User Manual
Anna Marsh Pilates — Admin Guide
Overview
This site manages two main services: Pilates instructor education enrolments (Mat and Reformer courses) and Pilates & Remedial Massage leads for private sessions. The admin area lets you track enquiries, manage course cohorts, process enrolments, and control what appears on the website.
Your admin pages
All admin pages require you to be logged in with an admin account. Navigate between them using the links in the top-right of each page.
- Leads — enquiries from the website contact/session forms
- Enrolments — course enrolment applications and payments
- Cohorts — manage intake groups and session dates
- Terms — manage T&C documents shown to students
- Emails — configure notification addresses and edit email templates
- CMS — edit website text, services, testimonials, and site settings (super admin only)
Leads
A lead is created any time someone fills in a contact or session enquiry form on the website. This includes private session enquiries, remedial massage enquiries, education enquiries, and general messages.
Viewing leads
Go to Admin → Leads. All leads are listed newest first. Use the dropdowns at the top to filter by enquiry type or status.
Updating a lead
Find the lead in the list and click Edit.
Change the Status to reflect where things are up to.
Add any Admin notes — these are private, only visible to you.
Click Save.
Lead statuses
Move a lead to Closed when it's no longer active (e.g. no response, not a fit).
Enrolments
An enrolment is created when a prospective student submits the enrolment form on the Mat or Reformer Education pages. The student selects a cohort, fills in their details, agrees to T&Cs, and nominates a payment (deposit or full).
The enrolment pipeline
Each enrolment moves through these statuses:
You set the status manually, except when you mark a payment as paid (that updates the status automatically).
Processing a new enrolment
Go to Admin → Enrolments. New enrolments appear at the top with status New.
Click View to open the detail panel. Review the applicant's background, prerequisites, and reason for enrolling.
Update the status to Reviewed once you've read it, then to ApprovedAwaitingDeposit once you're happy to accept them.
Wait for the bank transfer. When the deposit arrives in your bank account, click Mark paid next to the pending payment. This automatically moves the enrolment to DepositPaid and sends a confirmation email to the student.
Move to Confirmed once you've confirmed their place verbally or in writing.
When the balance is due, change status to BalanceDue and arrange the final payment outside the system. Mark the full payment as Paid when received.
After the course, move to Completed.
Payments
Each enrolment has one or more payment records. A deposit is $500 bank transfer. The full payment amount is TBC and is arranged manually. The Mark paid button only appears for BankTransfer payments that are still Pending.
Filtering enrolments
Click any status pill at the top of the Enrolments page to filter to just that status. Click All to clear the filter.
Cohorts & Sessions
A cohort is an intake group for a course — e.g. "Reformer 2026 August Intake". Students enrol into a specific cohort. Sessions are the individual course dates within that cohort.
Creating a new cohort
Go to Admin → Cohorts and click New cohort.
Enter the cohort Name (e.g. "Mat 2026 March Intake"), select Course type (Mat or Reformer), set the Year, and pick the Start date.
Set the Status: use Planned while it's not quite ready to show, Open when accepting enrolments, and Closed when full or finished.
Click Save.
Cohort statuses
Only Open and Planned cohorts appear in the enrolment form on the website. Closed cohorts are hidden from students.
Adding session dates
Click Sessions on any cohort to expand it.
Click Add session. Enter the session title, date, and optional notes.
Tick Optional session if attendance is not required.
Use Sort order (a number) if two sessions fall on the same date and you need to control which appears first.
Click Save.
Terms & Conditions
The T&C document is shown to students in the enrolment form and must be agreed to before submitting. Only one document can be active at a time.
Creating a new T&C version
Go to Admin → Terms and click New document.
Enter a Title (e.g. "Pilates Education Terms") and a Version (e.g. v1.1).
Write the full T&C content in the Content box. Use plain text or basic Markdown (e.g. **bold**, ## Heading, - list item).
Click Save. The document is saved but not yet active.
Making a T&C version active
Click Set active on the document you want students to see. All other versions are automatically deactivated. The active document is shown in the enrolment form immediately.
Email Settings
All system emails are sent from info@annamarshpilates.com.au. This page lets you control where those emails go and what they say.
Organisation settings
These settings control the overall email behaviour:
- All emails enabled — master on/off switch. Turn off to pause all system emails.
- Admin notification emails — emails sent to you (e.g. new enrolment received).
