SimpleWiki

Whether you are adding a new student, or changing an existing student, use these guidelines for making your entries.

This is the name that will be shown on the lesson sheet. Because of limited room and to promote easy viewing, it is recommended that only the first or last name be used here, as long as doing so will not be ambiguous. When selecting a student to schedule a lesson, the whole first and last name are displayed for ease of searching.

The full name, sorted by last name, will be shown when adding a new lesson. Couples should have both first names entered with an '&' in between (First Name: Brad & Angelina Last Name:Pitt). Couples with different last names should have both last names entered with a '/' in between (First Name:Jennifer & Marc Last Name: Lopez/Anthony).

This is optional contact information for the student.

Enter the corresponding phone numbers for the student. These numbers are shown whenever adding or viewing a lesson for the student.

Enter an email address for the student. Emails will be sent to this address if reminders are activated for the student.

The reminder email will contain the date, time, and instructor of the lesson, as well as the contents of the “Reminder Email Message” box in the Studio Settings. Replies to reminder emails will not be received, so it is a good idea to include in the “Reminder Email Message” something like “Please do not reply as it will not be received by the studio. If you need to change your lesson, please call xxx-xxx-xxxx at least 24 hours in advance.”

If the student has a device that can receive text messages, enter their text message email here. This must be a complete email address; for example, 14075550427@tmomail.net for T-Mobile, 14075550427@sprintpcs.com for Sprint, 14075550427@mobile.att.net for AT&T, etc. This email will be used to send lesson reminders directly to the student's device. Be sure to verify the complete address with the student and get the student's expressed permission to send text messages as some services charge for each message received.

Both reminders, Email and Text Message Email send emails. The only difference is that “Text Message Email” will not include the “Reminder Email Message”.

If desired, enter the student birthdays here. Information can be entered here in any format and does not require a year. Two fields are provided so that each member of a couple can be recorded. The first birthday should correspond to the person who's name is listed first in the “First Name” field.

Beneath the calendar on the main booking page, you will see a list of students who have a birthday today. If “birthday 2” is today, there will be a “(#2)” after the student name.

If desired, enter the student's or students' wedding date here. It must be entered in mm/dd/yyyy format.

Enter any other notes that are applicable for this student, such as their reason for enrollment or special needs. If the new student is being created from an inquiry record, this field will be automatically filled with the notes from that inquiry.

Each selection in the right side of this form is crucial to the proper handling of this student. Make the selections carefully.

If this check box is unchecked, this student will not be shown in the list of students in the Quick Find, on the Students Page, or when adding a new task. See Remove an Inactive Student for more details.

Select the instructor who will act as this student's primary instructor. The primary instructor will be highlighted orange on the lesson sheet when adding a new lesson, and will be the default instructor to receive credit for enrollments sold to that student. If your choice depends on staff availability, click “View Calendar” beside the list. This will open the lesson sheet in a new window in order to determine availability. When an instructor is chosen, be sure to close that window to return to this page and complete the student information before booking the lesson.

New students start as level I. If you are adding a student that has previous enrollments, but is just now being entered into the system, see First Steps for instructions on how to set up the student's level and lessons correctly.

When adding a new lesson, this is what the duration of new lesson will be. Whenever a new enrollment is added for the student, this value is changed based upon the level of the enrollment (to 30 minutes for level I, or 45 minutes for other levels).

When a student first comes for a sample lesson, no units are charged (level I), so this should be set to 0 units. When the student enrolls, this should be changed to 1 unit per lesson. This number and the default lesson length are automatically changed when entering an enrollment, so would only have to be changed here in special circumstances.

If a reminder is set here, emails will automatically be sent to the student to remind them of each upcoming lesson.

• How Long Before?: Choose how long before each lesson the email should be sent, from 1 minute to 1 week. Choose “No Reminder” to avoid sending reminder emails to this student.
• Remind by: Choose Email or Text Message Email (a shorter version). Whichever is chosen, the corresponding email address must be entered into this form.

Double check your information and press Save when completed. If you wish to cancel creation of a new student, or to delete an existing student, click the Delete this student link. Do not use the back button or you will leave a student with no information in the student list.

Table of Contents