• Introduction

    The Structure of the Zamenhof Network

    The concept of the Zamehof network is to share between different academic institutions resources that are costly and/or difficult to manage.

    These resources include the following:

    Shared Resource #1: The Teachers

    Building a team of trained teachers is the most important and time-consuming task of a language institution. Being part of the Zamenhof Network allows you to outsource that responsibility and focus your attention on other tasks, such as providing excellent customer service.

    Outsourcing your team of teachers doesn’t mean that you do not have any control over the teaching process. With our system, we offer many ways for our partners to customize the teaching process and to monitor the work of the teachers.

    Shared Resource #2: The Courses

    Providing custom courses is a complex part of this business. You either need a licensing agreement with different language course publishers or you need to create the courses yourself. Both options are costly and time consuming.

    When you enlist your school with the Zamenhof Network, you have access from the very first day to our entire library of language courses. You do not have the hassle of creating or acquiring the courses; you simply have to promote them.

    Shared Resource #3: The Software

    The 1-on-1 education industry has really small margins; you need to provide an competitive salary to qualified and professional teachers as well as competitive prices to your students. In order to accomplish that challenge, you need to have a really lean administration.

    The only way to reduce your administration cost is to rely on a software that allows your administrator to deal with a larger number of students.

    From the first day that you are part of the Zamenhof Network, you will have direct access to a software built from many years of experience by gathering the feedback of successful schools in that industry. You will never need to build an IT team or spend a dime on the technology.

    Note that the Zamenhof software is a constantly evolving system that adapts and adjusts to new requirements. Your needs and recommendations will be analyzed and likely implemented.

    Shared Resource #4: The Evaluators

    One of the secrets to this business model’s success is the ability to call back anyone who shows interest in the language courses. Being able to call the customer back at any time implies a 24/7 team and an application tracking software. For a starting organization, this is costly and difficult to organize.

    With the Zamenhof Network, your organization will be able to offer a callback evaluation to your potential customer at the time he or she requested, 24/7! There are no extra costs to use this service. It is offered in a pay-as-you-go format.

  • Sign up

    Application & Admission Process

    On the homepage of this website, click the Apply Now button and fill out the form.

    There are a few things to consider when filling out the form:

    • On the form, almost no information is mandatory but the more information that you provide, the easier it is for us to accept you to the network.
    • All the information you enter in this form will be transferred to your account once accepted.
    • Using your company e-mail address will make the acceptance process go more quickly.
    • Having a website in the education field is strongly encouraged.

Once the application has been completed, you will receive an automatic confirmation e-mail. Make sure that you have received it because future communication will be sent to the same e-mail.

We will review your application and send you a reply within 48 hours along with the access codes to your main administrator panel.

All the information that you will need to setup and operate the administrator panel is on this page.

  • Setup

    Task 1: Translate the template texts

    Once you have received the acceptance email, use the access codes to log in to the main administrator account.

    Note that there is only one administrator account. From the administrator account, you can create multiple advisor accounts for every member of your team.

    Get started with the most time-consuming task, which is the translation of all of the text in the system. The administrator panel is exclusively in English, but all the e-mails sent to your students are translatable in your language. You can find these texts in their respective sections of the administrator panel, but to make this process easier, we gathered all of them on a common interface; the translation panel.

    You can allow access to this panel to the person in charge of the translation and restrict access once the job is done.

    To allow access to the translation panel:

    • Click on the Setup button on top of the administrator account.
    • Select the translation tab.
    • Set the radio box to public.
    • Copy the link, and send it to your translator.
    • Important: once the translation has been completed, set the radio box back to private.
  • From the translation panel, you will have to translate every field and click the Save button at the bottom of the page. You can go to different section using the tabs on the left side.

    For more information about the translation panel, click on this link.

    Task 2: Fill out the Main Setup form.

    To access the main setup, you can either click on your name just under the Zamenhof logo or click the Setup button from the top menu, and select the Main setup option from the drop-down menu.

    You will notice that the information you entered when you filled out the application was automatically transferred. Fill out the missing information, and click the Save button at the bottom of the page.

    Task 3: Integrate your logo.

    You can personalize your account by integrating your logo onto the different panels and documents such as the following:

    • Student Panel
    • Corporate Panel
    • Invoice
    • Certificate
    To access the design section, click the Setup button from the menu at the top, select the option My Setup from the drop-down menu, and click on the design tab at the top of the My Setup window.

    From the design page, click on the small blue link download background under each element to download the backgrounds of each panel and document.

    Add your logo, and upload your document in the respective section.

    It is important to keep the file in PNG format.

    Task 4: Fill out the Correspondence form.

    From the correspondence tab, you may enter the e-mail signatures that will appear at the bottom of most of the templates sent by your team.

    There is a signature in your language (for your customers) and a signature in English (for communication with other members of the network, such as the teachers, evaluators, forum members and Zamenhof’s administration).

    Note that for most of the template e-mails, the advisors’ personalized signatures will be used. This information will be taken from the My Setup page of the account of your advisors.

    Task 5: Add your credit card to the Finance page.

    It is mandatory to have a credit card on file in order to launch your account. On the Setup / My setup / Finance tab, enter your credit card information and save the page.

