FAQ - Frequently Asked Questions

Tuition

1. Why is a student not being charged tuition?
2. Why is the tuition that is being charged not the right amount?
3. How do I change my tuition rates?
4. How do I give a discount or credit to a family?
5. How do I charge a different amount for just one family?
6. How do I delete an Auto Registration or Auto Tuition charge?
7. How do I handle class cards?
8. How do I handle private lessons?
9. How do I turn off/on prorating?
10. My classes start after Sep 3, and I bill the same amount every month, even though there are fewer days for Sep. When I enroll a student after the 3rd, it pro-rates them. How can I stop that?
11. It is charging a different amount for tuition for each month. How do I make it charge the same amount every month?
12. Why are some of my tuition balances off by 1 cent?

Registration Fees

1. How do I delete an Auto Registration Fee?
2. How do I prevent the Studio Director from adding registration fees for some classes?

Charges / Payments

1. Why are some of the charges in red?
2. I rent out studio space to others. How do I set this up in Studio Director?
3. How do I charge for events?
4. How do I charge for performances?
5. How do I charge for costumes?

Credit Card

1. How do I refund a credit card transaction that has already been processed?
2. How do I get a list of students that are not on autopay?
3. If I use the Studio Director, am I PCI compliant?
4. Is the Studio Director PCI compliant?
5. Do you support a credit card swiper?

Online Regsitration

1. Some of my families enrolled in classes before today, but I no longer see them enrolled. What happened?
2. What does it mean if I get an email with the subject, Issue with your online class enrollment?
3. How do I make a season (tab on the class calendar) not viewable in the online registration?
4. How do I make a season (tab on the class calendar) viewable in the online registration?
5. What is my online registration link?
6. How do families get logins to online registration?

Email

1. Why are some of my families set to Do not send emails to family?
2. How do I find families that have their opt-out set to Do not send emails to family?
3. Can you set all my familes to Send emails to family for me?
4. One of my families is not getting my emails. What can I do?
5. How can I insert an image into an email?
6. Can I spell check my emails?
7. Can I attach more than 5 attachments and/or more than 2MB total?

Configuration

1. How do I update my studio’s address or other contact info?
2. How do I create a new season?
3. How do I set up camps?
4. When I try to enroll/drop a student from a class, it says that the season has already ended. Why?
5. How do I remove old seasons from the class calendar?

Other

1. I dropped a student from a class, why are they still showing up on the class roster?
2. On the classes page, what is the difference between notes and description?
3. How do I keep track of leads?
4. When I view a class, why are some of the student names in red, some in green, and some in blue?

You have two options.

1. You can use the Studio Director to keep track of the cards that have been purchased by each student and have the Studio Director automatically keep track of which slots on the card have been used based on the student’s attendance. For more information on this option, please see the following entry of our quick start guide.

   http://app.thestudiodirector.com/quickstart.htm#classcards

2. You can just add charges to the family’s accounts whenever they purchase a card, and you can then keep physical cards which you punch yourself whenever they take a class. To do that, do the following.

   Create a charge category for each of the card amounts. For example, if you sell 6 class cards, and 12 class cards, enter a charge category for the 6 class cards, and a category for the 12 class cards. To do that, do the following.

   1. Click on the Admin tab
   2. Under Tuition Rate / Charge Administration, click on Charge Categories / Sales Tax Percentages
   3. Enter something like "Class card - 6 classes" as the Category, and enter the amount you charge for such a card
   4. Press Save Changes (upper left hand corner, under Home)
   5. Repeat for the different class cards that you sell

   Then, whenever a family or student purchases a class card, do the following.

   1. From the family’s page, click on "Add New Charge"
   2. Select the class charge that they are buying
   3. Enter any notes if you want
   4. Press Save Changes

back to top

You have two options. 1) You can enter a charge each time there is a private lesson, and put in the notes the date and who it is with, 2) you can create a class for each private lesson or group of lessons. The first option is simpler, but the second allows you to track enrollment for each private lesson and view the private lessons on a calendar.

To implement option 1, do the following.

