Introduction
Studio Manager 360 is designed to be incredibly easy to use but with all the features that would ever be needed to run a dance studio.
Every area of the software has been designed so that operations can be executed extremely quickly and efficiently.
Every area of the software has been designed so that operations can be executed extremely quickly and efficiently.
Setup
- Login in using the supplied username and password.
- Change the password by clicking on the name in the top right hand corner and selecting "Account Settings" and then "Change Password".
- Under the Administration menu click on "Venue Settings", upload a logo and edit the venue details to reflect the studio name, address, contact details, time zone, currency and any other settings related to the location.
- If you are using the student frontend under the Administration menu click on "Edit Student Template". The look and feel of the frontend can be edited from this screen.
- Now classes can be added to the system!
Adding Group Classes
Group classes can be added by either selecting any of the group class tabs and then clicking on the add class button or by clicking on "Add Bulk Classes" on the Administration menu.
Selecting Class Type
Selecting the various class types will separate the classes on their respective tabs. Selecting the "Course / Cycle" or "Term" options will provide additional functionality.
When students are added into week one of the course/cycle/term it will add the same student into each subsequent class. If a student is added into the 2nd class it will insert the student into all future classes and so on.
When students are added into week one of the course/cycle/term it will add the same student into each subsequent class. If a student is added into the 2nd class it will insert the student into all future classes and so on.
Adding & Editing Class Categories
Adding and editing class styles, levels, studios, instructors and instructor pay scales can all be managed directly within the "Add Class" or "Add Classes (Bulk)" components.
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
Instructors & Pay Scales
Instructors can be managed from the following locations throughout the software:
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
- "User Management" in the Administration menu
- "Add Class" component on any of the group class tabs
- "Add Classes (Bulk)" in the Administration menu
- "Add Class" component on the private classes page
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
Adding Bulk Classes
An alternative to adding classes individually is using our bulk class option. Go to the "Add Classes (Bulk)" on the Administration menu.
Before the template is downloaded make sure that all the categories required exist in the various dropdowns. As with the "Add Class" component there is the option to directly add and edit the categories from the dropdowns themselves.
Once the excel template has been downloaded fill out the various fields with all class data. Please ensure that the date and time fields are correctly formatted (Date: 2017-05-05, Time: 19:00)
Finally Save the file and upload it to the software.
Before the template is downloaded make sure that all the categories required exist in the various dropdowns. As with the "Add Class" component there is the option to directly add and edit the categories from the dropdowns themselves.
Once the excel template has been downloaded fill out the various fields with all class data. Please ensure that the date and time fields are correctly formatted (Date: 2017-05-05, Time: 19:00)
Finally Save the file and upload it to the software.
Editing Group Classes
Editing group classes can only be done from any of the group class tabs. By clicking on "Edit" then "Edit Class" on the left of each class listing.
Once a class has been created if there is an instructor or venue change it will only show from the current day onwards. To change the Instructor or venue on past classes it will need to be done on a per class basis from any of the schedule pages. Double click on the instructor or venue and select the change in the dropdown.
Please Note that this option will only be seen by system admins and managers as set in "User Management" in the Administration menu.
Once a class has been created if there is an instructor or venue change it will only show from the current day onwards. To change the Instructor or venue on past classes it will need to be done on a per class basis from any of the schedule pages. Double click on the instructor or venue and select the change in the dropdown.
Please Note that this option will only be seen by system admins and managers as set in "User Management" in the Administration menu.
Add Payment Packages To Classes
Payment packages can be managed when editing classes. Adding and editing packages can be accessed from the "Select Package" dropdown.
Packages can pay for classes per hour or per class. For example if a package is valid for 10 classes and you have selected "Payment Per Class" you can take one class off the package each time a class is used. If the package is valid for 10 hours and you have selected "Payment Per Hour" then the length of the class will be taken off the package everytime it is used.
Packages can pay for classes per hour or per class. For example if a package is valid for 10 classes and you have selected "Payment Per Class" you can take one class off the package each time a class is used. If the package is valid for 10 hours and you have selected "Payment Per Hour" then the length of the class will be taken off the package everytime it is used.