- Student-facing emails — emails sent to students (confirmations, payment receipts).
- Notification email — the address that receives admin notifications. Should be your email.
- Reply-To email — when a student clicks Reply to a system email, their reply goes here.
- BCC email — optionally BCC yourself or a second address on all admin emails.
- From name — the display name shown in email clients (e.g. "Anna Marsh Pilates").
Click Save settings after making changes. Use Send test email to check delivery is working.
Email templates
There are six automated email templates. Click Edit (or Create if not yet set up) to customise each one:
- LEAD_SUBMITTED_ADMIN — sent to you when a new lead submits a form
- ENROLMENT_SUBMITTED_ADMIN — sent to you when a new enrolment is submitted
- ENROLMENT_SUBMITTED_STUDENT — sent to the student confirming their application was received
- BANK_TRANSFER_INSTRUCTIONS_STUDENT — sent to the student with bank transfer details
- PAYMENT_MARKED_PAID_STUDENT — sent to the student confirming payment was received
- PAYMENT_MARKED_PAID_ADMIN — sent to you confirming a payment was marked paid
Templates use Markdown for formatting and {{merge_vars}} for dynamic content (e.g. {{full_name}}, {{cohort_name}}, {{amount}}). Use the Show preview button to see what it will look like with sample data.
Activating / deactivating a template
Click the Active or inactive button next to a template to toggle it on or off. An inactive template will not send even if triggered.
CMS — Content Management (Super Admin)
The CMS is only accessible to super admin accounts. It controls what text, images, and information appears on the public website. Go to Admin → CMS.
Tabs overview
- Enquiries — general contact form submissions (separate from Leads)
- Register Interest — people who registered interest without enrolling
- Services — the booking cards shown on the Pilates Instructor & Remedial Massage pages
- Testimonials — client quotes shown on the website
- Home Quotes — the rotating Joseph Pilates quotes on the home page
- Page Content — all editable text across every page (headings, body copy, etc.)
- Media — image asset library
- Site Settings — contact details, social links, SEO defaults, footer text
Editing page content
Click the Page Content tab.
Pages are grouped (e.g. Home, Contact, Pilates Educator). Click a group to expand it.
Each row shows a field label, the current value, and its status badge.
Click Edit on any field. Type your new content and click Save.
Fields highlighted in red have no content yet — these are the most important to fill in.
Use the Open live page button next to each group header to preview the page as visitors see it.
Content statuses
Published content is live on the website. Draft is saved but not shown to visitors. Empty fields fall back to the default text built into the page.
Editing services (booking cards)
Go to the Services tab to add, edit, or reorder the booking cards on the Pilates Instructor and Remedial Massage pages. Each card has a title, description, price, duration, and booking URL (Cliniko link).
Managing testimonials
Go to the Testimonials tab. You can add a quote, author name, and toggle whether it's active (shown on the site) or featured (appears in a highlighted position).
Site Settings
The Site Settings tab controls your business address, phone number, contact email, Instagram and Facebook URLs, and the default SEO title and meta description used across the site.
Tips & FAQs
A student says they didn't receive their confirmation email — what should I do?
Check the Emails page and confirm that Student-facing emails is enabled and the templates are Active. Then check the student's email address in the enrolment record for typos. You can re-send manually by composing an email from your own inbox using the information in the enrolment.
How do I open enrolments for a new course intake?
Go to Cohorts and create a new cohort with status Open.
Add all the session dates.
Make sure the correct T&C document is active under Terms.
The new cohort will automatically appear in the enrolment form on the website.
How do I close enrolments when a cohort is full?
Go to Cohorts, click Edit on the cohort, and change the status to Closed. It will stop appearing in the enrolment form immediately.
How do I update the website text?
Go to CMS → Page Content, find the field you want to change, click Edit, make your change, and click Save. Changes are live immediately.
A student double-submitted an enrolment — what do I do?
The system blocks duplicate enrolments from the same email address for the same cohort. If a duplicate somehow exists, set one to Cancelled in the status dropdown and add an admin note.
Can I edit what the automated emails say?
Yes — go to Admin → Emails and click Edit on any template. Use the preview toggle to check how it looks before saving.
Where is data stored? Is it safe?
All data is stored securely in the Base44 platform database. Emails are sent via Resend. Nothing is stored locally in your browser.