1. Add a charge category for private lesson.
   1. Click on the Admin tab
   2. Under Tuition Rate / Charge Administration, click on Charge Categories / Sales Tax Percentages
   3. Enter something like "Private Lesson" as the Category, and enter the amount you usually charge for a private lesson
   4. Press Save Changes (upper left hand corner, under Home)
2. Whenever someone signs up for a private lesson, do the following.
   1. From the family’s page, click on Add New Charge
   2. Click on Private Lesson
   3. Change the amount if needed
   4. Enter the date, time and instructor for the private lesson

To implement option 2, do the following.

1. Add a new season called Private Lessons (if you do not already have one created)
   1. Click on the Admin tab
   2. Under the Class / Date Administration section, use the "Help me setup a new season" option to create a calendar for the private lessons
2. Add a class for each student that is taking a Private
   1. From the student page that is taking a private
   2. Select the "Create a private class" action
   3. That will walk you through the process of creating the private class and enrolling the student in that private class
   4. Review the family’s account ledger to make sure they were charged for the private lesson. If not, click Add New Charge, and enter a charge for the lesson.

back to top

1. On the left hand side, under Search, click on Advanced Search
2. Click on families
3. Set Automatic/Recurring Payment Plan to No
4. Click on next
5. The families will be listed in the search pane on the left

back to top

You can turn pro-rating off by season.

1. Click on the Admin tab
2. Under Class / Date Administration, click on #2 Seasons
3. Click on the season that you want to turn pro-rating off
4. Change the Prorate field to No

The pro-rating is determined at the time of enrollment. If you have pro-rating on, enroll a student, and then turn pro-rating off, that student will still be pro-rated. If you have pro-rating off, enroll a student, and then turn pro-rating on, that student will still not be pro-rated. It is important to turn pro-rating on or off before you enroll your students.

If you have enrolled students with the prorate field incorrectly set, you can still change it. Go to the student, next to the class they are being pro-rated for, there will be an "Enroll Dates" button. Click on that button, and change the date that you want to start charging tuition. If you do not want them to be pro-rated, set the date to the beginning of the session (i.e. billing period). If you want them to be pro-rated, set the date to the date they enrolled in the class.

Also, pro-rating can be set by class type and by a global flag as well as by season. If you are managing all your pro-rating by season, please make sure that pro-rating is set to default for the class type and set to yes for the global flag. To set the class type,

1. Click on the Admin tab
2. Under Tuition Rate / Charge Administration, click on Class Types
3. Click on the class type on the right, and set Pro-rate set to Default to Studio Contact Info Pro-rate Field
4. Press Save Changes.

To check that the global pro-rate flag is set correctly,

1. Click on the Admin tab
2. Under Studio Information, click on Studio Contact Info
3. At the bottom of the form, change Pro-rate to Yes
4. Press Save Changes

back to top

Before Sep 3, you should turn pro-rating off. Then, after your classes start, but before you enroll any students, you should turn pro-rating back on. See How do I turn off/on prorating? for an explanation of how switch the pro-rating.

back to top

There are several possibilities. You should check each one in order.

1. The student may have an override of 0. To check this, do the following.
   1. Go to the student’s page
   2. Underneath student information, click on Override Tuition
   3. If the Tuition Override Amounts say 0, that is why they are not being charged. Set them to blank if you want their tuition to be calculated automatically.
2. If you bill by number of classes a student takes, or by number of hours a student takes, you may be missing rates. To check this, do the following.
   1. Click on the Admin tab
   2. Under Tuition Rate / Charge Administration, click on View Missing Rates
   3. If it says No missing rates, this is not the problem
   4. Otherwise, click on Show missing rates by family, student, and class
   5. It will show you what students were not charged, and what rategroup and rates are missing
   6. To add the rates, click on the Auto Tuition Rates link near the bottom and enter the rates that are missing If the tuition rates are there, but the missing rategroup does not match the rategroup that you have in the table of rates, you need to change the rategroup for the class type. To do that, do the following.
      1. Click on the Admin tab
      2. Under Tuition Rate / Charge Administration, click on class types
      3. Click on the class type for the class that is not being charged
      4. Under the Class Types form, change the rategroup to match the other class types
      5. Press Save Changes
3. If you use class session charges, make sure that the class the student is enrolled in has the amount you charge per billing period in the class’s Session Charge Field.
   1. Go to the class page
   2. Make sure the Session Charge field is not blank or 0. Make sure it has the amount you charge per billing period.
4. Make sure billing periods are defined for the season.
   1. Click on the Admin tab
   2. Under Class / Date Administration, click on #4 Sessions (e.g. billing periods)
   3. Make sure a session is added for every billing period (e.g. month) in the class’s season. If not, add the missing sessions. If you add a session, and you charge the same amount each month, make sure that each session is 28 days long (i.e. starts on 1st and ends on 28th).

