BlueSmart: School and Studio Management SoftwareRun your school smart, run it BlueSmart  
BlueSmart Frequently-Asked Questions


Pre-Purchase Questions
Do I need to sign any sort of contract?
Absolutely not. BlueSmart is a free standing software program, and everything, including the data you create with the software, is 100% yours. BlueSmart exports student and financial data in many different file formats including html, text, or MS Excel. You can use the exported data for whatever purpose you need.
Are there any other costs besides the ones listed on your website?
No. There are absolutely no hidden charges. What you see on our website is what you will pay.
What are the licensing policies regarding multiple installations of BlueSmart?
Our License Agreement allows the purchaser of BlueSmart to install BlueSmart on multiple PCs as long as the PCs are located within the same physical location. If you have more than one business location you will have to purchase multiple licenses. BlueSparx provides either a Multiple Site License or an Enterprise License, depending on the number of locations your business has.
Do I get a discount if I purchase multiple licenses for BlueSmart?
Yes. We do offer a discount for multiple license purchases. For details see our Discount Schedule page. Also, if you type in the number of licenses you want to buy at the Buy Now page, the total discounted amount will be calculated for you.
I do not have a Paypal account, how do I purchase BlueSmart?
You do not need a Paypal account. You can use any credit card to purchase BlueSmart.
Can I pay by check or other payment method?
We do offer alternative payment options when you are unable to pay with Paypal or a credit card. Please contact us using the contact form and ask us for information on alternative payment methods and options.
Can I download BlueSmart if I purchase it?
No, it will be shipped to you. 80% of our customers purchase scanner units, too. So in most cases, it will have to be shipped anyway.
How long does it take to receive the product once the payment is made?
We normally ship within one business day.
What is the upgrade policy?
Registered users are eligible for one year of free upgrades. Bug patches will be available for free at any time.
What is the maximum number of students BlueSmart can handle?
The maximum number of students really depends on the performance of your PC, especially the CPU speed and memory size. If you have a computer with a 2 GHz or faster CPU and 1GB of memory, the software will easily support one thousand active members with no noticeable loss in performance. Typically, one thousand active students means about one million records in your database after a few years of use. If you run BlueSmart's built-in database compacting feature on a regular basis the software will stay robust for a very long time.
Can I install BlueSmart on computers with non-English operating systems?
Yes. BlueSmart will work with non-English language systems, and all dates and currency formats will display correctly. However, menus and captions will still be in English.
Can multiple users simultaneously access BlueSmart?
You can run BlueSmart on as many computers as desired, as long as they are all on the same site. In other words, within the same physical location you can install as many copies of BlueSmart as you want. You may configure BlueSmart's database location so all BlueSmart programs run on one copy of the database. This will ensure that all computers are running on up-to-date information from the master computer.
What is your technical support policy?
We only provide tech support via email. We have hundreds of videos that help you solve your technical questions, and we will point you to the appropriate video for your question. We are proud of our email-based technical support. Most support questions are answered within one business day.
What kind of computer do I need to run BlueSmart?
Any computer with Windows XP, Vista, or Windows Server 2000 or later will run BlueSmart just fine. BlueSmart is highly optimized for performance, but obviously faster hardware will make BlueSmart run even faster especially if you have a large number of students. If you only have a few hundred students, your computer's CPU speed won't affect BlueSmart's performance..
What is the barcode scanner module?
Our barcode module, BlueScan, allows you to perform automated attendance checking. However, BlueScan is not just attendance checking software. It greets members when they scan their barcodes, and pulls their information from the main database to alert the members and you about their payment status, class schedules or other pertinent information. It is a must-have module for running your organization effortlessly and professionally.
Do I need the barcode scanner module?
We strongly recommend having the barcode scanner module (BlueScan) if you have more than 100 students. At merely 50 students it is very hard to manually keep up with attendance checking and other crucial functions. That in turn greatly reduces the effectiveness of BlueSmart. Automating attendance checking is a very smart move.
Is it possible to use any barcode scanner with the BlueScan module?
The scanner included with the BlueScan module has been specially customized and re-programmed to ensure optimal performance. The extra tweaking allows BlueScan to adjust and reset the scanner's hardware on the fly, should it encounter a problem. Unapproved scanners may or may not work, and BlueSparx does not provide technical support for non-BlueScan scanner hardware problems.
I am using another software package, but I would like to switch to BlueSmart. Can you convert my existing data to BlueSmart?
We're sorry, but the answer is no. We do not provide data conversion services. It is just impossible to find out all the different formats from different vendors and provide conversion tools.
I have custom-designed student ID cards, can I use them with BlueSmart?
Not directly, but BlueSmart provides a student ID barcode print function that allows you to create stickers that you can apply to your own ID cards.
Does BlueSmart work on Macs?
No. Only on Windows XP, Vista, and Windows Server 2000 or later

