SimpleWiki

Once your Simple Appointments program has been installed, you will need to perform these steps to get it ready to use.

Set up your studio's information, and configure the options to your studio's needs. See Changing Studio Information.

Add all of your studios instructors using the information in Adding an Instructor. Make sure to give instructors their proper work hours.

Add any additional users you might want. If you have a computer on the dance floor, you can add a user with no editing privileges to log into that computer with, so that it can be used to view lessons, but not to change them.

If your studio is new and you don't have any students already, you are all done. Otherwise you will need to enter all of your current students into the system. This can be a fairly long process if you have a lot of students.

First, use the steps in Add a New Student to add the contact information and options for each student. Add the students through the Students page, not through Inquiries.

At this point, use the calendar on the lesson sheet to navigate back to December of the previous year. You will be adding “fake” lessons later and this will ensure that those lessons are not used in calculations for this year's reports.

Next, you must add the current enrollments for each student. From the lesson sheet, use the Quick Find box to select each student. Enter any enrollments (in most cases there will be only one) that the student has that have not been used up (see Entering an Enrollment). Make sure to use the correct dates for enrollment date and (if applicable) first payment date. Also be sure to choose the correct level for the enrollment, as the default will probably be wrong. Calculate the number of lessons the student has taken under the enrollment(s) you entered. If this amount is less than 12, but the student has taken more than 12 lessons at your studio, you must enter the next most recent enrollment(s) until the total number of lessons taken on the enrollments entered is over 12. This must be done because certain franchise reports use the number of lessons a student has taken to divide between interview and renewal students.

Next, mark any payments the student has already made as paid (see Entering a Payment). Make sure that the payment date and amount matches your records.

Finally, close the student's financial page by clicking the “Close” link. This will return you to the lesson sheet for December of the last year, ready to schedule a new lesson. Click any available slot to add a lesson for the student ( see Scheduling a Lesson). Then, click that lesson to select it. On the left side, in the white lesson information box, click the link that says Unverified. Change the units used box to the total number of units the student has used on all of the enrollments you entered, and click Save ( see Changing a Lesson). Make sure that the “Units Remaining” and “Units Paid” figures at the bottom of the window are what you expect ( see Look Up Student Information), and proceed to the next student using the Quick Find box.

If you want Simple Appointments to automatically calculate Year to Date and Previous Year to Date information on the Summary of Studio Business Report, you will have to enter in all data from the past year and the beginning of this year. Follow the instructions in Edit Summary of Studio Business Report to edit each week from week 1 of last year through the current year. Then, in Setup, check the boxes for “Calculate YTD” and “Calculate PYTD”.

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