back to top

First, you should see how it calculated the tuition. That may help you understand what the problem is. On the family page, there is a table of charges and payments at the bottom. If you click on the description (i.e. Auto Tuition) for the charge that is wrong, it will bring up a page with a description of how the tuition was calculated on the right.

If you still do not understand what is wrong, you should check the following possibilities in order.

1. The student may have an override. To check this, do the following.
   1. Go to the student’s page
   2. Underneath student information, click on Override Tuition
   3. If the Tuition Override Amounts are not blank, then Studio Director will charge that amount. This allows you to override tuition in the case that it is not calculating the way you want it to. If you want it to calculate automatically, leave the Tuition Override Amounts blank.
2. If the student enrolled after the start of a billing period, make sure that the enrollment date is correct. It may be pro-rating the amount if they enrolled after classes started. You can check and change the enrollment date by doing the following.
   1. Go to the student’s page
   2. Find the class at the bottom of the page
   3. Click on the Enroll Dates button
3. If the student was dropped from, or switched out of the class, the date that they were dropped may be incorrect. It will charge them for classes up until that date. To check and change the drop date, do the following.
   1. Go to the student’s page
   2. At the bottom of the page, click on View old class enrollment and dropped class history
   3. Find the class in the drop history table
   4. Check the Drop Date for Tuition column. If it is incorrect, click on the date to change it
4. If you bill by number of classes a student takes, or by number of hours a student takes, and it does not appear to be giving a discount even though they are taking multiple classes, the class may have a session charge.
   1. Go to the class page for the first class the student is enrolled in
   2. Make sure the Session Charge field is blank. If it is not, then the Studio Director will charge that amount per billing period, regardless of how many classes they take.
5. If you bill by number of classes a student takes, or by number of hours a student takes, your rates may be incorrect. Please, double check the rates by doing the following.
   1. Click on the Admin tab
   2. Under Tuition Rate / Charge Administration, click on Auto Tuition Rates
   3. Click next
   4. On the right will be a table that shows how much to charge by rategroup. If you bill the same amount every month, multiply the weekly rate by 4 to get a monthly rate, or divide a monthly rate by 4 to get a weekly rate.
6. If you want to bill the same amount each month, but it is charging different amounts for each month, click here.
7. If your classes start after Sep 3rd, and it appears to be pro-rating for Sep, click here.

back to top

You cannot delete one of these charges because the Studio Director will just add it back again. But, you can add an adjustment which cancels it out. To do that, do the following.

1. Go to the family’s page
2. Click on the Add New Charge button
3. If you are cancelling a registration fee, click on Registration Adjustment; if you are cancelling another type of tuition charge, click on Tuition.
4. Enter in the negative of the Auto Registration Fee or Auto Tuition charge in the amount. For example, if the charge was for $25, enter -25
5. Enter some notes describing why you are cancelling out the charge
6. Press Save Changes

back to top

1. Go to the family’s page
2. Click on the Add New Charge button
3. If you are adjusting a registration fee, click on Registration Adjustment. If you are adjusting tuition, auto tuition, auto family discounts, auto class charges, multi-class discounts, make-up class charges, or drop-in class charges, click on tuition. Otherwise, click on a charge category that matches the charge you are adjusting.
4. Enter the negative of the discount amount. For example, if you want to give them $25 off, enter -25 for the amount.
5. Enter some notes describing why you are giving the discount.
6. Press Save Changes

back to top

The problem is that your sessions should be exact multiples of 4 weeks instead of going from the 1st of the month to the 31st of the month. To fix it, do the following.

