Welcome to another session of our Studio Pro Learning Lab series! đź’ˇ
In this session, we'll cover:
✔️ How to set up, manage, and customize appointments and private lessons.
✔️ Best practices for scheduling, rescheduling, and handling cancellations.
✔️ Tips to streamline billing and communication for a smooth experience.
Studio Pro: Appointments and Private Lessons
This Q&A covers how to set up, schedule, and manage appointments and private lessons in Studio Pro, including availability settings, billing, cancellations, and teacher permissions.
Getting Started with Appointments and Private Lessons
Q: Where do I set up teacher availability for appointments?
A: Go to More → Teachers and Staff, then select a teacher and open Appointment Hours. You can create:
Weekly Hours for recurring availability.
Special Hours for specific dates.
No Appointment Dates for holidays or days off.
Q: Can I set different availability per teacher?
A: Yes. Each teacher can have unique appointment hours and exceptions. You can list specific times or days and update them as needed.
Creating Services for Private Lessons
Q: How do I create a private lesson or service?
A: Navigate to More → Appointments and Private Lessons → Appointment Actions → Add New Service. Enter:
Service Name (e.g., Jessica 30-minute Private).
Optional Description and Transaction Code (to help with reporting).
Assigned Teacher.
Rate of Pay (for payroll).
Lesson Duration and Price.
You can also choose whether payment is required when the lesson is booked.
Q: Why should I use transaction codes?
A: Transaction Codes help organize your billing and reporting, showing where income is categorized, such as Tuition or Private Lesson Revenue.
Q: Can parents book and pay for private lessons online?
A: Yes. Enable Show in Parent Portal and optionally Require Payment at Booking. If payment isn’t required, the charge will post to the family’s balance for later payment.
Setting Due Dates and Billing Options
Q: How do due dates work for appointments?
A: In Appointment Actions → Other Settings, you can set a default due date.
Enter 0 days = no due date.
Enter 1 day if you require payment right away.
Enter a longer period (e.g., 10 days) if you allow delayed payment.
Adding due dates ensures charges and payments link correctly in your reports.
Q: Can I apply late fees to appointments?
A: Yes. If you have a late-fee policy, you can enable and define it in your Appointment Settings.
Booking Appointments
Q: How can admins book appointments?
A: Admins can book directly from the Appointment Calendar under More → Appointments and Private Lessons.
You can select the service, teacher, student, and room. This also triggers an automatic email confirmation to the student and teacher.
Q: Does the appointment calendar check teacher availability?
A: On the admin side, the calendar can override availability. It’s best used for flexible bookings or last-minute scheduling. For accurate scheduling, ensure teacher hours are set first.
Q: How do I prevent double booking?
A: Assign available rooms under Appointments and Private Lessons → Service Settings, and order rooms by priority. The system prevents double booking within private lessons, but does not check for class schedule conflicts.
Q: How can I set a booking window (start and end dates)?
A: Add Start Date and End Date within each service. This defines when families can schedule appointments in the Parent Portal.
Recurring Lessons
Q: Can I create recurring private lessons?
A: Yes. Go to More → Appointments and Private Lessons → Appointment Actions → Book a Recurring Appointment. Choose the service, student, and schedule. The system will bill the day of each appointment.
Q: Can lessons recur every other week?
A: Not currently. Each session must be booked individually. You can submit this as a feature request through the Idea Portal.
Q: How can I bill for recurring lessons all at once?
A: Create a free recurring appointment (remove the price and payment requirement), then post one debit transaction to the family’s account for the full session total.
Teacher and Staff Permissions
Q: Can teachers book private lessons in the Class Manager?
A: Yes, but you must enable this first:
Go to More → Settings → Class Manager.
Set a PIN and allow teachers to add students to classes.
Save changes.
Teachers can then access Appointments in their Class Manager menu to book lessons.
Q: Can teachers see the full appointment calendar?
A: No. Class Manager only shows a list view of booked lessons. To give a calendar view, create a User Account for the teacher with permission to view appointments.
Q: Can teachers accidentally double-book?
A: Yes, because Class Manager doesn’t check other appointments or teacher availability. To avoid overlap, some studios use a shared Google Calendar or allow teachers access to the admin calendar.
Parent Portal
Q: How do parents schedule private lessons?
A: In the Parent Portal, parents go to Register → Private Lessons and Appointments. They’ll see available services and times based on the teacher’s availability and can book directly.
Q: How can parents cancel appointments?
A: Enable “Allow Drops” in Online Registration Settings. Parents can then cancel under Register → Private Lessons and Appointments → My Appointments.
Q: Will parents receive reminders?
A: Yes. Enable Email Reminders to Students the Day Before their Appointment under More → Settings → My Personal Assistant.
Common Questions
Q: Can services be alphabetized?
A: Not at this time. Services display in the order they were added.
Q: Can I add additional contacts to receive reminders?
A: Currently, reminders are sent only to the primary account email. For additional recipients, contact Support to review options.
Q: Can teachers see who their private lesson is with in the reminder email?
A: The reminder should include that information. If it doesn’t, contact Support to verify your setup.
Q: Can I schedule duos or trios?
A: Yes, but these must be created on the admin end. In the service settings, increase the maximum number of students and book via the admin calendar or recurring feature. Multi-student lessons can’t be booked by parents.
Q: What if I make a booking mistake?
A: Cancel and rebook the lesson. To avoid multiple notification emails, temporarily disable calendar emails in your appointment settings before making changes.
Q: Should duet lessons be part of a class or a separate season?
A: If dates align with your regular season, keep them in the same season. For one-time fees or special sessions, you can create a $0 class and bill separately. Creating a new season is optional and depends on your preference for organization.
Support
Q: Who can I contact for help with appointments and private lessons?
A: Contact the Studio Pro Support Team at support@gostudiopro.com for assistance with setup, scheduling, or troubleshooting.
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