Deleting Group Classes
Click on "Edit" then "Edit Class" on the left of each class listing. Then click on "Delete Class". Finally click on confirm.
Deleting a group class can only be done if there are no students listed in any of the recurring class instances created.
Individual classes can be cancelled at any time Click here for instructions.
Deleting a group class can only be done if there are no students listed in any of the recurring class instances created.
Individual classes can be cancelled at any time Click here for instructions.
Adding Students To Classes
Click "Sign Up" on the class the student will be signed into.
If the student is already registered, start typing the name, email or phone number in the "Select Student" box. Click on the student once they appear in the dropdown and they will be added to the class.
For new students click on "Add Student", fill out the form that appears and submit. This will register the student into the software and add them to the class.
If the student is already registered, start typing the name, email or phone number in the "Select Student" box. Click on the student once they appear in the dropdown and they will be added to the class.
For new students click on "Add Student", fill out the form that appears and submit. This will register the student into the software and add them to the class.
Payments
To make payments click on the "Pay" button on the class sign up window amd the payment screen will be shown.
- Select the class package that the student would like to pay for.
- Add any discounts that are being offering for the selected package.
- Change the quantity.
- Change the expiry date if different from the default.
- Finally select the payment method and click "Make Payment"
Payment Methods/Types
Payment methods can be selected from the sign up payment page. Up to two methods can be selected if students wish to split payments.
If cash is selected then a "Cash Tendered" input will appear allowing you to input the cash given which in turn will show the change that needs to be returned to the student.
If cash is selected then a "Cash Tendered" input will appear allowing you to input the cash given which in turn will show the change that needs to be returned to the student.
Adding / Editing Packages
The option to add or edit payment packages during the checkout process can be done by selecting either "Add Payment Package" or "Edit Payment Package" in the "Choose Payment Option" dropdown.
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
Please Note that this is only available to system admins and managers as set in "User Management" in the Administration menu.
Package Expiry Dates
Package default expiry dates are set when packages are created. To edit the dates go to "Edit" on any of the group class pages then select "Edit Class". Then on the "Payment Packages" tab there are the options to add and edit packages in the "Select Packages" dropdown.
Whenever a sale is made the expiry date can be changed for the sold package. Just click on the expiry input and select the new date.
Expiry dates can be updated on previously sold packages throughout any of the student management components.
Whenever a sale is made the expiry date can be changed for the sold package. Just click on the expiry input and select the new date.
Expiry dates can be updated on previously sold packages throughout any of the student management components.
Signing In / Out
To sign a student into a class click on the "Sign Up" button on any of the group class pages. Once a student is listed into the class, check the "Sign In" box and the system will allocate a valid package to that class. If a student doesn't have a valid package it will by set the class as "Unpaid".
If the student has several valid packages. Double click on the package and a dropdown will allow an alternative package to be allocated or for the class to be listed as unpaid.
To sign out, uncheck the box and the allocated packages will be reset. The previously allocated package can be used for anther class.
If the student has several valid packages. Double click on the package and a dropdown will allow an alternative package to be allocated or for the class to be listed as unpaid.
To sign out, uncheck the box and the allocated packages will be reset. The previously allocated package can be used for anther class.
Delete From Class
To delete a student from a class click on the "Sign Up" button on any of the group class pages. Then click on the "X" which is on the left of the pay button to remove the student from the class.
If a student is being deleted from a course/cycle or term AND if it's the first class they will be removed from all classes in the course/cycle or term. If they are removed from any other class during the course/cycle or term they will only be removed from the class shown on the screen.
If a student is being deleted from a course/cycle or term AND if it's the first class they will be removed from all classes in the course/cycle or term. If they are removed from any other class during the course/cycle or term they will only be removed from the class shown on the screen.
Student Management
Students can be managed from the following locations:
- Click on "Student Management" on the Administration menu. Start typing in the students name, email or phone number and then click on the student to be managed when they appear in the dropdown.
- Sign Up component on any of the group class lists, by clicking on the student's name when they are listed in a class.
