Watch a (1:10) video tutorial on Logging In and Passwords
Jackrabbit can be accessed from any computer or device with internet access. Logging in requires a User ID and a Password. The first User ID in your database, and a temporary password, is created by our Support Team when you request your free trial or when you order Jackrabbit. This information is sent to you in an email. If you do not have your User ID and the temporary password please contact our Support Team at firstname.lastname@example.org.
To access the login page go to https://app.jackrabbitclass.com/jr3.0/Login. Bookmark this page for quick access!
Log out of your Jackrabbit database by clicking Signout in the upper right corner of your screen.
If you are logged into Jackrabbit and are not active within a 2 hour window, you will be automatically logged out.
Watch a (1:39) video tutorial on Jackrabbit User ID Passwords
A Jackrabbit User ID password is case sensitive and must contain at least:
- 9 characters
- 1 lowercase
- 1 uppercase
- 1 number
Change Your Password from Within the Database
A logged in Jackrabbit User is able to change their User ID password from within the database.
- Point to Tools in the menu bar.
- Click Change Password.
- Enter your Old Password and your New Password.
- Re-enter your New Password and click Save.
- Click OK in the confirmation pop-up.
Reset a Forgotten Password from the Login Screen
To reset a password use the following steps:
- On the login screen, click I forgot my password.
- In the screen that opens, enter your User ID and the Email Address associated with your User ID. If you do not know your User ID or the email address on file, email Support at support@JackrabbitTech.com. Be sure to tell us your name and your organization name in the email.
- Click Reset My Password.
- A link to reset your password will be emailed to your email address.
This link is valid for 2 hours from the time the password reset was requested.
- Click the link, enter a new password, and then re-type the new password.
- Click Reset Password. You will then be routed to the login screen.
If the reset password link is not received:
- Check your spam/junk email folder.
- Ask another User in your database for assistance.
- Email Jackrabbit Support for assistance. If emailing support, please include the organization name, User ID, and email address.
Reset a Password from Within the Database
Any User who has permission to work with Tools > Manage Users & Permissions can reset a password from within your database using the following steps:
- Point to Tools in the menu bar and select Manage Users & Permissions.
- Click on the User ID involved.
- Click Reset Password to create a new temporary password and re-enter the password.
- Click Save Changes.
- Notify the User. They can then log in and change their password to one of their choice.
Locked Out User IDs
If an incorrect password is entered three times in a row, the User ID is revoked for security purposes. The restriction must be removed by a User with permission to work with Tools > Manage Users & Permissions.
- Point to Tools in the menu bar and select Manage Users & Permissions.
- Click on the User ID involved.
- Change the UserID log in Status drop-down from Locked Out to Normal.
- Click Save Changes.
Watch a (2:10) video tutorial on the Executive Dashboard
The Executive Dashboard is the 'starting point' after logging into Jackrabbit. It is an awesome way to help keep management aware of critical performance indicators as well as make staff aware of tasks and announcements.
Since the Executive Dashboard contains sensitive financial information, permissions may be set allowing users to only see portions of the Dashboard. Dashboard permissions for each user may be set using Tools > Manage Users & Permissions. Most Dashboard User Permissions are located under the General Category; however the permission to add tasks is located under the Tools category.
Watch a (1:52) video tutorial on Navigating in Jackrabbit
Watch a (2:03) video tutorial on the Four Main Areas of Jackrabbit
When you login to your Jackrabbit database, the first thing you'll see is the Executive Dashboard. The Dashboard's features are explained in the Help section titled The Executive Dashboard. You'll want to familiarize yourself with these features later.
Watch a (3:09) video tutorial on the Menu Bar
Jackrabbit's main functions are organized in the Menu Bar. Point your cursor to a menu name to see the menu item's choices. The Menu Bar is located on every screen in Jackrabbit.