    You will receive a work order every Saturday for the work done between the previous Sunday to the following Friday, and your card will be charged every Monday, according to the work order.

    For more information about the work order, click on this link.

    Task 6: Set the price per lesson for every courses

    You can decide the price of the lessons you are selling through your account.

    The price per lesson depends on the following parameters:

    1. Course type (Price setup)
    2. Amount of lessons per package (Price setup)
    3. Amount of packages purchased as once (payment links)
    4. The renewal conditions (discounts)

    Task 6 concerns only points (1) and (2).

    ”To

    On the Price Setup page, you first have to select the course type from the Course Type menu. Once selected, the Course menu will offer a selection accordingly.

    For each course, you have to define the price per lesson depending on the number of lessons per package.

    Here below an example in US dollars for a General English / Open Course:

    Weekdays:

    Amount   Price in USD Postponing
    From 1 to 3 lessons 18 1
    From 4 to 7 lessons 17 1
    From 8 to 11 lessons 16 2
    From 12 to 19 lessons 14 3
    From 20 to 100+ lessons 12 4

     

    Weekends:

    Amount Price in USD Postponing
    From 1 to 3 lessons 20 1
    From 4 to 7 lessons 16 2
    From 8 to 100+ lessons 14 3

     

    The Postponing column indicates the number of times that the student is allowed to change the schedule once the schedule is confirmed. The value you enter in the fields will be shown in the Terms and conditions text at the bottom of the order confirmation email. The system will not restrict the student in any way; this warning is there just to prevent abusive postponing. We strongly recommend that you use it.

    IMPORTANT: REGARDING THE COURSES Note that you are not limited to the list of courses offered from the course menu. It is possible to create your own courses. For more information about how to create your own course, click on this link.

    The most common course is the Open Course. This course does not have any preplanned lessons. It lets the teacher have the freedom to assign the content of his/her choices based on the students’ requests. To get started quickly, we recommended that you use this course.

    For more information about the courses, we invite you to visit the course definition page of our partner English-by-phone. Click here.

    IMPORTANT: REGARDING CURRENCY Your account was assigned a currency based on the country listed in your application. If you would like to change that currency, contact us at service@zamenhof.net and let us know which currency you would like to use.

    You account will provide only one currency to your students, but your students from other countries can still pay you by using their credit cards. The exchange rate will be determined according to their issuing bank.

    Task 7: Set the Connection fee for every countries.

    For most countries, there is an extra charge for the lessons held on a landline or mobile phone. The extra amount per lesson you charge your students is your decision. You have the possibility to charge a different price based on the connection type (mobile phone or landline phone) and the country of the student.

    Your cost is approximately the same as the Twilio fees per minute.

    To access the connection fee setup, click on Setup and select the Connections option from the drop-down menu.

    On that window, you can view the list of every country in the world and click on the Calling rate link to view the different calling rate options.

    In the first column, you will see the price (in US dollars) you are charged per lesson.

    The second column shows the same price after it is converted to your currency. That price is just for the purpose of providing information and is not used in the calculation for the work order.

    In the third column, there is a field in which you may enter the amount in your currency that you want to charge your student per lesson held on this connection type.

    Tips: For a quick start, we recommend that you enter the connection fee only for the countries you are planning to work with. You can come back to that task and set a price for the rest of the countries in the future. 

    Task 8: Create Payment links for your website.

    You can offer different payment options to your students. These payment options will be offered to your clients in different locations such as:

    a- The order confirmation e-mail (example) b- On your website (example) c- The Student Panel – Buy a Course page (example) d- The Student Panel – Evaluation page (example) e- The Corporate Panel (example)

    8a – For the order confirmation e-mail

    When you register a package of lessons for a student, you will send an e-mail as a confirmation of his/her order. In that e-mail will be a list of payment links that your student will choose from and use if he/she wants to purchase the package of lessons.

    To access the payment links (for the order confirmation) setup window, click on Setup and select the Payment Links option from the drop-down menu.  Make sure you are on the Order Confirmation tab.

    From that window, you can do the following:

    1. Enable or disable the global payment gateways.
    2. Add and edit the credentials of your Stripe, Paypal, and 2CO accounts.
    3. Add, delete, enable, or disable the local payment gateways.
    4. Edit the percentage of commission your student will have to pay to use each of the payment gateways.
    5. Translate the text of the payment links.

    Once you save that page, the enabled payment links will appear in the order confirmation email.

    For more information about the order confirmation email, click here.

    About the local and global payment links:

    Global: If your student uses a global payment gateway, his/her payment will be transferred directly to Zamenhof’s account. The money received will be deducted from your weekly work order.

    Local: The local payment gateways are your personal accounts.

    Note that it is possible to add other payment gateways. Click her for more information.

     

    8b – For your website

    To offer the possibility to your student to purchase a package of lessons directly from your website, you have to create payment links for each courses and add them to your website.

    To access the payment links (for the order website) setup window, click on Setup and select the Payment links option from the drop-down menu.  Make sure you are on the Website tab.

    That window is split in 3 sections:

    1. Payment gateways
    2. Translation
    3. Create links

    1) The Payment gateways section has the same functionalities as the payment gateways for the order confirmation.

    2) The fields of the translation section might already be translated if you completed the task 1. If not, you should translate each fields and click the Save button at the bottom of the section (not at the bottom of the page).