1. Click on the Admin tab
2. Under Class / Date Administration, click on #4 Sessions (i.e. Billing Periods)
3. For each of the sessions that starts on the 1st and ends on the 30th or 31st, and that has an end date greater than today, change the end date to the 28th of the month

back to top

You have two choices.

1. You can enter an adjustment to charge the family more or less
   1. Go to the family’s page
   2. Click on the Add New Charge button
   3. If you are adjusting a registration fee, click on Registration Adjustment. If you are adjusting tuition, auto tuition, auto family discounts, auto class charges, multi-class discounts, make-up class charges, or drop-in class charges, click on tuition. Otherwise, click on a charge category that matches the charge you are adjusting.
   4. For the amount, enter a positive amount to charge them more, a negative amount to charge them less. For example, if you want to charge them an extra $15, enter 15. To charge them $12 less, enter a -12.
2. You can override the tuition for a student
   1. Go to the student’s page
   2. Underneath student information, click on Override Tuition
   3. Change the Tuition Override Amounts to the amount you want to charge for each billing period. Use the Copy link to copy one value to the other billing periods. Leave a billing period blank to not override it.

back to top

1. Void or refund their credit card in either your card terminal (if you have one), or in Cybersource or Vantiv’s virtual terminal.
   1. To do it in Vantiv, do the following.
      1. Sign into the Vantiv core management system -- http://www.coremanagementsystem.com/eps
      2. Click on the Virtual Terminal tab
      3. Click on View Transactions
      4. Find the transaction, or use the Transaction Search to find it. The transaction id can be found in The Studio Director using the View Transactions report, which is on the Reports tab.
      5. Click on the transaction.
      6. If the transaction is still pending, you can void it by clicking the Void button (the card holder will not be charged the original amount).
      7. Otherwise, you’ll need to press the Credit button to credit that account for you (the card holder will be charged the original amount and then the same amount as a credit).
      8. If you need assistance, please contact Vantiv support at 866-435-3636.
   2. To do it in Cybersource, do the following.
      1. Sign into Cybersource Business Center -- https://businesscenter.cybersource.com
      2. On the left, click on Transaction Search
      3. Click on General Search
      4. Pick a Date Range. You can also use the Search for a field and value and select Last Name and then type in the family’s last name to narrow the results if you need to.
      5. Click Search to get the list of transactions
      6. Click on the transaction you want to get the details
      7. If the transaction is still Pending, you can VOID it (the card holder will not be charged the original amount)
      8. Otherwise, you’ll need to press the Credit button to credit that account for you (the card holder will be charged the original amount and then the same amount as a credit).
      9. If you need assistance, please contact Cybersource support at 866-322-7924.
2. Remove the Credit Card Payment from the Studio Director
   1. Go to the family’s page
   2. If you voided a payment, find the Credit Card Payment that you voided and click on Credit Card Payment. Then, click the yellow Delete button at the top.
   3. If you added a Credit, do the following:
      1. Press Add New Payment
      2. Click Cash, Check, Trade
      3. Enter the amount of the credit as a negative number

back to top

Because The Studio Director does not collect, store, transmit, or process cardholder data, we are out of scope for PCI. We rely on our partners (Vantiv Services and Cybersource) to collect, store, transmit, and process cardholder data. Both Vantiv Services and Cybersource are PCI certified as level 1 service providers.

Your business may also be required to be PCI compliant, but becoming certified will be easier because you are using a PCI level 1 service provider.

back to top

Because The Studio Director does not collect, store, transmit, or process cardholder data, we are out of scope for PCI. We rely on our partners (Vantiv Services and Cybersource) to collect, store, transmit, and process cardholder data. Both Vantiv Services and Cybersource are PCI certified as level 1 service providers.

back to top

If you are using Vantiv Services, we support their swiper. If you contact them, they can provide you with a swiper. In Studio Director, when you add or modify a credit card profile, you can either key in the credit card and expiration date, or you can use the swiper.