- Return to the Executive Dashboard
- Quick Search Fields
- Open the Weekly Calendar
- Open a new browser window with another Jackrabbit screen
- Sign out of your database
- Access the Help page
- Submit an idea
The Weekly Calendar button on the Executive Dashboard opens a calendar view of your classes by week. This is your class command center and allows you to manage almost all areas of your classes from one screen! See The Weekly Calendar for more details.
Quick Search Fields
Jackrabbit has two Quick Search fields. One field allows you to search family name, email, or home or cell phone. The other field allows you to search for active classes. We also refer to them as Global Search boxes. See Search for Information in your Database for more details.
Buttons are found throughout Jackrabbit. Click a button to perform a specific action.
Tabs are located on family, student, class, and staff pages in Jackrabbit. Tabs are separate areas of organization. For example, clicking the Billing Info tab in a Family's information displays a screen specific to the family's billing details.
Links are shortcuts to related records and are displayed in blue text and an underline. Once a link has been clicked, it displays purple.
Drop-downs are indicated by a down arrow. When you click on the down arrow, a list of choices displays (drops down). You'll learn how to customize drop-downs specifically for your organization in the Customize Drop-down Lists article.
Watch a (2:03) video tutorial on the Four Main Areas of Jackrabbit
Jackrabbit organizes and stores information into four main areas:
- The Family Record
- The Student Record
- The Class Record
- The Staff Record
The Family Record
The Family record includes all the information related to the family. You can see information on parents and other contacts, children or adult students and the classes in which they enroll – their current, past and future. The information is organized under tabs: Summary, Contacts, Classes, Events, Transactions, Billing Info and Misc. Above the tabs are several very handy buttons. Buttons are shortcuts to places where you can perform actions. See The Family Record for a more in depth look.
As you will see, the Students, Classes and Staff records are set up similar to the Family record; each has tabs to organize information and buttons for shortcuts to actions or reports relating to the record.
The Student Record
From the Student record > Summary tab, you can see the classes the student is currently enrolled in with detail about each class. The Classes tab shows current as well as past and future enrollments. You can track medical information, skills the student has attained, sizing, absences, and other information in the Student record. See The Student Record for more details.
The Class Record
The Class record > Summary tab is all about how the class is set up. The Enroll List tab shows who is enrolled in the class; the Drop List tab shows the students who have dropped the class and so on. The Class record has many buttons that are shortcuts for actions or reports relating to classes. For a complete overview see The Class Record.
The Staff Record
The Staff record holds all the information regarding your staff. You are not required to set up staff to get started with Jackrabbit, however, setting them up and using our Staff Portal can help you run your business more effectively. The Staff Portal enables staff to record their time, see their schedule and class rolls, as well as record absences and skills attained by students. Check out The Staff Record for a closer look.
The Family record provides a centralized area to house and reference all information related to a specific family (or account). Each family page has its own tabs, buttons, links, and user-defined fields.
The terms Family and Account may be used interchangeable in Jackrabbit.
Family Tab Descriptions
Tabs in the Family record allow a user to see and work with specific details related to a family.
A summary of the family information, including important Primary Contact Information and key Student Information.
Contacts are not limited to a student's parents and can be customized. Additional Contact Types are created using Tools > Edit Settings > Drop-down Lists. A summary of contact details is available on the Contacts tab. Click the View link to view information about a specific contact. Emergency contact information is also listed on the Contact tab.
The Classes tab screen provides details for all current and future enrollments for all students within the family as well as the 10 most recent past enrollments. For details on older past enrollments see the Student record or use the Enrollment Detail Report.
The Events tab screen provides all current & past event enrollment details for the family. Where enrollment has been by student (versus by family) the student's name is shown.
The Transactions tab screen previews the last 20 (most recent) transactions (fees/charges & payments) for a family. Clicking View Transaction History provides the family's entire transaction record. Clicking View Unapplied Credits & Unpaid Fees displays a listing of transactions which can be helpful when correcting linking errors.
The Billing Info tab contains all of the billing details that have been set for a family.