    3) The Create Link section is where you create the link that you will install on your website.

    First, select the course type and the course for the course you want to create a payment link for.

    Second, give a name to the payment link you are about to create.

    Third, select the amount of lessons included in this package of lessons. If you leave the drop-down menu to “Undefined”, it will let your student the possibility to choose the amount of lesson they want.

    Fourth, (optional) set one or two different discount you want to offer by selecting the amount of months and the percentage of discount. .

    Example: 3 months /  5% means that if a package of 10 lessons cost $100 and the student select that discount, he will pay $285 ($300 – 5%) for 30 lessons.

    Fifth, click on the create button at the end of the line.

    Lastly, copy the code from the box and install it on your website.

    To orient yourself with each courses, you can view the courses from our partner’s website: English-by-phone.com/courses
    We strongly recommend to install the payment links on your website in that way that they will open as fancybox. It is much more convenient and it looks more professional. We invite you to check our partner’s website to see how the payment links are integrated: English-by-phone.com (click on the button $39 – Get Started!). For more information about Fancybox, click here.
    If you just need the link, select only that part from the code:

    <a href=’javascript:void(0);’ onclick=’window.open (“http://www.languagepanel.com/package/buypackage.php?bid=112“, “Package”,”width=800,height=600″)’>Example of Javascript link</a>

    Use the entire link generated by the system, it will open as a popup window (example). To separate the link from the button, copy the link up till “*”.

    8c – For the student panel

    From the student panel, there is a buy a course page where your students can purchase a course.

    You will have to set every course you want to offer on task 11a but for now, you have to set the payment gateways options your students will have.

    To access the payment links (for the student panel) setup window, click on Setup and select the Payment links option from the drop-down menu.  Make sure you are on the Student account tab.

    From that window, you can do the following:

    1. Enable or disable the global payment gateways.
    2. Add and edit the credentials of your Stripe, Paypal, and 2CO accounts.
    3. Add, delete, enable, or disable the local payment gateways.
    4. Edit the percentage of commission your student will have to pay to use each of the payment gateways.
    5. Translate the text of the payment links.

    Once you save that page, the enabled payment links will appear on the Student Panel / Buy a Course page.

    To view the result of your setup, you need to access the student account. Your administrator account comes automatically with a test student account.

    To access the test student account, you will find the login link from the Setup / Student Account section.

    The login is the same email you used to register the main administrator account.

    The temporary default password is: english514

    8d – For the corporate panel

    Pending text

    Task 9: Setup the Order Confirmation e-mail

    The order confirmation is the email your student will receive when you (or your advisor) will register a package of lessons.

    You have the option of providing an HTML version or a text version by selecting the proper radio box on top of the form. The HTML version looks better but the text version is recommended for countries with a slow Internet connection.

    Example: Html version: view Text version: view

    To access the Order Confirmation window, click on Setup and select the Order Confirm option from the drop-down menu.

    In that email, will be the following information:

    • the student information,
    • the contact information
    • the evaluation result (if the package was registered after an evaluation)
    • the information about the course
    • name, nationality, picture and short resume of each teacher registered for this package.
    • The schedule with:
    • the dates
    • the time of each lessons (according to student’s timezone)
    • the price of each lessons
    • the price of the connection
    • the breakdown of the total price
    • the invoice instruction with the download link
    • the access to the student account
    • information about the academic advisor
    • instructions about the next steps
    • the terms and conditions
    • links for the social media and contact information.

     

    On that window, simply translate every fields and click the Save button at the bottom of the page.

    On the left side, there is a check box for every field that is possible to hide. If there are some fields you prefer to hide, unselect the checkbox.

    Task 10: Free evaluation / call back form setup

    A good way to convert the visitors on your website to clients is to offer a free evaluation or a call back from one of your academic advisors.

    The Evaluation board offers a way to manage a big number of applications and make sure that every applicants are called back at the time they requested by offering you the possibility to monitor every applications.

    To use that system, you have to integrate the free evaluation form to your website.

    To access the Evaluation window, click on Setup and select the Evaluation option from the drop-down menu. Make sure you are on the Free evaluation tab.

    On that window, simply translate every fields and click the Save button at the bottom of the page.

    There are two different type of forms you can integrate to your website:

    1. the HTML codes integration
    2. the link integration.

    Example for Html version: link

    Example for Text version: link

    To use the HTML codes, click on the HMTL button, copy the entire codes and intal them on your website.

    Note that these are only the HMTL code which will give you the basic form. If you want to have a special design, you will have to create an CSS file.

    Here an example: English-by-phone.com/registration

    Let us know if you need help with the integration of the HTML form.

    To use the link option, copy the link on top of the window and install it on your website.

    The advantage of the link version is that you always can edit the translation and the fields of the form without having to access the codes of your website.

    About the thank you link: If you are using the links, you have to create a thank you page where your clients will be redirected once they successfully filled the form. In the Thank you field, you have to enter only the URL extension (example: /thank_you.html)

    On the left side, there is a check box for every field that is possible to hide. If there are some fields you prefer to not use, unselect the checkbox.