Unfortunately, if you are using Cybersource or Verisign, we do not support a swiper.

back to top

If you have the credit card feature, and a family enrolls in classes, and they did not pay, they will be unenrolled from classes that night. If you go to the student’s page, and click View Old Enrollement (at the bottom), you will see the classes they are dropped from. It will say "Same day drop from registration page" if they were dropped for this reason. Here are some reasons why they may not have paid.

1. They did not complete the last step of the registration process.
2. They entered a credit card that was declined, and then did not enter a good one when prompted.

Note, even if they do not have a balance due, they are required to enter credit card information. If they do not, they will also be unenrolled. This is done so that you will have their credit card information on file and can bill them later.

The same thing will happen if they enroll in a class online, but you enter the payment for them (cash, check or charge). If the family has enrolled online, but has not paid, and you do not want them to be dropped from classes, do the following.

1. In the administrative site for studio director (not the online registration), go the the family’s account
2. Under the family information form, you will see the following text: This family enrolled in classes online today, but has not yet paid online. They are scheduled to be dropped out of these classes tonight. If you do not want them to be dropped, click here.
3. Click on the click here

back to top

It means that a student was dropped from classes because they did not enter payment information online. See this entry for more information.

back to top

When you drop a student from a class, it prompt you for the last date that you want them to appear on the class rosters. They will show up until that date.

If you have already dropped them, and you selected the incorrect drop date, you can change the drop date by doing the following.

1. Go to the student’s page
2. Click on View old enrollment and dropped class history
3. The table of drops will have a Drop Date For Attendance And Rosters column. Click on that date
4. Enter in the correct date
5. Press OK

back to top

Please use our "Help me increase my rates" tool. You can find it on the Admin tab, under Tuition Rate / Charge Administration. Click on Help me increase my rates.

back to top

The Studio Director allocates tuition charges across the classes that a student is taking. Sometimes this causes a rounding error. For example, if a student is taking 3 classes, and they are each 1 hour long, and they are charged $100 for the month, the Studio Director will charge $33.33 for each class. But, if you add that up, it will total to $99.99, not $100.

NOVEMBER 2009: we have changed the way it rounds tuition charges with the November 2009 software release. Tuition amounts for new 'Sessions-billing periods' that you added after the release (technically, it will be sessions added with a start date greater than the start date of any session that you had in your database before the new release) will round tuition charges differently to add up to your exact tuition rates. In the above example that rounded to $99.99, two classes would now charge $33.33 and one class would charge $33.34 for a total charge of exactly $100. If you have tuition charges for current or future sessions that existed before the November 2009 release and you would like them to round tuition charge the new way (that is, without the old penny rounding issue), please contact [email protected] to make that change.

back to top

You can turn registration fees off by season. To turn registration fees off for a season,

1. Click on the Admin tab
2. Under Class / Date Administration, click on Seasons
3. Click on the season you want to change
4. Change the Reg Fee flag to No

Note, you can also turn registration fees off by class type. Even if the season reg fee flag is set to yes, it will not charge registration fees if the class type reg fee flag is set to no.

back to top

A charge will be red if the charge is past due and the charge has not been fully paid. The Studio Director determines if charges are fully paid by comparing the paid toward of the payment to the description of the charge. First, it will try to pay the oldest charges where the paid toward matches the description. If the payment’s charge does not match the description of any unpaid charge, it will pay the oldest charge first.

The family can have a zero balance, and still have unpaid charges. For example, if a family has the following charges and payments

Due Date	Description	Charge	Payment	Paid Toward
Sep 1	Registration Fee	10.00
Sep 1	Auto Tuition	10.00
Sep 1	Payment		20.00	Tuition
Oct 1	Auto Tuition	10.00

the two Auto Tuition charges will be paid, and the Registration Fee will not. Because the Registration Fee is not paid, it will be red.

