How to Recognize a Quality Club Management System
After-school club managers face numerous daily tasks that demand significant...
EXOCLASS
Functionalities
EXOCLASS 2025 Functionalities
EXOCLASS
Functionalities
Table of Contents
2025 brought the most mature version of EXOCLASS to date — a platform release focused on reducing administrative workload and giving educational providers more power, clarity, and automation. Every improvement was shaped by feedback from real providers, addressing everyday challenges such as confusing registrations, unclear balances, communication struggles, and manual accounting corrections.
From simpler invoicing to smarter analytics and a redesigned registration flow, EXOCLASS functionalities are now clearer, faster, and more helpful than ever. This isn’t just a technical upgrade — it’s a major step toward an after-school club software solution that operates more automatically, allowing providers to spend more time on teaching and program growth, and less on administration.
1. Financial management has become even more accurate and convenient
Financial operations are one of the most sensitive areas for any education provider. They influence organizational stability, parent trust, and overall after-school club management. That’s why EXOCLASS 2025 improvements were designed to support real-world daily situations that administrators, teachers, and accountants face across their programs.
This year, EXOCLASS functionalities within financial management became more precise and more automated, helping the after-school club software require as little manual involvement as possible. Providers now see student management balances more clearly, detect overdue payments sooner, communicate with parents more effectively, and use tools designed for transparent and reliable financial workflows.
These updates help providers feel more confident, reduce administrative pressure, and free up time for what truly matters — quality education and the long-term growth of their programs.
✔ A more accurate and clearer debt overview
EXOCLASS now automatically generates a clean, structured list of outstanding payments, showing:
- unpaid periods,
- order numbers,
- the current total owed in one unified entry,
- and a one-click option to copy debtor details for quick reminders.
This means better clarity, fewer mistakes, and faster communication with parents.
✔ Simpler and more flexible discount management
You can now manage all discount types independently:
- apply one-time discounts,
- recurring discount codes,
- or automatic promotional discounts directly for a specific group during registration.
EXOCLASS functionalities now let you tailor discounts to your after-school club group right at the registration stage.
✔ Easier balance management for inactive participants
Providers can now:
- write off old debts or unused balances,
- or transfer remaining credit to another family member.
This is especially helpful for keeping year-end finances organized and accurate.
✔ Send invoices only after actual attendance
A new setting allows providers to send invoices after students have attended their sessions.
Parents receive an invoice based on real attendance, and providers gain more flexibility — especially useful for programs with changing schedules.
2. Registration is now simpler, faster, and designed around real parent behavior
Registration is the first step that determines whether a parent completes the process — and whether your program gains a new participant. That’s why in 2025 the EXOCLASS team focused heavily on making the registration experience intuitive for everyone, regardless of their digital skills. This became one of the year’s biggest investments in clarity, comfort, and user confidence.
These improvements redesigned not only how the page looks, but how the entire registration logic works. EXOCLASS functionalities now allow parents to start registering even before creating an account, enter information faster, choose additional products, and — when needed — register themselves or their child with a single click. This significantly improves the overall user experience and increases completed registrations.
For providers, these updates mean reduced administrative workload and clearer student management. And the after-school club software becomes even more aligned with real parent behavior and expectations, ensuring smooth after-school club management from the very first interaction.
✔ “Registering myself” or “Registering my child”
A modern and intuitive choice for parents:
- registering themselves (for adult activities),
- or registering their child (for after-school clubs).
This removes friction for new users and reduces registration drop-offs.
✔ Smarter trial lesson management
Providers can now set:
- whether students book the nearest available trial lesson or choose a preferred date,
- the total number of trial lessons allowed,
- whether the trial applies to one group, one activity, or all programs,
- whether families can reschedule their trial for a future date.
This gives organizations more flexibility and makes tracking trials much simpler.
✔ Automatic price adjustment for mid-month registrations
If a parent joins a group in the middle of the month, EXOCLASS automatically reduces the initial registration fee based on the number of remaining lessons — no manual edits needed.
This year, we also focused on improving the appearance of group pages and expanding the type of information providers can display.
✔ New “Room” field
You can now specify not only the group’s location, but also the exact room or hall (e.g., Gym Hall #3, Music Room 204).
This helps parents easily find where activities take place.
✔ Teacher photos and profiles in the registration page
The new EXOCLASS registration page allows you to showcase:
- teacher photos,
- short introductions,
- contact details,
- or even a video presentation.
Parents trust organizations more when they can clearly see who will be teaching their child.
✔ Color personalization
When embedding the EXOCLASS registration page into your website, you can now adjust the page colors to match your branding.
✔ Iframe support
You can embed:
- Google Maps,
- YouTube videos,
- or other visual content.
This brings your after-school club page to life and makes it look more professional.
✔ Optional add-on products inside registration
Providers can now offer additional paid items such as:
- transportation for camps,
- sports uniforms,
- learning materials, and more.
Parents can add these with a single click during registration — no extra forms needed.
✔ Additional fields for specialized activities
Karate KYU and weight, child’s school, class, or any additional fields you may need — all can now be collected during registration, helping you gather accurate student information from the start.
