The Ins and Outs of Customer User Accounts in Teachworks


Creating user accounts for your customers will allow them to easily access their information anytime, anywhere. Granting them access to their personal schedules, billing information, package balances and other information will help to lessen the workload for you and your staff as there will be fewer enquiries to take care of. 

When choosing management software for your teaching business, it’s essential to first identify your specific requirements and business goals. If you’d like to take advantage of the benefits user accounts can offer, you need to choose software that can support it. Most Teachworks competitors offer this functionality, but Teachworks goes the extra mile to provide as much flexibility as possible to cater for just about any scenario. There are a number of permission settings that you can customize to control what information your customers have access to.

This article will explore how enabling user access can benefit your teaching business, the types of customer accounts that can be enabled in Teachworks, and what customers can see when they login to their personalized accounts.


1. The Benefits of Enabling User Accounts

User accounts provide your customers with a self-serve option and can help you and your staff cut down on the amount of time spent on dealing with emails and phone calls related to personal schedules, billing and other information.

Teachworks also offers great time savers that can streamline processes if you’ve enabled user accounts for your customers and our Lesson Requests Add-On is a great example of this. The only effort that’s required is to accept, decline or make minor modifications to a new request.

In addition to saving valuable company time and resources, user accounts also:

Help to improve communication between you and your customers

User accounts are updated in real time, so any scheduling changes made by staff or teachers are immediately reflected in student and family calendars. Instead of having to make a call to quickly discuss scheduling changes, a client can simply login to find all the information they need at their fingertips.

Help to make your business appear more professional to your customers

Your Teachworks account has its own dedicated login page that displays your company name or logo. Your brand is reinforced each time a customer logs into their account. Once logged in, your company name is displayed at the top of the page to make sure your brand stays top of mind.


2. Supported Customer Profile Types

Our software currently supports four different types of customer profiles. For each profile, you can enable an optional user account with access to information that’s relevant to that type of user.


Profile Types:

Families: These are generally parents of child students. If your company offers services to organizations with multiple students, these organizations can also be added as a family. Families are responsible for all billing related to the assigned child students.

Child Students: These are usually children that belong to a particular family or students that belong to a specific organization. Child students cannot be billed directly since the assigned family is responsible for settling the bill.

Independent Students: Independent students are usually adults that will be paying their own invoices.

Additional Contacts: Additional contacts can be assigned to a specific family. This type of profile is useful if you’d like to enable user access or lesson reminders for an additional parent or guardian.


3. What Customer Accounts Have Access To

What customers can see when they login to their account will depend on:

  • The type of profile they have;
  • The settings that you’ve selected on the Account Settings page and;
  • The add-ons and integrations that you’ve enabled in your account.


Type of Profile

Families typically have access to the schedules of child students assigned to them as well as billing related elements such as invoices & credit notes, payments, and balances.

Child Students usually have access to their personal schedules and information.

Independent Students generally have access to their personal schedules and billing information such as invoices, credit notes, payments and balances.

Additional Contacts mainly have access to the schedules of child students assigned to the parent family. These accounts do not have access to billing data.


Customer Account Settings

You can further customize what your customers can access by enabling and disabling the following options in your account settings page.



Expanded Functionality Through Integrations & Add-Ons

The add-ons and integrations that you enable in your account will also add additional functionality and features to customer accounts. For example, you may want to allow customers to request lessons directly from their account. In this case you could enable our Lesson Requests Add-On to allow them to login and request a lesson at a time that’s convenient to them.

If you’re a music school, you may want to allow students to record detailed information about the music pieces they’re learning as well as any related performances. In this case, you could enable our Repertoire Tracker Add-On and grant them permission to easily add their repertoires and performances right from their account.

Other add-ons and integrations include:

  • Lending Library Add-On
  • Results Tracking Add-On
  • Profile Attachments Add-On
  • Join Open Classes Add-On

Here’s a full list of our Integrations & Add-Ons


Let’s Recap

When evaluating Teachworks and Teachworks alternatives for your teaching business, be sure to choose an option that offers flexible user access for your customers.

Teachworks supports a number of customer profiles and enabling personalized user access for each of these profiles couldn’t be simpler. You can easily control what your customers see when they login by choosing the appropriate profile type, tweaking “Customer Account Settings”, and enabling the relevant integrations & add-ons. Enabling user access can benefit your teaching business greatly by clearing up scheduling confusion, improving communication between you and your customers and keeping your brand top of mind.

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