Studio Pro Learning Lab: Parent Portal Essentials: Setting Up Families for Success

Welcome to another session of our Studio Pro Learning Lab series! 💡 

By the end of this session, you'll: 

✔️ Understand how parents, teachers, and staff access Studio Pro

✔️ Learn how to customize and configure your Parent Portal for a seamless family experience

✔️ Know how to introduce the Parent Portal during enrollment and onboarding

✔️ Discover simple ways to increase Parent Portal adoption among families

Parent Portal Essentials: Learning Lab Q&A

Q: What is the Parent Portal, and how can families access it?

A: Families can access the Parent Portal in two ways:

1. Through a web browser using your studio's unique Parent Portal link
2. Through the Studio Pro Portal app on their mobile device

The Studio Pro Portal app is designed specifically for families. It is different from the Studio Manager app and the Class Manager app, which are intended for staff and teachers.

Q: What is the difference between the Studio Pro Portal app, Studio Manager app, and Class Manager app?

A: The Studio Pro Portal app is for families. The Studio Manager app is for studio staff and administrators. The Class Manager app is for teachers. Each app provides access to different features based on the user's role.

Q: What should I set up before introducing the Parent Portal to families?

A: Before sharing the Parent Portal, it is recommended that you:

• Upload your studio logo
• Verify your studio contact information
• Confirm your studio address is correct
• Set your time zone
• Customize your Parent Portal branding and colors
• Configure Parent Portal permissions and settings
• Customize your new parent sign-up email
• Ensure every family has a valid email address on file

Q: Why is setting the correct time zone important?

A: Your time zone controls when scheduled emails are sent. If the time zone is not configured correctly, automated communications may be delivered at unintended times.

Q: Where can I customize the appearance of my Parent Portal?

A: Go to More > Settings > Portal Settings > Display. From there, you can:

• Change portal colors
• Add custom welcome messages
• Configure homepage content
• Customize the overall parent experience

Q: Can I add custom messages to the Parent Portal?

A: Yes. You can add custom messages throughout the Parent Portal to welcome families, provide instructions, share important dates, promote events, or direct parents to helpful resources.

Q: What is the best way to onboard imported families?

A: If you import families into Studio Pro, their accounts are already created. Be sure to send them their login information. The email address on file becomes their username.

Q: How do brand-new families create their accounts?

A: New families should use your studio's Parent Portal link to create their account. Their first login must be completed through a web browser before they can use the mobile app.

Q: Where can I find my Parent Portal links?

A: Parent Portal links can be found under Magic > Online Registration.

Q: What Parent Portal links are available?

A: Studio Pro provides two link options:

• A permanent studio-specific portal link
• A clickable website link for website buttons and navigation
• A custom branded link that includes your studio name

All three links remain active and available.

Q: Why should I create a custom-branded Parent Portal link?

A: A custom-branded link helps families recognize your studio, builds trust, and creates a more professional experience.

Q: What can parents do through the Parent Portal?

A: Depending on your settings, parents can:

• Register for classes
• Make payments
• Enroll in AutoPay
• Sign waivers
• Access shared files
• View class schedules
• Read studio communications
• Access music files
• View calendars and announcements

Q: What information can parents see when they log in?

A: Parents can view:

• Account balances
• Student information
• Messages from the studio
• Bulletin board announcements
• Shared files
• Registration options
• Email history

Q: What is the Bulletin Board used for?

A: The Bulletin Board is a communication tool that allows studios to share announcements, reminders, recital information, registration updates, and other important studio news.

Q: Can parents view previously sent emails?

A: Yes. Parents can access their email history directly within the Parent Portal. They'll go to Info > Bulletin Board > Email History.

Q: What are Parent Portal pop-ups?

A: Parent Portal pop-ups display important messages immediately after login. Many studios use them to encourage families to verify contact information, review policies, or stay informed about important updates.

These can be set up under Studio Announcements (from the menu on the left).

