Welcome to another session of our Studio Pro Learning Lab series! đź’ˇ
Objectives for this session:
✔️ Learn how to set up and manage drop-ins with confidence.
✔️ Understand the available charging options and when to use them.
✔️ Polish the customer-facing experience so registration feels easy and intuitive.
Understanding Drop-Ins and Punch Cards
This Q&A explains how drop-ins work inside Studio Pro, including how to set up drop-in classes, manage fees, use punch cards, and support both staff and families through online registration and check-in. It’s designed to give you a clear understanding of each workflow so you can offer flexible, well-organized drop-in options at your studio.
Drop-In Setup & Class-Level Controls
Q: How do I enable drop-ins for a specific class?
A: To turn on drop-ins for a class:
Open the class and click Drop-ins on the left.
Select Update Settings.
Check Allow drop-ins for this class.
If families should be able to self-register online, check Allow online registration for drop-ins for this class.
Enter the Drop-in rate and choose a transaction code.
Save your changes.
This activates drop-ins for that class and establishes the default fee structure.
Q: How do I manually add a drop-in date for a student?
A: To record either a past or future drop-in:
Open the class and click Drop-ins.
Locate or search for the student.
Select Actions > Add drop-in date.
Choose whether the drop-in already happened or is scheduled.
Pick the correct date.
Choose whether to apply the drop-in fee.
Save the update.
The drop-in now appears on the student’s list for that class.
Q: What is the difference between “This drop-in really happened” and “This drop-in is scheduled”?
A: This drop-in really happened is used for past attendance. Selecting this option allows you to backdate the visit and optionally post the fee immediately.
This drop-in is scheduled is used for upcoming dates. You can decide whether to charge the fee at scheduling or wait until later.
Q: How do I set a default transaction code and tax behavior for all drop-ins?
A: To manage drop-ins globally:
Go to More > Settings > Class Manager.
Scroll to the All drop-ins section.
Set a default transaction code.
Check Add tax to drop-ins if sales tax should apply.
-
Save your settings.
Online Registration Settings
Q: How do online registration charge options work for drop-ins?
A: You can decide how charges behave when a family registers for a drop-in online. Options include:
Do not collect payments or post fees
Post fees to their balance automatically
Collect payment immediately at registration
These settings are found under Magic > Online Registration > Drop-ins.
Q: How do due dates and late fees work for online drop-ins?
A: Under the same drop-in registration settings (Magic > Online Registration > Drop-ins), you can:
Require families to have a $0 balance before scheduling.
Assign due dates, such as “0 days after registration” for same-day payment.
-
Choose a late fee policy if you charge late fees.
Q: What is the drop-in confirmation email and how do I customize it?
A: Families who schedule online can receive an automatic confirmation email.
You can customize the intro, message body, closing, and attached files by going to:
Magic > Online Registration > Drop-ins > Drop-in Email
Many studios use this email to share arrival instructions, cancellation details, or class-specific notes.
Punch Cards
Q: How do punch cards work with drop-ins?
A: Punch cards allow families to prepay for a set number of drop-in visits. When a student with a valid punch card is added to a drop-in class, staff have the option to Punch Card instead of posting a fee.
Punching the card deducts one visit and updates the remaining punches instantly.
Q: How do I create a punch card?
A: To create a new punch card:
Go to Magic > Products and Services > Punch Cards.
Click Add New Punch Card.
Enter the name, expiration rules, price, number of punches, and transaction codes.
Check Sell online if it should be purchasable through the Parent Portal.
Decide whether to Add credit and fee when purchased.
Save the card.
Once created, it becomes available to assign or sell.
Q: What does “Add credit and fee when purchased” mean?
A: This option affects how transactions appear on the student’s account:
Checked (most common): Posts a debit and matching credit immediately.
Unchecked: Posts only a credit at purchase. Each used punch posts a debit later.
Studios often keep this checked for simpler reconciliation.
Q: Can parents purchase punch cards and choose which student the card applies to?
A: Yes. When purchasing online, families can select the student who will use the card. The punch card then appears under that student’s account and is available for drop-in scheduling.
Q: How do I make punch cards available in the Parent Portal?
A: To allow families to buy punch cards online:
Check Sell online on the card itself.
Enable Sell Punch Cards Online in Portal Settings > Selling.
Add the Punch Cards quick link under Portal Settings > Options > Quick Links Setup.
Parents will then see the option in their portal menu.
Q: How can parents view their punch cards and remaining punches?
A: Parents can view their punch cards, remaining punches, and expiration dates by navigating to:
Shop > Punch Cards
or
Using the Punch Cards quick link in the portal.
This helps families track usage and renew their cards as needed.
Class Manager and Drop-Ins
Q: What do “Drop-in,” “Drop-in and Paid,” and “Punch Card” mean in Class Manager?
A: When staff add or manage a drop-in in Class Manager, they may see:
Drop-in: Records the attendance and posts a debit to the account.
Drop-in and Paid: Records attendance and a payment at the same time. (Note. Selecting a card type here does not run the physical card. It records the payment internally.)
Punch Card: Uses one punch from the student’s punch card.
Q: How do I view and manage a student’s punch card as an admin?
A: To review card details:
Open the student’s profile.
Go to Orders and Punch Cards > Punch Cards.
From there, staff can:
View remaining punches
Print the punch card
Review punch history
Undo a punch
Adjust expiration dates
Delete the card if needed
Q: Can admins manually sell a punch card to a family?
A: Yes. Staff can sell punch cards directly from the student’s profile:
Orders and Punch Cards > Punch Cards > Purchase a Punch Card
Q: Do I need a PIN to manage drop-ins in Class Manager?
A: The teacher will need either a PIN or if they're logging in from the Studio Manager app, their email and password combination. If you need to set up a PIN, you can create or update your PIN under:
More > Settings > Class Manager
Once set, you’ll enter it when opening Class Manager.
Check-In Options
Q: Can students check in for drop-ins using an iPad or self check-in?
A: Yes. Drop-ins follow the same check-in options as regular classes.
Studios can:
Check students in on behalf of the teacher
Allow teachers to check students in
Allow parents to self check-in using available tools
This flexibility supports both front desk and classroom workflows.
Related Articles:
How do I use the Check-In feature?
Can parents check their students into class?
Comments
0 comments
Article is closed for comments.