The Misc tab offers any other recordable family information. Click the View Registrations button to view any parent portal, web registration, or quick registration details for a family. Only registrations with an email address are maintained in this area. Click View Sent Emails to see the email history for the last 180 days.
Notes (400 character limit) entered on the Notes field on the Misc tab are private and are NOT viewable by the family when they are logged into their Parent Portal.
Family Button Descriptions
Buttons in the Family pages allow you to perform specific actions for a family (post fees, enter payments, etc.).
Make Sale/Post Fees
The Make Sale/Post Fees button is one of the ways a user can post fees to a family. Clicking Post Fees brings up a Post Fees screen. After entering the fee details, remember to Save Changes. Once a fee has been posted, it is visible under the Family's Transactions tab.
Use the Payment button to enter a family's payment. Clicking the Payment button brings up the Payment Transaction Entry screen.
The Refund button opens a screen showing the last 20 payments a family has made and allows a user to choose a payment to refund. For more information on using the Refund button, reference the Post / Enter a Refund topic.
Print or email a statement for an individual family using the Statement button.
Click the Add Student button to add a student directly to a family. Enter the student first name, last name, gender, and birth date and Submit.
Add additional contacts to a family using the Add Contact button.
Use the Archive Family button to archive a family to your Lead File. See the Lead File topic for more information.
Use this button to rename a family. In the Rename Family pop-up box, enter the new name and indicate who the change should apply to. Save Changes.
Use the Email button to email a family. Once clicked, all email addresses associated with a family will appear in a pop-up window. Check the email addresses intended for the email and Submit. The Email Families editor screen will appear. Choose an Email Template or create the email. Click Preview Email List. Click Send Email to send the email.
From the Family record, click the Email Schedules button to email the current class schedules for all active students in the family. Optionally, you can email schedules to multiple families from Tools > Students > Email Student Schedules. See Email Student Schedules for more information.
Use the Merge Family button to set the family as the From family and initiate the merge of the family record into a duplicate family record. See the Merge Duplicate Family Records topic for details on how to merge family records.
Blue links are clickable and can perform an action or open new information. (Once a link has been clicked on, the color changes to purple.)
There are five user defined fields available in a Family's Misc tab. These fields can be used to record specific information important to your organization. Ensure that you have consistent information entered for accurate searching using Families > Search. Edit the User-defined Field names, using Tools > Edit Settings. Choose User-defined Fields from the left menu.
User-defined Fields can be used to capture information during online web Registration. To learn more about how your organization can utilize User-defined fields on the online registration form, please refer to Web Reg Form: Field Options / Labels.
User-defined Fields can also be used on the Parent Portal. Refer to Set Up the Parent Portal page.
You are able to clear the information captured in the user-defined fields in mass from the Families menu > Clear UDF Answers. This will update family information by clearing the answers in the User-defined field on the Family Misc tab for all families. The User ID must have the families permission Clear Answers in Student User-defined Fields (UDF).
This section contains instruction on many of the features related to a student.
Watch a (1:55) video tutorial on The Student Record
The Student record lives within the Family record and offers a centralized area to house and reference all information related to a specific student. Each student record has its own tabs, buttons, links, and user-defined fields.
Add a picture of the student on the Misc tab.
Watch a (1:59) video tutorial on The Class Record
This section contains instruction on many of the features related to a Class. Each class page offers a centralized area to house and reference all information related to it. Each class page has its own tabs, buttons, and links. See Class Fields Explained for additional information on the various class detail fields.
Class Tab Descriptions
The Summary tab is where the foundation of a class is built. This page is where important settings for a class are created, and it is from this page that search criteria are pulled in class reporting and searching. The Summary page allows the user to customize the class name, location, status, day(s) of class, tuition fee(s), description, session, room, category 1, 2, and 3, gender, minimum / maximum ages, maximum class size, maximum wait list size, registration start date, class start / end dates, class start / end times, class duration. Options are offered for whether the class is available for display on your website class listings tables, whether you allow web registration, portal enrollment, and/or trial enrollment.