    Task 11: Exam Evaluation (Optional)

    Pending

    Task 12: Courses (Optional)

    Pending

    Task 13: Accounts setup

    There are two accounts that you have to personalize under your company’s image for the use of your clients: the student account and the corporate account. 11a- Student account setup To access the Student account setup window, click on Setup and select the Student account option from the drop-down menu.

    On that window, you can edit the following options:

    Registration tab:

    • Design (Logo): it you didn’t complete the task 3, download the background image; add your logo and upload the image in pdf format.
    • Background color: this color will be used as a background design for the registration page. It will not be used on the student panel.
    • Favicon: the favicon should not be a usual .ico 16X16 file. Instead, you need to upload a 30px high by 32px large, .png file.
    • Translation: if you completed the first task, you will notice that every fields are translated. You can edit the translation from that page.
    • Registration links: For the student panel registration, there are four different links:
      • Full Student Registration: this link will open on a new tab to an 8 pages form that let the student registering for a student account by providing all the information about his/her academic studies for the learned language. Example.
      • Login / Registration Page (Student + Organization): This link will open on a new tab, giving the possibility to the user to login and register for the student or the organization panel. Example.
      • Student only (Login / Registration): This link is recommended to open in a lightbox. It will open on the login page for the student panel. Example.
      • Student only (Registration / Login): This link is recommended to open in a lightbox. It will open on the registration page for the student panel. Example.

    For a good example of the use of the student panel registration links, visit the website English-by-Phone.com.

    -       Buy a course tab: The options on this setup page will appear on the Buy a Course page of your respective student panel.

    • Purchase options:
      • Exercises Database: if you unable this function, the system will ask your students to pay an extra to have access to over 3,000 language exercises. Set the price you want your students to pay for the extra and set  radio box to enable. If you leave the radio box to disabled, the box will not appear on the Buy a Course page and your students will have access to the entire database of exercises (for free).
      • Recurrent billing: enabling this function will charge automatically your students on the same date and for the same amount of lessons at the same date on the next month. In the cost field, enter the % of discount the student gets if he agrees to use the recurrent billing. For more information about recurrent billing, click here.
      • Coupon: The coupon field will allow your students to redeem their coupon codes.
      • Discount 3 / 6 months: the “Discount” fields let you enter a percentage of discount that the student gets if he/she purchases 3 or 6 packages (months) at the same time. In the “cost” field, enter the percentage of discount the student gets if he/she use one of these discount options.
    • Courses Section: from this section you can set the courses that will be available for purchase from the buy a course section of the student panel.
      • Step1 : select the “Course type” and the “Course” you want to sell.
      • Step2 : select the “Level” and the “Area” (if not already selected) and add “title” to this course.
      • Step3 : enter the text description. This text will appear when the student will click on the “More information” link under the course name. Note that you can use html codes for a rich text format.
      • Step4 : add an image that represent the course. The best size is 150px high by 400px large.
      • Step5 :  set the radio box to “Show” and click the button “Save”.

    Once you save the course, it will appear on the buy a course page of your respective student panel.

     

    11b- Student panel Evaluations (Free / Full / Exam evaluation)

    Full Evaluation:

    On the student panel, there is an “Evaluations” page where the student can use 3 different types of evaluations.

    To access the setup for the student panel evaluation page, click Setup / Evaluations / Paid Evaluation tab.

    On the top part, you can decide the price of the Full Evaluation and the Exam Assessment. You can also decide whether you want to offer these evaluations or not by enabling or disable each evaluations.

    On the bottom part, you can edit the Full Evaluation.

    A full evaluation setup is provided with your account but feel free to edit that setup to fit your school standard.

    • Step1 :   select the Course type “Full Evaluation” and the Course “Full evaluation”.
    • Step2 :   the “Level” and “Area” will be automatically selected. You can edit the “Title”, the “Description” and change the image as you like.
    • Step3 :  when you click on the on the Add/Edit link in the “practical test” column, you can view the location (in our lessons’ database) of the exercises that are sent to the student when he/she purchases a full evaluation. The number in the drop-down menu just aside is the amount of exercises that are sent for every purchases of full evaluation.
    • Step4 – The Questions: on this page you will see all the questions the evaluator will ask the student during the evaluation. It is possible for you to edit these questions according to your academic requirements. If there is any thing you want to communicate with the evaluator, enter the text in the field above.
    • Step5 – The Grades:  On this page you can see the different areas and the grades from which the evaluator will assess the student. Each of these areas will appear on the student panel, on the “Progress Report” page as a graph.

    Exam Evaluation:

    The exam evaluation setup is exactly the same as the “Full Evaluation” setup. To access the Exam evaluation setup, from the same page, select the Exam Evaluation Course Type and in the course menu, select the exam you want to edit.

    IMPORTANT: note that the student account setup of the full evaluation and the exam evaluation is necessary for the website purchases.

    Note: the student panel is currently only available in English. Before the end of the year, the student panel will be available in multiple languages.

    11c- Corporate account setup

    (pending instructions)

    Task 14: Invoice

    An invoice is automatically generated for every package purchased by your clients. That invoice is available from the order confirmation and the student panel on the orders page.

    Your students will have the possibility to view online and the download a PDF format of the invoice.

    You can select what information is available in the invoice.

    To access the Invoice setup window, click on Setup button and select the Invoice option from the drop-down menu.

    On that window, simply translate every fields and click the Save button at the bottom of the page.