- "Private Classes" page. Click on a class booking, then when the menu pops up click on the student's name.
Adding / Editing Students
Students can be added to the system from the top of the "Student Management" page or on the "Sign Up" component. Click on "Add Student" and fill out the form.
To edit Student details double click on the details that need to be changed on any of the student management pages, make the changes and click "enter" or "tab" on the keyboard.
Please note! Some of the student information can only be edited from the "Student Management" option on the Administration menu.
To edit Student details double click on the details that need to be changed on any of the student management pages, make the changes and click "enter" or "tab" on the keyboard.
Please note! Some of the student information can only be edited from the "Student Management" option on the Administration menu.
Transactions
View all the available and used/expired packages. Clicking "View" will list all the classes that have been linked to each package. On this list there is the option to remove the class from that package. This will result in the class being listed as unpaid on the system.
Clicking "Transaction" will show the transaction details on when it was purchased. Sales can be voided or refunded from this screen along with printing the receipt or emailing it to the client.
Clicking "Transaction" will show the transaction details on when it was purchased. Sales can be voided or refunded from this screen along with printing the receipt or emailing it to the client.
Manage Unpaid Classes
A students unpaid classes can be viewed from all student management locations, although there are only two ways to reconcile the unpaid classes.
The first would be from the "Student Management" option from the Administration menu and clicking on "Manage Unpaid Classes". The alternative option would be going to the class where the student was listed as unpaid and either making the payment or selecting a valid package.
The first would be from the "Student Management" option from the Administration menu and clicking on "Manage Unpaid Classes". The alternative option would be going to the class where the student was listed as unpaid and either making the payment or selecting a valid package.
Operational Emails
Operational emails can be sent to the students either individually or to all students registered for a particular class. This can be done from the group class sign up view or individual emails can be sent from a client's account.
Sent emails can only viewed from the "Student Management" option on the Administration menu and by clicking on "View Sent Emails".
Sent emails can only viewed from the "Student Management" option on the Administration menu and by clicking on "View Sent Emails".
Student Notes
A note can be added to a students account and viewed whenever an interaction with a student is taken.
Click on "Add Student Note" on any of the student management views. A note can be marked as urgent or normal depending on how important that message is.
Notes can be deleted on any screen that displays them by clicking the small "X" on the left hand side of the note.
Please note: Only two notes can be active at any time.
Click on "Add Student Note" on any of the student management views. A note can be marked as urgent or normal depending on how important that message is.
Notes can be deleted on any screen that displays them by clicking the small "X" on the left hand side of the note.
Please note: Only two notes can be active at any time.
User Management
Manage users in the "User Management" option in the Administration menu.
Please Note that this is only available to system admins as set in "User Management" in the Administration menu.
Please Note that this is only available to system admins as set in "User Management" in the Administration menu.
Adding / Editing Users
To add a user click on "Add User" on the "User Management" option in the Administration menu, fill out the details in the form shown.
Edit Users by clicking on the "Edit" button by the user to be edited. Instructor Pay Scales can be edited on the "Pay Scale" tab.
Edit Users by clicking on the "Edit" button by the user to be edited. Instructor Pay Scales can be edited on the "Pay Scale" tab.
Managing Roles
Managing user roles can be accessed from the "User Management" option in the Administration menu. Select the level of access for each user from the dropdown menus.
Details of the various access options are listed below.
Details of the various access options are listed below.