The Enroll List tab contains a list of all students enrolled in the class, as well as students with a future enrollment. From this page, a user can drop or transfer a student as well as indicate the enrollment type of a student. (example: trial, wait list, etc.)
The Drop List tab provides a summary of the drops that have occurred for the class. From this tab, the user can also indicate if the student completed the class.
Absences or Attendance
Attendance or Absences are recorded for a class from this tab. See Track Absences or Attendance for more details.
Makeups are recorded on this tab. Refer to the Makeup Classes Help section for more information.
A listing of students who are wait listed for the class is provided here. Refer to the Wait List Enrollments Help section for more detail.
Instructors are assigned to a class from the Instructor tab. Jackrabbit allows up to four instructors for each class. Refer to the Staff / Instructors Help section including the Assign Staff / Instructors to Classes article for complete details.
The Lesson Plan tab allows a user to enter class lesson plan information. Click the Add Lesson Plan button to add lesson plans to the class. If you have created Master Lesson Plans (using Classes > Master Lesson Plans), you can copy them into a class using the Copy Master Lesson Plan button. See Create a Master Lesson Plan for more information.
Assign Skills to a class to track student progress on the Skills tab. Refer to the Student Skills/Levels Help section for more detail.
The Misc tab allows you to add notes related to the class that you can refer back to.
This tab allows the user to add either apparel, costumes, equipment, materials, or supplies to a class. The name of this tab is dependent on the setting chosen in Tools > Edit Settings > Costume/Apparel Module Settings > Preferred Costume Module Name. See the Costumes / Apparel Management Help section for more detail.
Class Button Descriptions
View or print a class roll for the specific class using the Class Roll Button.
Multiple Class Rolls may also be printed at one time using Classes > Class Rolls. Additional customization options are also available using Classes > Class Rolls. See the Class Rolls topic for more information.
In addition to enrolling a student from the Family page or the Student page, it is also possible to enroll students using the Enroll Students button from the Class page. Refer to the Enroll Students into Classes Help section for more detail.
Enter Absences (Attendance)
Use this button to enter absences or attendance. Refer to the Student Absences / Attendance Help section for more detail.
The Absence/Attendance button provides a shortcut to the Student Attendance Report for that class. See Student Attendance Report for complete details.
Post Class Transactions
Jackrabbit offers many options for posting fees, including using the button to post a group fee to a specific class. See Post Class Transactions for additional details.
Click the Copy Class button to copy (duplicate) an individual class. This is particularly useful when creating classes that contain similar information and only require a few changes.
Mass Drop is a quick, efficient way to drop all the students from a class. It is recommended when a class is cancelled. If a class is over (completed), we recommend you use Archive Classes.
Enter sizes / measurements for students in a class using this button. Refer to the Costumes / Apparel Management Help section for additional details.
Classes in your Jackrabbit database are considered Active until they are archived. Classes do not become inactive simply because the Class End Date has passed. Using the Archive Class button archives the specific class. For details on archiving multiple classes at one time, refer to the Archive Classes Help section.
