You are now able to create Services under More > Appointments & Private Lessons that allow you to add more than one student to the lesson.
Enter a price per student, or enter the total cost and have the system split it up evenly for you based on the number of students added.
Notice: When using the Appointments & Private lessons for multiple students setting, it can be only be scheduled on the Admin Side. It cannot be scheduled by the Parent in the Parent Portal.
To add an appointment or private lesson for multiple students, just click the "Appointment Actions" button and select "Add a Service."
Add the following information:
- Service Name
- Description
- Transaction Code
- Staff Member assigned to this Specific Service
- Staff Member Pay Rate
- Appointment Duration (in minutes)
- Max # of Students (this would be the total amount of students that you can add to the service)
- Price of Private the student will be charged
Once you have entered in all the above information, click "Save."
Click back into the service to assign the available Room(s) this service can be provided in.
Notice: This step is very important to make sure that your services do not get double-booked when you offer multiple services that may overlap.
Review the details of this service.
Under Price Type, you are able to tell the system if you would like the amount shown in the Price field to be charged by an individual student or divided equally by the # of students.
For example, if I set up this service and priced it at $150 to be equally divided by the number of students who have been scheduled for this private at a specific time, it will divide the amount equally between those students.
If the private is $150.00, and only 3 students are assigned to the private when it is scheduled, it will divide $150 by 3. So, each student would be charged $50.00
If the private is scheduled for only 2 students, each student would be charged $75 each.
Once you have reviewed the appointment details, click "Save."
Now, that you have set up your service, you will be able to book these appointments using the Appointment Calendar.
You have the option to book and review appointments from the Appointment Calendar. Within the Appointment Calendar, you can add appointments by clicking on the time that 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.
When you click a time, you will be prompted with the following display.
Select the Service from the dropdown menu. Start typing the name of the first student that the appointment is for. A list will display under the "Student Name" text box. Click the name of the student. Then, repeat the same steps to add the additional students to this. Assign the Room for the service, and then click the "Save" action.
As soon as the appointment is booked, a confirmation email will be sent to the Studio, the Parent emails, and the Teacher's email address. The email confirmation will contain all the details for the appointment.
Comments
5 comments
would be really good if this could be booked by parents - when will this feature be available
When selecting a room for appointments, it doesn't seem to take in to account your regular class schedule. Is there a way to not allow bookings when the room you want to provide the service in is already being used by a weekly class?
Also wondering if parents can schedule this themselves—we have too much going on to do it ourselves!
We use this feature to schedule pictures every 5 minutes. We need another way to setup appointments because when you go to the calendar, 5 minute intervals are so small you can't tell what you are clicking and can't see what it available. The only way I can easily do this is to go to the Parent Portal myself to schedule these which I do not like to do.
I wish there was just a button to add an appointment with the available times in a drop down box and I can select the students name.
I followed all the instructions and it still only added one of the dancers to the appointment
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