If you want the $20 payment to pay the Registration Fee and the Sep Auto Tuition, you should split the payment when you enter it. To add a new split a payment, do the following.

1. From the family’s page, click on the Add Payment button
2. Enter the payment method (check, cash, ...)
3. Enter the total amount
4. Enter the payment date
5. Enter the deposit date
6. Press the Split Payment button
7. Select the paid toward of the first split (e.g. Registration)
8. Enter the amount of the first split (e.g. $10)
9. Select the paid toward of the second split (e.g. Tuition). The amount of the second split will automatically update to the remaining amount. Change it if there are more than two splits.
10. Repeat the process until all splits are entered.
11. Press Save Changes

To see what payments paid a charge, or to see what charges a payment was applied to, click on the description for the charge or payment. Under the form will be some text that says something like "$5 of this charge has been paid - see details". Click on the see details.

back to top

1. Create a date specific season.
   1. Click on the Admin tab
   2. Under Class / Date Administration, click on #2 Seasons
   3. Enter the season name
   4. Enter the start and end dates for that season. For example, you can use Jan 1 and Dec 31 of the current year.
   5. Set season type to date specific.
   6. Set Viewable to no.
   7. Press Save Changes
2. Create a class for each timeslot and location that you can rent out. Set the season to the season you just created, and set the class dates to today for now. Set the max size to 1. Enter the amount you charge for that timeslot into the Single Class Charge field.
3. Add each of the customers that you rent space to as a family and as a student.
4. As they want to schedule the renting of space, edit the class for the timeslot and location they want to rent, and add the day they want to rent. Then, enroll them in the class for that day. Because the class’s max size is 1, it will not let you rent that space to two customers on the same day and time.
5. They will automatically be charged the single class charge.

back to top

This will charge a student a single event fee regardless of how many classes they are enrolled in. If you charge a student a performance fee for each class they are enrolled in, see How do I charge for performances.

For event fees, you have two options.

Option 1: Use the performance management feature.

1. Make sure you have an event defined
   1. Click on the Admin tab
   2. Under Events/Recitals Administration, click on Events/Recitals
   3. If you event is not listed in the table on the right, fill in the information and click save changes
2. For each class that has a performance, go to the class
3. On the right, click on Performance & Costume Management
4. Click add new performance
5. Select the event and other info. If you don't know, enter TBD
6. Enter 0 for the performance fee
7. Press save changes
8. When you have completed enrollment in any classes that have performances, do the following. Warning, you must wait until enrollment is completed before doing this. If students enroll after you do this, you will have to add their event fees manually.
   1. Click on Charges/Payments
   2. Under Charges, click on Enter event/recital fees
   3. Select the event (or All if you charge one fee for all events), and a date, and enter any notes
   4. Enter the amount you charge for one student in the student charge. If you charge that amount for additional students, leave the family charge blank. If you charge a different amount for 2 or more students, enter that amount in the family charge. If some students do not perform, and you have set the student’s performing flag, you can change Performing to Only students that are performing.
   5. Press Save Changes

Option 2: You can enter the charges manually for each family.

1. Go to the family’s page
2. Click on the Add New Charge button
3. Click on Event/Recital Fee
4. Enter the amount.
5. Enter some notes describing the event
6. Press Save Changes

back to top

This will charge each student a performance fee for each class they are enrolled in. If you charge a student a single event fee regardless of how many classes they are enrolled in, see How do I charge for events.

For performance fees, you have have three options.

Option 1: After you have completed enrollment in the class, do the following. Warning, you must wait until enrollment is completed before doing this. If students enroll after you do this, you will have to add their performance fees manually.

1. Click on the Charges/Payments tab
2. Under Charges, click on Enter new charge for a class
3. Select your class
4. Enter the amount, the date you want the performance fee to be due, and put something like "performance fee nutcracker" in the notes
5. Press save changes

Option 2: Use the performance management feature.