|Class Name||Name of the class (See Tips & Examples).|
|Status||When you are getting started, Jackrabbit recommends leaving Status=Active. Active classes are considered currently active and open for enrollment. You can always change this later.|
|Location||Location is assigned when the class was created. Organizations with more than one location may choose a location. See the Manage Locations in Your Database article for details on how to create other locations.|
|*Room||Rooms (or studios, pools, etc.) can be created using Tools > Edit Settings > Drop-down Lists and a room choice can be entered here. See the Drop-down Listsarticle for more details.|
|*Session||Learn about sessions in the Help article Drop-down Lists.|
|Class Start / End /|
Registration Start Dates
|When does the class start and finish? What is the date that registration for this class opens? If a start is not entered, Jackrabbit will not display the class on any of your database's Calendars or Schedules. Tip: Set the End Date of a perpetual class well into the future so that the class will continue to show up on Jackrabbit calendars and schedules. The registration start date controls when students can be enrolled in this class and prevents enrollment from starting until you are ready.|
|Days||Check the box(es) for the days the class meets. This allows you to sort and filter by the day of the week a class meets on. With the days the class meets selected, the classes will also show on Calendars or Schedules.|
|Start/End Times & Duration||What time does the class start and finish? The duration field will be automatically calculated based on those times but you are able to edit it. If you post your tuition by total hours the duration field is required for the calculation of tuition fees.|
|Tuition Fee||This field is the tuition fee charged to the student in your billing cycle. Example: An organization that bills monthly would enter what one student would pay to attend the class each month.|
|Per Day||See the Help Article Add Per Day / Multiple Meeting Classes if your class fees are based on how many times a student attends the class during the week.|
|Tuition Billing Method||Tells Jackrabbit whether you bill (post tuition) based on a class tuition fee or if you bill by total hours of class instruction. See our Help article Billing Methods for more information.|
|Gender||Is the class specific to one gender or open to both?|
|Min Age / Max Age||Min and max age requirements for the class, including years and months. The min/max age can be used to set age restrictions for classes when enrolling.|
|Cutoff Date||If a cutoff date is entered (optional), the student's age on the cutoff date is used to determine if the student meets the class age requirements.|
|*Category 1, 2, and 3||Category 1 is assigned when creating the class. Keep in mind that each class requires a Category 1 field so Jackrabbit can correctly sort and organize revenue and enrollment for this class. Category 2 and 3 are optional. Think of them as adjectives where Category 1 is the noun.|
|Max Size||The maximum number of students allowed in this class.|
|Max Wait||The maximum number of students allowed on a waitlist for this class.|
|Class Description||A short description of the class. Class Description is seen by both staff and customers. Do not use special characters (%, &, *, !, ©, ™, etc.)|
|Display on Website||If this is set to Yes, the class displays on your website listings page.|
|Allow Web Registration||If this is set to Yes, the class displays on your website online registration form.|
|Allow Portal Enrollment||If set to Yes, the class displays for enrollment in the Parent Portal.|
| Allow Trial Enrollment||If set to Yes,a Trial checkbox is added to your web registration form, so a student can register as a trial.|
|Class ID||This field may be pre-filled if your data was imported from another program or system. If not, this should be left blank.|
* The drop-down lists for the class fields marked with an asterisk are all customizable. Use Tools > Edit Settings > Drop Down Lists to customize these drop downs.
Watch a (2:47) video tutorial on Working with Grids in Jackrabbit
Wait! What is a grid?
Throughout your Jackrabbit database you will see grids, sometimes referred to as tables. These grids display the data you have entered into your Jackrabbit system.
Jackrabbit grids are very powerful - allowing you to group, sort, filter for specific information, and more. There are many features in the grids that can be used to customize and work with the data displayed. Note: Not all features are available in every grid throughout Jackrabbit.
Drag and drop column headers to the grouping bar to create groups within your report.
- To sort your groups in ascending or descending order, click on the column header in the grouping bar.
- When multiple columns are added to the grouping bar, the first column on the left is the first level of grouping. The second column added to the grouping bar will group the rows within the first column, etc.
- Click and drag the column headers left or right within the grouping bar to change the grouping order.
- Use the X in the column header to clear a column from the grouping bar.
The data in a grid can be sorted using a few different methods:
Columns in the grids can be filtered from the column menu. More than one column can be filtered at a time. Click the column menu and select the Filter option.
There are several types of column filters. Some filtering will list all values in the column with check boxes and a search field while other filters allow you to define the filter with options such as "Is equal to" or "Contains".