    On the left side, there is a check box for every field that is possible to hide. If there are some fields you prefer to hide, unselect the checkbox.

    Note that some of the information concerning your company is taken from the Main setup window of your main administrator.

    Task 15: Certificate

    You have the possibility to send a certificate of completion after  your student complete a course.

    That certificate is generated automatically and you can send that certificate at a click of a button.

    To access the Certificate setup window, click on Setup button and select the Certificate option from the drop-down menu.

    On that window, simply translate every fields and click the Save button at the bottom of the page.

    Note that this is a certificate of completion, which serves as a proof of study to your students. It is not a certificate of achievement to assert that your student reached a certain academic level.

    Our system does not generate certificate of completion automatically. We strongly recommend our members to create and send these certificates manually.

    Task 16: Advisors setup

    Your account has only one main administrator. From that admin account, you can create multiple academic advisors.

    Our system is built in a way that every advisor (with the main administrator) can work through the system in collaborative work without confusion.

    When ever a user is doing an action, the system will leave a mark with the time, date and the name of the user who did the action.

    The advisors account has the same functionalities has the main administrator except the following:

    • Financial data is available only to the main administrator account.
    • The Main setup on the main administrator account is the reference for all the legal information.
    • Most importantly, the main administrator can decide which functions and possibilities will be available to each advisor account.

    To access the Advisor setup window, click on Setup button and select the Advisors option from the drop-down menu.

    On that window, fill up the form with the information of your advisors.

    Once you saved that form, you can click on the Edit link to select the possibilities that each advisors account will have.

    Task 17: Survey

    After your student complete the package of lessons, the system offers you the possibility to send a template e-mail to offer the student to renew for an other package of lessons.

    In the e-mail there is a link to a survey.

    To access the Survey setup window, click on Setup button and select the Survey option from the drop-down menu.

    On that window, simply translate every fields and click the Save button at the bottom of the page.

    On the left side, there is a check box for every field that is possible to hide. If there are some fields you prefer to hide, unselect the checkbox.

    Task 18: Discount (optional)

    The system offers an incentive program to encourage the student to renew for another package of lessons. You can set a discount that will offered in the e-mail you send on the last lesson of the package. That discount will be offer if the student purchase another package within the amount of days you set in the setup.

    There are two types of discount:

    1. Discount: A discount as a percentage over the total price of the next package of lessons
    2. Free: A discount as free lesson(s) for the next package purchased.

    To access the Discount setup window, click on Setup button and select the Discount option from the drop-down menu.

    On the discount window, you have to choose the discount type you want to offer.

    1. Discount: simply enter the % of discount you want to offer based on the amount of lessons for each packages.
    2. Free: enter the amount of free lessons you want to offer based on the amount of lessons for each packages.

    Task 19: Corporate Panel (optional)

    Pending

    Task 20: Teacher application (optional)

    The teacher application link will serve you for 2 purposes:

    1. To send to your current teacher (if any) so that they can register as a teacher for your school,
    2. For visitors on your website who are interested in working as a teacher for your school.

    If you install that link on your website, the visitor will be redirected to a page where it will be written the terms and conditions of working as a teacher for our companies.

    This link is optional. There are no obligation for you to install that link on your website but it is strongly appreciated.

  • Launch Checklist

    4 points

    Once launched, all the teachers corresponding to the language you are promoting will be assigned to your account so that you can start selling package of lessons.

    Before the big day, here’s a list of points that you should make sure they are properly completed:

    1.    you completed all of the 18tasks from the Setup section.

    Some tasks can be completed after your account is launched but three tasks are mandatory in order that we can launch your account successfully.

    These tasks are:

    1a. you Signed the contract: task 18

    Click the Forum button on top of your account, click the Contract tab. Review the contract and type your name at the bottom.

    1b. you registered a valid credit card in the “Finance” section: task 5

    Instructions

    1c. your payment options are ready: task 8

    If you are using your Paypal account or Stripe, make sure that your Paypal account is properly set from the Payment link page.

    Before launching your account, make sure you understand the following:

    2.    You understand the minimum work order of $25

    Your card will be charged according to the work order every Monday.

    If the work order is less than $25, the sum will be adjust up to $25 USD.

    In short, a weekly work order can’t be less than $25 USD.

    3.    You understand the launching charge of $5

    A non-refundable fee of $20 will be charged to the credit card on your account. This will ensure us that your credit card is valid and that we are ready to go.

    A few minutes after your card will be charged, the teachers for the languages of your account will be added.

    4.    you understand the payment conditions: work order

    You will receive a work order document every Saturday for the lessons sold over the past week (from Saturday till Friday).

    Once you are ready, send us an email at service@zamenhof.net and we will launch your account within 12 hours.

  • WorkFlow

    Introduction (Work Flow)

    In these instructions, by “workflow” we mean the responsibilities of the advisors. In other words; what the advisors have to do in order to assist the registration, offer costumer service for the current students and after-sales service.

    The workflow depends on the way the student registered; there are more than 10 different ways to register as a student and the responsibilities of the advisors will be different for each one of them.

    The system offers the possibility to any students to register, purchase a package of lesson, schedule and reschedule the lessons, entirely without the help of any administrators. But our statistic shows that less than 10% of the students are doing so. Most of them prefer to talk with an evaluator and/or an academic advisor before making the decision of purchasing a package of lessons.