Q: What are Shared Files used for?

A: Shared Files can be used to distribute:

• Studio handbooks
• Newsletters
• Music files
• Documents
• Other resources for families

Q: What are Headlines in the Parent Portal?

A: Headlines are customizable content sections displayed on the Parent Portal homepage. Studios often use them to highlight events, ticket sales, registration deadlines, newsletters, private lessons, camps, and other important announcements.

Q: Can I customize what information parents provide during account creation?

A: Yes. Under Portal Settings > Options, you can choose which information parents are required to provide beyond the standard name and birthday fields.

Q: Should new parents land on the Main Menu or Registration page after creating an account?

A: Studio Pro recommends directing new parents to the Online Registration page. This creates a smoother experience for families who are creating an account specifically to enroll in classes.

Q: Can I customize the email sent when a parent creates an account?

A: Yes. You can customize the account creation email to provide important studio information and encourage families to complete registration.

Q: Can parents access staff or administrative functions?

A: No. Parents can only access the features and permissions you have enabled through your Parent Portal settings.

Q: Can parents switch between multiple studios in the Portal app?

A: Yes. If the parent uses the same email address and login credentials across studios, they can select between studios within the app.

Q: Can I show specific classes to specific students during registration?

A: Yes. You can use the Eligible List feature within a class to display registration options only to designated students. You can also use the Suggestions feature to recommend classes.

Q: Can parents make partial payments through the Parent Portal?

A: Yes. If enabled, parents can use the "Other" payment option to enter a custom payment amount.

If due dates are assigned to charges, parents can also choose specific items to pay. Without due dates, the payment is applied as a general amount toward the account balance.

Q: Can waivers be signed every time a student enrolls?

A: Yes. Waiver settings can require parents to sign waivers during account creation, class registration, or both.

Studio Pro recommends enabling both options to help keep waivers current.

Q: Can costume information be displayed in the Parent Portal?

A: Yes. Costume information can be displayed through Portal Settings.

You can choose whether parents can see costume details and pricing.

Q: What is the recommended setting when adding costumes?

A: It is generally recommended to leave the individual "Show on Portal" setting unchecked while building costumes. Later, when you are ready to display costumes, you can enable the master costume display setting instead of updating each costume individually.

Q: What is the difference between Studio Cloud and Shared Files?

A: Studio Cloud is where studio administrators upload files. Parents see those shared resources under Shared Files within the Parent Portal.

Class-specific files can also be shared and will only be visible to students enrolled in the corresponding class.

Q: Are Robo-Text messages visible in the Parent Portal?

A: No. Robo-Text messages do not appear on the Parent Portal bulletin board.

However, email history is available to parents, and administrators can review text communications through the Communication Log.

Q: How can I follow up with families who start registration but do not finish?

A: Use the Pending Registration feature under Magic > Online Registration > More > Pending Registrations. You can identify families with incomplete registrations and send follow-up emails or text messages encouraging them to finish enrollment.

Q: How do parents enroll in AutoPay if AutoPay is required?

A: During registration, parents will see an AutoPay Required notification. Selecting the link takes them to the AutoPay setup page. After completing AutoPay enrollment, they can return to finish registration.

Q: Can Google Calendar be integrated with the Parent Portal calendar?

A: Yes. Google Calendar integration is available through Portal Settings and can sync with your Parent Portal calendar.

Q: Can the chat feature be disabled only for parents?

A: No. Disabling chat turns it off for everyone. There is currently no setting to disable chat only for parents while keeping it active for staff.

Q: Can parents sign up to volunteer through the Parent Portal?

A: Yes. Volunteer sign-up functionality is available through the Parent Portal when configured by the studio.

Related Articles:

What is the Parent Portal?

How do I customize the Parent Portal with my business branding and colors?

How do I add custom messages to the Parent Portal?

How do I create Parent Portal Passwords for all of my parents?