How do I set up private lessons?

 

You can go to More > Appointments & Private Lessons to set up Private Lessons and Appointments.

 

This will take you to the Private Lessons & Appointments screen.

 

From this screen, you can:

1. View your Appointment Calendar

2. Add Services that can be booked

3. Define your Cancellation Policy

4. View a list of all booked appointments.

 

 

 

Step 1 - Adding Appointment Hours

 

Before setting up a private lesson, you need to define when a staff member can be booked for private lessons.

 

Go to More > Teachers & Staff > Select the Teacher and click on Appointment Hours.

 

You're able to set weekly hours for the teachers here:

 

For example: If you want to be able to take appointments from 9:00 AM to 5:00 PM Monday through Friday, it would look like this.

 

You can also define sections of a day.

For example, if you want to be able to take appointments on Monday mornings from 9:00 to 11:00 AM and then Wednesday afternoons from 5:00 to 9:00 PM, it would look like this.

 

 

 

Step 2 - Adding a new service

Once you have defined the service hours for your staff, you can add your services by going to More > Appointments & Private Lessons. 

 

The service is a private lesson that students will book. Click the Appointment Actions button and select Add New Service.

 

You will be asked to complete basic information about your service. Your students will make appointments for this service. 

 

Once you have completed all the information, you can click the Save action and it will be added to the list of Services.

 

 

**Services have a one-to-one relationship with teachers. That means that if more than one teacher can teach a service, you must create a new service per teacher.

 

 

Step 3: Online Appointment Bookings

 

In the Parent Portal, students can book private lessons and appointments by going to Register > Private Lessons & Appointments.

 

 

The parent will be presented with a list of available services they can schedule. 

 

 

When they click the Schedule button, they can select the date, time, and person for the appointment.

 

 

They are given the option to review the appointment before they finalize the appointment.

 

 

 

When they book the appointment, a confirmation email will be sent to the Studio, the Parent, and the Teacher's email address. The email confirmation will contain all the details for the appointment.

A charge has also automatically been applied to their account for the appointment. You can verify this by going to the selected student's transactions view.

 

The Appointment Calendar

 

You also have the option to book and review appointments from the Appointment Calendar. Within the Appointment Calendar, you can add appointments by clicking when you would like to schedule the appointment. The appointment calendar is for administrators and overrides the appointment hours defined at the staff level. This allows studio managers to book appointments whenever they want to.

 

You can access the Appointment Calendar by going to More > Private Lessons & Appointments and clicking on the Appointment Calendar action.

 

This will show an interactive calendar for booking and managing appointments.

 

 

You will be prompted with the following display when you click a time.

 

Start typing the name of the student for whom the appointment is for. A list will display under the Student Name text box. Click the student's name. Select the service and then click the Save action. 

 

 

The colors of the Appointments are defined by the colors associated with the staff members. If you change the Color Key of the staff member in More > Staff > Staff detail, the color of the appointment will match on the calendar.

 

 

 

Teachers can also review their own schedule on the Studio Pro Studio Manager app or in their Mobile Time Clock.

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