    That is why the Zamenhof software offers many tools to ease the work of an advisor and help him/her to deal with a huge amount of students.

    Below you will find a list of ways for your students to register in the system. We split them in two different section; (1) the registration process that requires the help of the advisor and (2), the ones that doesn’t need the help of an advisor.

    For each ways, we explain the steps to serve the student in an efficient manner.

    Student Registration Source:

    Individual Contract:

    • Help from advisor required
      • Free evaluation
      • Call back by administrator
    • Automatized
      • Course purchase on website
      • Full evaluation
      • Coupon
      • Student account registration

    Corporate Contract:

    • Help from advisor required
      • Pending instructions
    • Automatized
      • Pending instructions

     

    Free evaluation

    Call back by administrator

    Course purchase on website

    Full Evaluation / Exam Evaluation

    Coupon

    Student account registration

  • How to

    How to create your own courses

    Coming soon

    How to register a package of lessons

    From the Evaluators’ board:

    Content pending

    From the Administrator Panel:

    Content pending

     

    How to confirm a package of lessons

    Pre-confirmation

    -

    Confirmation

    -

    Register a Free Evaluation

    Pending content

    Purchase an exam evaluation

    Pending content

    Purchase a course

    Pending content

    Register and approve a corporate panel

    Pending

    How to use the Corporate Panel

    Pending

    Create Coupons

    pending content

  • Admin Panel

    Overview

    Student's Details

    Schedule

    Panel

    Create Package

    New Student

    Invoice

    Attendance

    Messages

    Organizations Section

    Teachers' list

    Teachers View

    Time View

    Functions

    Postpone

    Edit Lessons

    Pop Up

  • Description

    Order Confirmation

    The Order Confirmation is the email you send to your student when you create a package of lessons.

    To access the Order Confirmation setup page, click on Setup and select the Order Confirmation option from the drop-down menu.

    On that window you can translate and/or adapt every fields. You can also exclude some parts of the email by selecting the Exclude check-box on the respective section.

    Below you will find the instruction for every section.

    Presentation type: Text / Design You can choose between 2 different type of order confirmation email; design or text.

    Text example

    Design example

    Add the text for the subject of the email. The tags are recommended for the student to view the PackIDs directly from the inbox. Click here to view an example.

    Add the reply email. As any other email in the system, there is a “Reply” link on top of the email but some students forget to use it and reply to the sender. You can indicate where you want this email to be sent.

    Title The tile is for the design version only. It is the main text that will appear under your logo.

    Banner For the design version, you can upload a .png file of 600px large by 150px high.

    Instructions Each language have a different way to greet a person (Dear Client,). Sometime the word “Dear” is before the name of the person,  sometime after. For some language the word “Dear” is different depending on the gender. You can write the translation of the word “Dear” according to the gender and place the word before or after the student name (use the tag <student_name>). If the gender of the student is not in the database, the system will greet the student in a neutral way. You can set a neutral greeting in the third field: Dear (Unspecified).

    The instruction section offers four different boxes. They serve different functions depending on the payment status (Pending Payment or Current pack) and the mode (Text or Design).

    a) Pending Payment for Text mode | Rich Text Box (text Mode) The instructions for the pending payment / text mode should contain (optional) the tags for: - the invoice: <invoice_unpaid> - the URL to the student panel: <franchiseurl> - the login and password to the student panel: <studentlogin> & <studentpassword> <temp_password_msg> These tags or necessary because they will not be available in the rest of the email.

    b) Pending Payment for Design mode | Rich Text Box (design Mode) This box doesn’t need any tags. The necessary information (invoice, student panel… etc) will be provided in the rest of the message (unless you block the access by using the “Exclude” check box).

    c) Current pack for Text mode | Rich Text Box Paid (text Mode) This is the email you send to the student (on request) when the schedule is package is paid. It doesn’t contain any information about payment but it should still contain (optional) information about the student panel. URL: <franchiseurl> Login: <studentlogin> <Password>: <studentpassword> <temp_password_msg>(change this password once you log in your account)</temp_password_msg>

    d) Current pack for Design mode | Rich Text Box Paid (design Mode) You can add minimum instruction to ask the student to review the details of the schedule. More information (such as invoice, student panel login password… etc) will be provided in the email.

    Student Information This section is translation only and will be used for the design mode only. Note that if the student add a profile picture on his/her student panel, it will be replace the default academic hat.

    If you don’t want your student to have access to the student panel, select the Exclude check box for this section (design mode) or don’t add the login/password tags (text mode).

    Contact Information Translation only. It is necessary for the text and design mode.

    Evaluation Result The evaluation result section will appear only if you enter a text in the Evaluation result field. If the field is empty, that entire section will not be included in the email. This function exist to avoid evaluation result like “n/a”.

    Note the Level Definition link. That link will appear only if you added a link in the level definition field. This field is located at the bottom of the Main Setup page of the main administrator account.

    The Course This section will display information about the course the student purchased (or is purchasing). From the Order Confirmation Setup, you can translate the fields of that section but to translate the course description and add an image, you have to translate the one you use for the student panel.