- Master Admin
- Template settings
- Add locations
- Edit locations
- Add users
- Edit user details
- Deactivate/activate users
- Add & Edit class categories
- Edit class categories
- Add & Edit instructors & their pay scales
- View payroll reports
- Add classes
- Add bulk classes
- Edit classes
- Issue refunds
- Void classes
- Change Package Expiry Dates
- Receive payments
- Sign in students
- Add & Student Details
- Substitute instructor
- Move class from one studio to another
- Cancel individual classes
- Reinstate individual classes
- Receive payments
- Sign in students
- View All reports
- Admin
- Add users
- Edit user details
- Deactivate/activate users
- Add & Edit class categories
- Edit class categories
- Add & Edit instructors & their pay scales
- View payroll reports
- Add classes
- Add bulk classes
- Edit classes
- Issue refunds
- Void classes
- Change Package Expiry Dates
- Receive payments
- Sign in students
- Add & Student Details
- Substitute instructor
- Move class from one studio to another
- Cancel individual classes
- Reinstate individual classes
- Receive payments
- Sign in students
- View All reports
- Manager
- Add & Edit class categories
- Edit class categories
- Add & Edit instructors & their pay scales
- View payroll reports
- Add classes
- Add bulk classes
- Edit classes
- Issue refunds
- Void classes
- Change Package Expiry Dates
- Receive payments
- Sign in students
- Add & Student Details
- Substitute instructor
- Move class from one studio to another
- Cancel individual classes
- Reinstate individual classes
- Receive payments
- Sign in students
- View All reports
- Supervisor
- Add classes
- Add bulk classes
- Edit classes
- Issue refunds
- Void classes
- Change Package Expiry Dates
- Receive payments
- Sign in students
- Add & Student Details
- Substitute instructor
- Move class from one studio to another
- Cancel individual classes
- Reinstate individual classes
- Receive payments
- Sign in students
- View basic reports
- Receptionist
- Receive payments
- Sign in students
- Add & Student Details
- Substitute instructor
- Move class from one studio to another
- Cancel individual classes
- Reinstate individual classes
- Receive payments
- Sign in students
- View basic reports
- Staff
- Receive payments
- Sign in students
- Add & Student Details
- View basic reports
- Accountant
- View reports
Deleting Users
Users can't be deleted from the system only deactivated. On the "User Management" option in the Administration menu click on the "Deactivate" button to stop the user from logging into the system or being added as an instructor to any future classes.
Users can be reactivated from the same page at any time.
Users can be reactivated from the same page at any time.
Email Marketing
Send bulk emails to all students listed in the database or target small sections of the database through the various targeting options available. To get started click on "Email Marketing" on the Administration menu.
Create Marketing Email
There are two ways of creating an email. The first option is to click on "Create New Email" button, write the email subject and click on a template to edit from. Then click on the "Create Email" button. To start with a blank email use the first template option.
The second option is to click on "View Sent Emails" and then click the "Duplicate Email" button. This will duplicate that email which can then be loaded into the email editor.
The second option is to click on "View Sent Emails" and then click the "Duplicate Email" button. This will duplicate that email which can then be loaded into the email editor.
Edit Marketing Emails
Click "Edit" on any of the saved emails. This will open up the editor and then the email can be edited. Once the email has been edited click the "Save" button or "Save & Close" to close the editor. Emails can only be edited if the email hasn't been sent.
Save Created Email as Template
To use the email that has been created in the future save it as a template. Inside the email editor click "Save as Template" after editing it. This will make it available as a template when creating a new email.
Select the Audience to Email
On the saved email page click "Select Audience". To send an email to the full database leave the dropdown as "All Students" and click "Add Audience"
To target sections of the database. Select "Target Audience" and select the parameters to target by. After the audience has been selected there is an option to save it (Click the "Save Audience" checkbox) which makes sending to the same audience even easier in the future. Finally click the "Add Audience" button.
To target sections of the database. Select "Target Audience" and select the parameters to target by. After the audience has been selected there is an option to save it (Click the "Save Audience" checkbox) which makes sending to the same audience even easier in the future. Finally click the "Add Audience" button.
Send the Marketing Email
To send the email, click on the "Send" button on the saved emails list. There are two options either send the email immediately or schedule it for a future day and time. To send immediately leave the "send now" checkbox selected and click the "Send Email" button.
To schedule the email for the future select the "send in the future" checkbox and then select the date and time from the inputs that appear. Finally click the "Schedule Email" button.
To schedule the email for the future select the "send in the future" checkbox and then select the date and time from the inputs that appear. Finally click the "Schedule Email" button.
Reports
View various reports detailing the studios results using various metrics. Payroll can also be managed from this section. To view reports click on "Reports" on the Administration menu.