Trial Version-Related Questions
What is the password for the staff member in the trial version?
The password is: password
Is the trial version the same as the full version?
Yes and no. The trial version contains all features and functions as the full version. However, it is not meant to be permanent. Read the limitations of the trial version below.
What are the limitations of the trial version?
The trial version will expire within 30 days. Also, the maximum number of students you can enter is limited to 50. That is because we do not want our customers having to re-enter the student data if they purchase the full version. Remember, you must uninstall the trial version before installing the full version.
Can I keep the data from the trial version?
No, you must uninstall the trial version before installing the full version.
The trial version uses a martial arts ranking system. Can I have my own rankings?
The trial version automatically creates some school and student data, and the data we used is for a martial arts-type school. In the full version, you will be able to enter the rank system and other settings that suit your specific school.

BlueSmart Troubleshooting
Is BlueSmart only for martial arts schools?
No, BlueSmart is designed to be extremely flexible and very user-friendly. That means the software is suited for many different types of schools, clubs and studios. Our customers include not only martial arts schools, but also academic, religious, dance, yoga, pilates, and music schools and studios.
Do I have to pay to have the student ID cards printed?
No. You can print as many ID cards as you want, as often as you need to. The BlueSmart ID card printing feature allows you to add several color schemes to the cards. Use this feature to personalize each student's ID card to signify his or her rank. Your students will love it.
How does the in-house EFT work? What do I need to do it?
You first need to set up ACH with your bank. Almost all banks provide this service, but some bank employees are not familiar with it. Once you've set up the ACH, your bank will provide you with their ACH software which allows you to export the EFT data to their program. The BlueSmart EFT feature will generate the monthly EFT data in either a text or csv file format, and will take care of all the behind-the-scenes bookkeeping. You initially need to set up how the data is imported to the bank's software, but once it is done all you have to do make a few mouse-clicks every month for your EFT to be done automatically.
Why doesn't BlueSmart have help files?
We've noticed most people don't like to read long text-based help files, so we decided to make movies showing every feature of BlueSmart. We literally have hundreds of movies that cover every aspect of the software, and are still adding more to our website. These short movies show you all you need to know in order to master BlueSmart.
What is an SMTP server and how do I set it up?
An SMTP server is an email server. The closest analogy is that an SMTP server is like a post office in real world. BlueSmart does give you the option of sending email without an SMTP server, but some email servers do not like it when it emails do not come from a real SMTP server and either refuse to deliver the email or sort it out as spam, so it is always a good idea to use an SMTP server to send email messages. However, some ISPs do not like their clients (that's you) sending large amounts of email in a short period of time. In this case, you might want to talk to your ISP and ask them to increase the number of emails you can send.