    To access the Student Panel course description and the image, click on Setup / Student Account / Buy a Course tab / Select the Course Type / and the Course /

    Teachers For this section you just need to translate every fields.

    The link View Teacher Page will redirect to the teacher page on your website. The link will appear only if you added a redirection link from the teacher’s details. To access the teacher’s details, select a teacher from the teachers’ list and click the details button. Add a link in the Teacher Link field and click update. Click here for a screenshot.

    Schedule Every fields of the schedule are translatable. Do not use more than 3 letters for the translation of the days (Mon instead of Monday) or else it will reduce the space for the other fields. It is also important to keep the tags (example: <number_of_classes> Classes From The <date_of_first_lesson> Till The <date_of_last_lesson>). Do not translate them. You can change their position or delete them if you don’t want that information in the schedule.

    Pricing The pricing box will appear for the pending payment schedule only.

    Invoice You can add instruction for the invoice. It is recommended to let your student know that the invoices for a pending payment and a paid package are different. The translation for the link Click here to download your invoice.. is at the bottom of the Invoice Setup.

    To access the Invoice Setup, click on Setup and select the Invoice Setup option.
      Student Account Access This section will be available only for the design section.

    The password of the student will be visible if he/she kept the default password. If the student changed the password, it will be blanked.

    Academic Adviser It is strongly recommended to add the picture and the resume of your academic adviser. You can add a picture and a resume from the Main Setup of the Main Administrator account at the bottom of the page.

    Action This section is used with the design mode only. It will offer 4 different actions that the student can take. The first one is the payment link table. Compare to the text mode, the payment link table is on a separate page.

    Payment Link Table Every fields of the payment link table are translatable. The link themselves (example; To pay with Paypal, click here) are translatable from the Payment Link page.

    To access the Payment Link page, click on Setup, select the Payment Link and make sure you are on the Order Confirmation tab.

    Footer The footer is used for the Terms and Conditions. You can use this text (do not translate the tags):  With <MaxLesson> lessons, you can postpone <PostponeNumber> lesson to another available time for free, if you inform the academic advisor (or your teacher) about the change at least one working day before the lesson. You can also edit your schedule from your Student Panel in the “schedule” section. In other case, the lesson will lost.

    To change the number of lesson that can be postponed, go to the Setup / Prices page, select the Course Type, the Course, and edit the column Transfer for the respective amount of lessons. View screenshot.

    Social Media This block will show your social media. Each social media icon will not appear if you left the respective field empty. You will find the Social Media fields on the Main Setup page of the Main Administrator.

    If you don’t have (and don’t want) any social media, you should add a “Recommend” button instead. To generate a recommend button, use the following links:

    Pending Payment

    The Pending Payment window shows the list of all the unpaid registered packages.

    To access the Pending Payment window, click on Workroom and select the Pending Payment option from the drop-down menu.
    Once you click on the Confirm button, the information about the package will be transferred to the Current Pack window.
    You can see the Pending Payment information individually on the Details page of the student

    Package (Course) Date Created The first column Date Created is simply showing the date that the package was created.

    Created by The second column Created by will show the name of the user who created that package.  Under the name, you will see the user account type. Package of lessons can be registered from the following accounts:

    • Admin: main account of the franchise.
    • Secretary: advisors account.
    • Evaluator: from the evaluators’ board, an evaluator can register a package of lessons.
    • Teacher: some teachers have the possibility to register package of lessons only for their current students.
    On the student panel, from the Buy a Course page, the students can’t reserve lessons. When ever they purchase lessons, the package status will automatically be on Current pack.

    Student (ID) The full name of the student and the StudentID number in brackets.  The name of the student is a shortcut link to the details page of the student.

    Note that each student has only one studentID number but multiple PackID.

    Teacher(s) The teacher(s) assigned to this package will be displayed in that column. There can be more than one teacher per package. The name of the teacher is a link to the teachers’ details page.

    If there are more than one teacher, a + sign with the total number of teachers for this pack will be displayed.

    some_text

    Under the teacher name, the change link will help you to configure your administrator panel in order to easily change the teacher(s) for this package. Click on the change link, select the teacher(s) and click Submit. You will have to manually transfer every lessons to the new teacher(s). For more information about how to transfer the lesson, check the Postpone function.

    Contract Type Course Type

    Course Connection Pack ID Package Price Unscheduled Lessons Status Schedule

    Communication Ex Pack Contact Messages Student Time Called Back Email Confirmed Warning 1 Warning 2 Warning 3 Problem 1 Problem 2 Notes

    Action Notes Status Updates Freeze Delete Delete (no email) Panel

    Payment Confirm Pre-Confirm Un-Confirm Scan Bank Account

    About the Setting Option:

    Current Pack

    To access the Current Pack window, click on Workroom and select the Current Pack option from the drop-down menu.

    Package (Course) Created by Student (ID) Teacher(s) Contract Type Course Type Course Connection Pack ID Unscheduled Lessons Status Schedule Ex Pack Pending Pack Contact

    Communication Contact Messages Student Time Called Back Email Confirmed Letter Half Letter End Letter Trial Notes

    Action Notes Update Status Take Off Panel Survey Certificate New Pack

    Payment New Pack Freeze Package Price Gateway Type Payment System Confirmed By Pre-Confirm By Scan Bank Account

    About the Setting Option:

    Attendance

    To access the Attendance window, click on Workroom and select the Attendance option from the drop-down menu.