1. Make sure you have an event defined
   1. Click on the Admin tab
   2. Under Events/Recitals Administration, click on Events/Recitals
   3. If you event is not listed in the table on the right, fill in the information and click save changes
2. Open the class that has the performance
3. On the right, click on Performance & Costume Management
4. Click add new performance
5. Select the event and other info. If you don't know, enter TBD
6. Enter the performance fee
7. Press save changes
8. When you have completed enrollment in any classes that have performances, do the following. Warning, you must wait until enrollment is completed before doing this. If students enroll after you do this, you will have to add their performance fees manually.
   1. Click on Charges/Payments
   2. Under Charges, click on Enter Performance Fees
   3. Select the event, and a date, enter any notes, and press Save Changes

Option 3: You can enter the charges manually for each family.

1. Go to the family’s page
2. Click on the Add New Charge button
3. Click on Performance Fee
4. Enter the amount.
5. Enter some notes describing the performance
6. Press Save Changes

back to top

For costume fees, you have have two options.

Option 1: After you have completed enrollment in the class, do the following. Warning, you must wait until enrollment is completed before doing this. If students enroll after you do this, you will have to add their performance fees manually.

1. Click on the Charges/Payments tab
2. Under Charges, click on Enter new charge for a class
3. Select your class
4. Enter the amount, the date you want the costume fee to be due, and put something like "costume fee nutcracker" in the notes
5. Press save changes

Option 2: Use the costume management feature.

1. Open the class that requires the costume
2. On the right, click on Performance & Costume Management
3. Click add new costume
4. Enter the costume info. If you don't know, enter TBD
5. Enter the list price and deposit. The costume balance will be the list price minus the deposit.
6. Press save changes
7. When you have completed enrollment in the classes that have the costumes, do the following. Warning, you must wait until enrollment is completed before doing this. If students enroll after you do this, you will have to add their costume fees manually.
   1. Click on Charges/Payments
   2. Under Charges, click on Enter costume deposit charges
   3. Enter a due date, enter any notes, and press Save Changes
   4. It will charge each student the costume deposit for any class they are enrolled in that has a costume
8. When you are ready to charge the balance for costumes, repeat the previous step but click on Enter costume balance charges on the Charges/Payments tab.

back to top

1. Click on the Admin tab
2. Under Class / Date Administration, click on #2 Seasons
3. Click on the season that you want to make not viewable
4. Change Viewable to No
5. Press Save Changes

back to top

1. Click on the Admin tab
2. Under Class / Date Administration, click on #2 Seasons
3. Click on the season that you want to make not viewable
4. Change Viewable to Yes
5. Press Save Changes

back to top

Please, use our "Help me set up a new season" tool. On the Admin tab, under Class / Date Administration, click on Help me set up a new season.

back to top

Go to the Admin tab, Online Registration, "Get Online Registration Link".

back to top

If your families have email addresses, then they can log into the online registration site using their email address as their login. If they forgot their password, they can click on the "Forgot your password?" link and it will email them a way to reset their password.

If you like, you can use the "email to group" report to email your families the following. Or, you can modify the text and put it on your website.

Dear Customer,

We are now accepting online registration for [enter your season here]. Please, go to the following site:

[enter your studio director online registration link here]

The email address where you received this email is your login. If you do not know your password, click on the "Forgot your password?" link, enter the email address where you received this email, and then it will email you a way to reset your password.

Thank you!
[enter your studio name and contact info here]

To get the link to your online registration, go to the Admin tab, Online Registration, "Get Online Registration Link".

If your families do not have email addresses, you have two choices.

1. You can collect the email addresses, and set them under each family's page. You can also set the password at this time if you like using the reset password button next to the email address.
2. You can let the families register again by going to the online registration page, and clicking the register button in the lower left hand corner. But, if you do this, each family will be in the system twice. To remedy that, when you get the email telling you that the family has registered, go to the old family page, click the "Merge this family with another family" link, and select the new family. That will merge the two accounts together.

back to top

If most students will be enrolled for the entire camp, then you should choose one of the following options.