Use the various action icons to work with the grids and the data in them. Some actions can be applied to multiple rows at a time by selecting the check boxes for the rows you want included in the action (mass actions). Note: the action icons offered will vary between the different grids in Jackrabbit.
|Use the Save icon to save the choices you've made (the current view) as a favorite. Favorites can be private or you can choose to share them with your team.|
|The Star icon will allow you to load a previously saved favorite. Search for a favorite or use the drop down to select.|
|Use the Add icon to create a new record, e.g., with the Add icon in the Staff Certifications grid you can add a new staff certificate.|
When one or more selections have been made in the selections column, mass actions allow you to work with multiple rows at one time. Use the check box in the column header to select all records that are currently displayed or select individual rows using their check boxes.
|Use the Send icon to open the email editor and send an email to the selected rows.|
|The Trash Can icon will delete selected rows.|
|Use the Tag icon to assign tags (aka labels) to selected rows. This action is only available in the Notes grid.|
Other Ways to Customize the Grids
- You can reorder the columns in a grid by clicking and dragging them to the spots you want them in. Two arrowheads indicate where the column will drop (behind the arrowheads).
- Pick and choose which columns you want displayed using the Columns option from any column menu.
- When you are working with a grid that has many columns you will use the horizontal scroll bar to see the information on the far right of the grid. From a column menu you can lock that column so that when you scroll horizontally, that column will remain in the display while the remainder of the columns scroll.
Watch a (2:25) video tutorial on Notes in Jackrabbit
With Jackrabbit's Note feature you can keep detailed and searchable notes regarding your families, students, classes, and staff.
The Family, Student, Class, and Staff records each include a Notes tab where you create and store your related notes and a Notes grid allows you to work with the information in all of those records at the same time, from one place!
- Strengthen communication among your staff; alerts highlight new notes to ensure nothing important is missed.
- Offer excellent customer service; easily recall information about special circumstances you've made note of.
- Search, tag, and filter all of the notes in the various records and work with them as a group.
Notes entered on the Notes tab in Jackrabbit are not visible in the Staff Portal or Parent Portal, they are internal only.
The Notes Tab
The Notes tab in the Family, Student, Class, and Staff records is where notes are stored. From this tab notes can be added, edited, or deleted. You can search the notes in that record, filter the notes by tag, and sort the notes by the date created or by the date modified.
Create a New Note
Click the + New Note button on the Notes tab to add a note. Note titles are limited to 150 characters, however, the body of the note has no maximum character count. Optionally, tags can be added to the note for organization. See below for more information on tagging.
Notes expire three years after their creation date, the expiration date is displayed on the note.
Edit or Delete a Note
Individual notes can be edited or deleted from the Notes tab using the Edit and Delete links in each note. Notes can also be edited or deleted in groups using the Notes grid.
The Notes Grid
From the Tools menu, the Notes grid allows you to work with all of the notes throughout your system from one screen.
Jackrabbit grids are very powerful and allow you to customize your layout, search and filter your results, and manage your notes. Learn more about these grids in our Help article Work with Grids in Jackrabbit.
Here are some grid highlights that relate specifically to Notes:
- Mass delete
- Manage tags for multiple notes
- View a single note
- Edit or delete a single note
Tags enable you to group and organize your notes. Think of it as though the notes were on pieces of paper and you wanted to put them in a folder to keep them together. What would you name that folder? That is a tag.
Filter for a specific tag and pull up only the notes that have been given that tag making it easy to find topics at a glance.
Add a tag "Phone Call" and assign it to each note that is added regarding a phone conversation. This would allow you to look at only the notes you've made regarding phone calls you've had with the family, student, or staff member.
When you have worked through all of the articles outlined in the lesson plan, select the Take the Quiz button to be taken to the Lesson #1 Quiz where you can test your understanding of the concepts in this lesson. You will be asked to enter an email address for quiz results to be sent.
Quiz #1 - The Basics
|Number of Questions||Total Possible Points||Points Needed for an "A"||Points Needed for a "B"||Points Needed|
for a "C"