Add a sheet: which items, which columns

A sheet in LessonQ is one of your Google spreadsheets, kept up to date with your records: each enrolment, order or bundle purchase is one row, rewritten in place whenever it changes. You choose which courses, batches, products or bundles go in, and how they’re laid out.

In this video · 2:37

1. 0:00Make a spreadsheet
2. 0:22Share it
3. 0:45Pick the items
4. 1:16Pick the spreadsheet
5. 1:30Lay out the tabs
6. 2:02Your sheet

Read the narration

1. 0:05A sheet in LessonQ starts as a spreadsheet in your own Google account.
2. 0:11In Google Sheets, open a Blank spreadsheet.
3. 0:18Give it a name. You don’t need to write any headings: LessonQ writes them.
4. 0:23Click Share, and paste LessonQ’s share address.
5. 0:32Check that it says Editor. LessonQ has to write rows, so viewing is not enough.
6. 0:38Untick Notify people: a service account has no inbox. Then click Share.
7. 0:46Back in LessonQ, click Add a sheet.
8. 0:49First, what goes in: courses, batches, products or bundles.
9. 0:55Choose Batches to see the courses you run in batches.
10. 1:00Pick this course. Every batch of it goes into the sheet, with a column saying which batch.
11. 1:07Choose Courses for the ones without batches, and pick this one too.
12. 1:13Click Continue.
13. 1:17Here is the share address again, if you haven’t shared yet.
14. 1:21Click Refresh, and the spreadsheet you shared appears. Pick it, and click Continue.
15. 1:30Now the tabs. A tab for each item gives every course a tab of its own.
16. 1:36Everything in one tab puts them together, one tab for all your courses.
17. 1:42Below is the tab as it will look. The grey rows are only samples.
18. 1:47Click a heading to leave that column out. Click again to put it back.
19. 1:53Each tab has its own Header language,
20. 1:56and its own Colour.
21. 1:59Click Add sheet.
22. 2:05Open the spreadsheet: a tab for each course, with the records you already have.
23. 2:11Each row is one enrolment, and the Batch column says which batch.
24. 2:16Now a new student joins a batch. Within seconds, their row appears.
25. 2:22Each tab also has a filter, which decides the records it keeps.
26. 2:27More guides are at help.lessonq.com.

Before you start

• Who can do this: the academy owner and admins.
• LessonQ must be connected to your Google service account. See Connect Google Sheets to LessonQ.
• Keep the share address at hand. It’s at the top of Settings → Google Sheets, with a copy button.

Make and share the spreadsheet

1. In Google Sheets, open a Blank spreadsheet and give it a name. There’s no need to write headings: LessonQ writes them.
2. Click Share, and paste LessonQ’s share address.
3. Check that the role says Editor. LessonQ writes rows, so Viewer isn’t enough.
4. Untick Notify people (a service account has no inbox), then click Share.

1. The share address, pasted.
2. Editor.
3. Notify people, unticked.
4. Share.

Add it in LessonQ

In Settings → Google Sheets, click Add a sheet. It has three steps: Items, Spreadsheet and Layout.

Items: what goes in

1. The type filter: All types, Courses, Batches, Products or Bundles. Batches lists the courses you run in batches.
2. An item, picked. A course run in batches brings every one of its batches, with a Batch column saying which.
3. Tracking: what you’ve picked so far.

Pick as many items as you like, of any kind, then click Continue. The In sheets column shows when an item is already in another sheet; an item can be in more than one.

Spreadsheet: which file

1. The share address again, with Copy, in case you haven’t shared the spreadsheet yet.
2. Refresh: the spreadsheets shared with the service account are listed again.
3. Your spreadsheet, picked.

If the Google Drive API is off in your Google Cloud project, there’s no list: paste the spreadsheet’s link instead and click Use link.

Layout: tabs and columns

1. A tab for each item: every course, product or bundle gets a tab of its own, named after it.
2. Everything in one tab: one tab per kind. Courses and batches share one; products and bundles each need their own, as their columns differ.
3. The tabs, each marked Will be created, or the existing tab it will reuse.
4. The preview: the tab as it will look. Grey, italic rows are samples.

1. A column left out. Click a heading to leave it out of the sheet; click again to put it back.
2. Header language: the language this tab’s headings are written in.
3. Colour: the tab’s header colour.

Click Add sheet. LessonQ creates the tabs and fills them with the records you already have.

Note

One column you can’t remove. The last column, Enrollment ID (or Order ID), is always written and hidden in your sheet. It’s how LessonQ finds a record’s row again to update it, so leave it in place.

Your sheet

1. A tab for each course, named after it.
2. Batch: which batch each enrolment is for.

From now on, every new enrolment appears in its tab within seconds, and a change to one (a payment, a pause, a removal) rewrites its row.

Each tab also has a filter that decides which records it keeps: paid online, recorded by staff, unpaid, or removed. See Choose which records each tab keeps.