To set up the SMTP server, it is best to look at your email client (e.g. Outlook Express, Thunderbird) and look at the 'Account' setting. Check out our video tutorial on how to set up your SMTP server (http://www.bluesparx.com/HELP/Calendar/SMTP89.html)
I sent emails without using an SMTP server but some are regarded as spam. How do I avoid this?
If you are emailing without using an SMTP server it is possible that the email could be treated as spam by some email servers. To reduce the chance of your emails being classified as spam try to send email through an SMTP server. Also, take some basic steps that will make your emails look less like spam. Avoid using ALL CAPITAL LETTERS, excessive use of "!" marks, misspelled words, or potentially offensive words. Any of these may cause your emails to be sent to cyber trash cans.
How do I change the default view of the Student Management window?
The configure window in Administration has an option that lets you change the software settings.

BlueScan Troubleshooting
My scanner stopped working!!
First and foremost, check whether everything is securely connected. If that does not solve the problem, chances are that your COM port setting has changed. You might have to find the COM port number yourself.

Check out our video tutorial on how to find the COM port on Windows XP (click this link for video tutorial for XP ).
The tutorial is also available for Windows Vista (click this link for video tutorial for Vista ).

Once you've found the port number you need to enter the number in BlueScan. Here is the tutorial on how to set the COM port setting in BlueScan.
I get error number 8002 and the BlueScan does not work!
This normally means your computer's COM port settings have been changed. It happens when you add a new componenet that uses USB or Serial Port, or a device that's been using either port has been removed or failed. Typical symptom is that the BlueScan works fine until you reboot.

Check out our video tutorial on how to find the COM port on Windows XP (click this link for video tutorial for XP ).
The tutorial is also available for Windows Vista (click this link for video tutorial for Vista ).

Once you've found the port number you need to enter the number in BlueScan. Here is the tutorial on how to set the COM port setting in BlueScan.
How do I turn off the greeting sound?
You can easily turn off the sound by going to the Setup menu in BlueScan.
Is it possible to use any barcode scanner with the BlueScan module?
The scanner included with the BlueScan module has been specially customized and re-programmed to ensure optimal performance. The extra tweaking allows BlueScan to adjust and reset the scanner's hardware on the fly, should it encounter a problem. Unapproved scanners may or may not work, and BlueSparx does not provide technical support for non-BlueScan scanner hardware problems.

Hardware Questions
What kind of computer do I need to run BlueSmart?
Any computer with Windows XP, Vista (32bit), or Windows Server 2000 or later will run BlueSmart just fine. BlueSmart is highly optimized for performance, but obviously faster hardware will make BlueSmart run even faster especially if you have a large number of students. If you only have a few hundred students, your computer's CPU speed won't affect BlueSmart's performance..
What type of camera do I need for storing student pictures in BlueSmart?
Virtually any webcam or TWAIN-compatible digital camera will work with BlueSmart. Many of our users have reported that a webcam is the easiest way to take and store student pictures with a single click.
What type of flatbed scanner can I use?
BlueSmart is capable of directly driving virtually all TWAIN-compatible flatbed scanners.
What type of device can I use to back up BlueSmart data?
We recommend a USB flash memory device (USB drive). You can point the backup directory to the removable drive to have all your data saved in sequential number formats, and take it home with you for safekeeping.

Vista and Windows 7 Related Problems
VirtualStore problem
VirtualStore is a scheme used in Vista to copy applications' data files in a virtual folder protected by Vista and Windows 7 Operating system. Vista does it if User Account Control (UAC) is set and the user is logged on to Vista using an account other than the one that was used to create the OS. When our users have trouble with BlueSmart and we ask them to send us some BlueSmart files to inspect the problems often times we get blank files, or even they can't find the files at all because they are located somewhere else.

If you suspect the UAC is on and the files are located somewhere else, download and run this utility tool to find the exact location of the BlueSmart files. And then go to that folder, copy and zip the files, and email to us for inspection.

Microsoft declared they will stop supporting UAC VirtualStore feature in the future. It is strongly recommended that you turn off UAC setting from Control Panel and move all data files within the virtual DB folder to c:\program files\BlueSparx\DB folder. Watch a video tutorial of how to turn off UAC here.
64 bit version Vista and Windows 7
Both 32 bit and 64 bit version Windows 7 and Vista Operating System are fully supported.