3. New reports that help you make smarter decisions
Successful after-school club management relies not only on great teaching, but also on clear, reliable data. Providers work daily with registrations, attendance, payments, and parent communication — which means accurate information is essential for running a professional operation. In 2025, EXOCLASS introduced a redesigned reporting structure that makes it easier than ever to understand what’s happening in your organization and where your growth opportunities lie.
The new menu layout and expanded EXOCLASS functionalities were designed so that the after-school club software highlights only what truly matters: unfinished registrations, payment statuses, participant balances, and the key performance indicators you need most. Everything is now in one place — without complicated filters or manual calculations.
Thanks to these updates, providers can more easily plan monthly income, identify registration trends, respond quickly to issues, and make data-driven decisions. This is more than convenience — it’s real professionalization of both after-school club management and student management in day-to-day operations.
✔ Cart abandonments and incomplete registrations
You can now see all parents who started the registration process but didn’t finish — a valuable opportunity to recover lost registrations.
✔ Balance overview
A single consolidated view of all participant balances — no need to check student summaries separately.
✔ Monthly payment schedules
Providers can instantly see who needs to pay, when, and how much — especially useful for monthly financial planning or reviewing invoices before sending them.
4. EXOCLASS becomes a more global system — new languages added in 2025
From now on, after-school organizations in Latvia and Germany can use the full EXOCLASS experience:
- the system is available in Latvian and German,
- all email communication is translated as well,
- and providers can serve more families without extra administrative work.
Conclusion: all EXOCLASS 2025 updates were built to help your organization grow faster
In 2025, EXOCLASS took a major leap forward — making the platform stronger, clearer, and better aligned with the needs of modern after-school organizations. This was a year focused on automation, parent experience, and reducing administrative work, giving providers more time for what truly matters: children and program growth.
Today, EXOCLASS is not just an organized after-school club software — it is a collection of smart EXOCLASS functionalities that support your workflows every single day:
- more automation means less manual work and fewer mistakes,
- more engaging registration pages improve conversions and build parent trust,
- clearer financial control helps track debts, balances, and payments with confidence,
- stronger student management ensures smooth administrative processes,
- more professional communication builds a reliable and trustworthy image for your organization.
Read more about EXOCLASS functionalities here.
Most importantly — these updates weren’t created to make the system look impressive, but to make your work easier.
EXOCLASS today is more than a platform.
It is a partner that grows with you, helps create transparent operations, strengthens parent trust, and supports the growth of your after-school clubs more effectively than ever before.
If you’d like to see these features in action — book a live demo.
FAQ
1. How can I simplify after-school club payment collection?
The easiest way to simplify payment collection is to automate the entire process — from issuing invoices to sending reminders. Modern EXOCLASS functionalities allow the system to automatically generate payment schedules, clearly display state-funded NVŠ amounts, track unpaid periods, and send reminders to parents without any manual work.
With a modern after-school club software in place, administrators no longer need to check each participant individually — all financial information is shown in one place, in real time. This reduces errors, saves time, and ensures parents receive clear, easy-to-understand payment information, helping them pay on time.
2. What tools do after-school club managers use most often?
After-school club managers typically choose tools that simplify daily operations and reduce administrative workload. The most common tools include:
- registration platforms that allow parents to register quickly and without unnecessary steps;
- student management modules for tracking participant data, attendance, and payment history;
- financial management systems that automate invoices, debts, balances, and state-funded NVŠ contributions;
- teacher and group scheduling tools, helping coordinate staff and activity logistics;
- reporting and analytics dashboards that support data-driven decision-making.
EXOCLASS, as a complete after-school club management solution, combines all of these tools in one platform — eliminating the need to use multiple separate systems.
3. How can I analyze after-school club finances in one place?
Financial analysis becomes much easier when all data is centralized. EXOCLASS functionalities allow providers to see the full financial picture at a glance: outstanding payments, balances, NVŠ funding, overdue periods, and complete monthly payment schedules.
With everything integrated into a single after-school club software interface, there is no need to navigate through multiple tabs or spreadsheets. Information is presented clearly, with options to filter, copy, or send data as needed. This helps providers plan budgets more accurately and understand the financial health of their programs.
4. How can I track monthly payments and plan revenue?
The simplest way is to use EXOCLASS monthly payment schedules, where providers can instantly see who needs to pay, when the payment is due, and how much is outstanding. The system updates automatically, ensuring a real-time overview of all payments.
These payment schedules make it easier to forecast monthly revenue, anticipate late payments, and respond quickly. This is one of the core benefits of using a modern after-school club management system.
5. What reports should a modern after-school club software include?
A modern after-school club software should give providers clear, comprehensive insights into all aspects of their operations. The essential reports include:
- abandoned carts and incomplete registrations — to recover potential customers;
- balance overviews — a consolidated view of all participant balances;
- monthly payment schedules — showing who needs to pay and when;
- student management reports — attendance, activity levels, trial lessons;
- financial summaries — revenue, debts, overpayments, and state-funded support.
These reports empower providers to make faster, data-driven decisions, and EXOCLASS functionalities ensure that all this information is easily accessible in one place.
Author
Marija Dambrauskaitė
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