    Sections Missed Lessons (Teacher’s Fault) Missed Lessons (Student’s Fault) Missed Lessons (Admin’s Fault) Uncompleted Lessons Unspecified Lessons Confirmed Lessons

    Follow up Student Student Name StudentID PackID Contact Student

    Lesson Date Time Postponed

    Teacher Teacher Name Teacher Report Contact Teacher

    Course Course Type Course Message

    Lesson Plan Lesson Exercises Notes

    Homework Lesson Exercises Notes

    Admin Panel Schedule Complaint Notes

    Attendance for a single package:

    Unscheduled

    To access the Unscheduled window, click on Workroom and select the Unscheduled option from the drop-down menu.

    General Information Registration date Date last lesson Unscheduled Total lesson Ex Pack Schedule Student ID PackID

    Payment Information Payment Date Payment Type Payment Gateway Pre-confirmed by Confirmed by

    Course Course Type Course

    Communication Letter Half Letter End Letter Trial Notes Check All

    Organizations

    To access the Organizations page, click on Workroom and select the Organizations option from the drop-down menu.

    Application

    Approved Application

    Bulk Email

    To access the Bulk Email page, click on Workroom and select the Bulk Email option from the drop-down menu.

    Students of this teacher(s):

    These students

    This Teacher(s)

    Every Registered clients

    From “Evaluators”

    From “Pending payments”

    From “Current pack”

    Every ex clients

    Every non-clients

    Every students with more then  x pack

     

    Frozen

    To access the Frozen page, click on Workroom and select the Frozen option from the drop-down menu.

    Frozen from Pending Payment Frozen from Current pack

    Date Pack ID Student Total Teachers Phone Mobile E-mail Notes

    Applications

    To access the Applications page, click on Workroom and select the Applications option from the drop-down menu.

    S.No Application date Position Nationality Country Name Audio Speed Test Portrait Second language Resume (text) Resume Diploma Availabilities Notes – Questions Contact Current time Correspondence Notes Manager Source     Ask question Make an offer First Test Second test Closing

    Evaluatiors / Call-Back Board

    To access the Evaluators’ board setup page, click on Evaluations button on top of your administrator panel.

    Evaluators’ schedule

    Evaluators’ stats

    Partners’ stats

    Responsible for the Evaluator’s board:

    Sections: Call Now Within x hours Late Pending Done Confirmed Cancelled

    # Call Back Register Date     Evaluator     Attempt Admin Notes Send email Email Email Confirmed Correspondence Test made Language Needed Student Id First Name Last Name Country Student note Students Time Source Worksheet Landline Mobile Skype Register

    Certificate Setup

    To access the Certificate Setup window, click on Setup and select the Certificate Setup option from the drop-down menu.

    Logo Title Main Text Centre Director Academic Director Centre Location Disclaimer Issuer

    Connections

    To access the Connections fee window, click on Setup and select the Connections option from the drop-down menu.

    Country Calling Rates X Your Cost (in <your currency>) Your Cost (in USD) Your Price (in <your currency>)

    Email Template

    To access the Email Template window, click on Setup and select the Email Template option from the drop-down menu and make sure you are on the Email Template tab.

    Section Letter Letter Name Subject Message

    Email Reply

    To access the Email Reply window, click on Setup and select the Email Reply option from the drop-down menu and click on the tab Email Reply.

    General Instructions

    Free Evaluations Setup

    To access the Free Evaluation window, click on Setup and select the Evaluations option from the drop-down menu and make sure you are on the Free Evaluation tab.

    Quick sign up link HTML Code Form Translation Error Message IP Restrictions

    Paid Evaluations

    To access the Paid Evaluations window, click on Setup and select the Evaluations option from the drop-down menu. Then, click on the Paid Evaluations tab.

    Student Panel Setup Free Evaluation Exam Assessment Full Evaluation

    Paid Evaluation Setup Level Area Title Short Description Long Description Image Show Practical Test Content Action

    Invoices

    To access the Invoices window, click on Setup and select the Invoice Setup option from the drop-down menu.

    Section 1 Section 2 Section 3 Section 4 Section 5

    Main Setup

    Organizations

    Prices

    Secretary

    Student Account

    Translation

    Forum

  • Reports

    Work Order

    Report

    Total amount of lessons     Total amount of students New students Total confirmed Total pre – confirmed Total Reserved Free lessons Unscheduled lessons Teachers Evaluation requests Evaluations Confirmed Evaluations Package Confirmed Confirmed Lessons Package Pre Conf.     Pre Conf. Lessons

    Work Orders

    Downloads

    Student IDs Package IDs Lessons Evaluations Unscheduled Adjustments Cancellations

    Teachers' Statistics

    General Info ID Teacher’s name Nationality

    Network statistics Teacher since Total students Total packages Total Lessons Renewed students Renewed packages

    <Your School> statistics

    Attendance stats Missed lessons (teacher’s fault) Missed lessons (student’s fault) Conflicts

    Student’s survey Surveys Overall Int. Pre. Pro. Punc. Syst. Conn. Notes

    Salary (USD) Notes Admin notes Reviews

    Last Lesson