions are managed through the Devices module with role-based access control.
How do I add a new court?
Go to Courts > Add Court, enter court details including type, location, and availability.
Can I set court schedules?
Yes, you can set availability schedules for each court including maintenance times.
How do I manage court bookings?
Court bookings are managed through the booking system with real-time availability updates.
Can I track court usage?
Yes, you can track court usage and generate reports for facility management.
User Management
How do I manage user accounts?
Go to Users module to view, add, edit, or deactivate user accounts with role-based permissions.
What user roles are available?
Roles include Super Admin, Owner, Admin, Manager, Trainer, and Parent with different access levels.
How do I reset user passwords?
Users can reset their passwords through the passwordless login system using email verification.
Can I assign multiple roles to a user?
Yes, you can assign multiple roles to users based on their responsibilities and access needs.
How do I update my profile information?
Go to Profile to update your personal information, contact details, and account settings.
Can I change my email address?
Yes, you can update your email address in the Profile section with email verification.
How do I update my contact information?
Go to Profile to update your phone number, address, and other contact details.
Can I change my academy role?
Role changes require administrator approval and can be requested through the Profile or Users module.
Billing & Pricing
How do I set up billing?
Go to Academies > Billing Settings to configure payment methods, invoice settings, and billing preferences.
Can I customize invoice templates?
Yes, you can customize invoice templates with your academy branding and logo.
How do I handle late payments?
Late payment reminders are automatically sent, and you can configure payment terms in billing settings.
Can I set up payment plans?
Yes, you can create flexible payment plans with different schedules and amounts.
What SaaS plans are available?
Plans include Starter, Professional, and Enterprise with different student limits and features.
How do I upgrade my plan?
Go to SaaS Subscription to view available plans and upgrade through the payment system.
Can I downgrade my plan?
Yes, you can downgrade your plan, but ensure you're within the student limit of the new plan.
What happens when I reach my student limit?
You'll receive notifications when approaching your limit and can upgrade to accommodate more students.
How do I pay for my SaaS subscription?
Use the integrated Razorpay payment system to pay for your SaaS subscription with secure online payments.
How much does Glens Academy cost?
Pricing varies by plan. Check the SaaS Subscription page for current pricing and features.
Are there hidden fees?
No hidden fees. All costs are clearly outlined in your subscription plan.
Can I get a discount?
Contact sales for volume discounts and special pricing for multiple academies.
Is there a free trial?
Yes, we offer a free trial period. Contact support to set up your trial account.
Data Management
How do I bulk upload students?
Go to Bulk Upload, download the template, fill in student data, and upload the CSV file.
What format should the CSV file be in?
Download the template from Bulk Upload page to see the required column format and sample data.
Can I upload other data types?
Currently supports student data upload. Additional data types are planned for future updates.
What if the upload fails?
Check the error report for specific issues, correct the data, and try uploading again.
Can I preview data before uploading?
Yes, the bulk upload feature shows a preview of your data before final upload to ensure accuracy.
How do I generate reports?
Various reports are available in each module including student lists, attendance reports, and payment summaries.
Can I export reports?
Yes, most reports can be exported in PDF, Excel, or CSV formats for external use.
How do I schedule automatic reports?
Automatic report scheduling is planned for future updates.
What types of reports are available?
Reports include student attendance, payment history, class performance, revenue analytics, and enrollment statistics.
Is my data backed up?
Yes, all data is automatically backed up with multiple redundancy for data protection.
Can I export my data?
Yes, you can export your data in various formats for backup purposes.
What happens if I lose data?
Contact support immediately. We maintain regular backups and can help restore your data.
Onboarding & Setup
How do I set up my academy for the first time?
Use the OnBoarding wizard to set up your academy with step-by-step guidance through academy information, sports selection, location setup, and branch configuration.
What information do I need for academy setup?
You'll need academy name, contact details, sports specializations, location information, and branch details for complete setup.
Can I set up multiple branches during onboarding?
Yes, you can configure multiple branches during the onboarding process with individual branch details and locations.
How do I select sports for my academy?
During onboarding, choose from available sports specializations including badminton, cricket, tennis, and other sports.
Can I modify academy settings after onboarding?
Yes, you can modify all academy settings after onboarding through the Academies module.
Mobile & Accessibility
Is there a mobile app?
Currently web-based with mobile-responsive design. Native mobile apps are planned for future release.
Can I access the system on mobile?
Yes, the web interface is fully responsive and works on all mobile devices and browsers.
Are there mobile-specific features?
All features are available on mobile with touch-optimized interfaces.
Can I use mobile cameras for AI attendance?
Yes, mobile device cameras can be used for AI attendance and QR code scanning.
Security & Privacy
How secure is my data?
All data is encrypted in transit and at rest with industry-standard security practices.
Who can access my academy data?
Only authorized users with proper roles and permissions can access your academy data.
Can I control user access?
Yes, you can manage user roles and permissions through the Users module.
Is my payment information secure?
Payment information is handled securely through Razorpay with PCI DSS compliance.
How is attendance data protected?
Attendance data is encrypted and access is restricted based on user roles and permissions.
Is the system compliant with data protection laws?
Yes, we comply with relevant data protection regulations and maintain privacy standards.
Can I get compliance reports?
Contact support for specific compliance documentation and reports.
How do you handle data retention?
Data retention policies are clearly defined and can be customized based on your requirements.
Is student data protected?
Yes, student data is protected under privacy regulations with appropriate security measures.
Integration & Performance
Can I integrate with other systems?
API integrations are available for custom integrations. Contact support for specific requirements.
Does it work with accounting software?
Export features allow you to import data into external accounting software.
Can I sync with calendar apps?
Calendar integration features are planned for future updates.
Can I integrate with payment gateways?
Yes, the system integrates with Razorpay for secure online payments.
How fast is the system?
The system is optimized for performance with fast loading times and real-time updates.
What if the system is slow?
Check your internet connection and contact support if performance issues persist.
Can I use it offline?
Currently requires internet connection. Offline capabilities are planned for future updates.
Support & Training
How do I report an issue?
Use the Report an Issue feature in the sidebar to submit bug reports, feature requests, or other issues.
How do I contact support?
Contact support at info@glens.app or use the live chat widget on the Report an Issue page.
What information should I include in support requests?
Include your academy details, specific issue description, steps to reproduce, and any error messages.
How quickly will I get a response?
Support typically responds within 24 hours during business days.
Is there live chat support?
Yes, there's a live chat widget available on the Report an Issue page for immediate assistance.
Is training available for new users?
Yes, we provide onboarding support and training materials for new academy administrators.
Are there video tutorials?
Video tutorials and documentation are available in the help section.
Can I get personalized training?
Contact support to arrange personalized training sessions for your academy staff.
Updates & Maintenance
How often is the system updated?
Regular updates are released with new features and improvements.
Will updates affect my data?
Updates are designed to be non-disruptive and preserve all your existing data.
How do I know about new features?
New features are announced through in-app notifications and email updates.