1. Display the classes on a weekly calendar with the dates each class meets next to the class name -

   To set this up, click on the Admin tab, Class / Date Administration, Help me set up a new season. As you answer the questions, specify that you want to set up summer, and choose the weekly camps option (even if your camps meet for longer than a week). When you enter your classes, put the dates that the class meets in the class name (e.g. "Ballet July 10-15"), and put the amount you charge for the entire camp in the class’s session charge field. This is the most common choice.

2. Display the classes on a monthly calendar, and only the first day of the camp will be displayed on the calendar, but the dates the class meets will appear next to the class name -

   To set this up, click on the Admin tab, Class / Date Administration, Seasons, create a season for your camp. When you create it, set the Season Type to Date Specific. When you enter your classes, put the dates that the class meets in the class name (e.g. "Ballet July 10-15"), set the dates to only the first day of the camp (not all the dates the camp meets), and put the amount you charge for the entire camp in the Single Class Charge field.

If most students will only be enrolled for some of the days the camp meets, and you want to track enrollment by day, and you want to charge by day, do the following.

1. Under the Admin tab, Class / Date Administration, Seasons, create a season for your camp. When you create it, set the Season Type to Date Specific.
2. When you create your classes, you can specify the days that the class meets. Students will enroll by day. Put the amount you charge per day in the Single Class Charge field.

back to top

It is because there are no more billing periods left for that season. The studio director requires billing periods in order to drop students. If there are no more billing periods left, dropping them has no effect on tuition.

If the class you are dropping from is part of a new, upcoming season, it is probably because you created a season without creating billing periods. You can add billing periods under the Admin tab, Class / Date Administration, Sessions (i.e. Billing Periods). The next time you create a season, use the "Help me set up a new season" link on the Admin tab, under Class / Date Administration. It will ask you questions and set up all the things that need to be set up for a new season.

If the class you are dropping from is part of a season that is ending, it is probably because you are dropping students after the last billing period ended. In that case, we recommend just leaving the students in the class. It will not affect their tuition if you drop them.

back to top

There are four ways an email address can get set to Do not send emails to family.

1. In the administrative website, you can go to a family’s page and change the Opt-out of emails field.
2. In the online registration, a family can choose whether or not they want to receive emails. If they choose not to receive emails, you should respect their choice.
3. If a family receives an email from you, and they press the "report spam" button in their MSN or AOL email reader, it will notify us, and we will set their email to do not send emails to this family. It will also send you an email notifying you that they were opted out for this reason. If they choose this, you should respect their choice. Not respecting their choice will cause all your emails (to all families) to be blocked by MSN or AOL.
4. If you send an email to a family, and the email bounces back to us, we will set their family to do not send. We will also send an email to the address configured under Studio Contact Info on the admin tab. This email will tell you that their email address was not valid. If this happens, you should double check the email address and all the email addresses listed under more emails. Make sure they are all valid, and that they are all spelled correctly. Then, you can set the email back to send emails to family.

back to top

1. On the left hand side, under search, click on advanced search
2. Click on #2 families
3. Set the opt-out field to Do not send emails to family
4. Click next
5. The families will show up on the search results on the left

back to top

No. We are required to comply with rules that are set by the major email services, like AOL, MSN, etc. If we do not, all of the emails that you send will be marked as spam. Those rules require that we have the opt-out field, that families be allowed to set it to Do not send emails to family, that we set it to Do not send emails to family under certain conditions, and that we don't just reset all the families to Send emails to family.

back to top

Most likely, your family is not getting the emails because their email service provider is treating your emails as spam. Your family can specifically whitelist you. This will improve the chances that your email will not be treated as spam. Please, have your family follow the following steps:

http://www.emaildeliveryjedi.com/mywhitelist.php

back to top

There are two options for inserting an image into an email note.

1. Use an image that you already have accessible somewhere on the Internet. This could be an image you have on your website, or an image you have uploaded to a photo/image sharing service like Flickr or Photobucket. Just copy the URL to that existing image (that is, http://www...) and use the "Add Image" button in the email editor to then paste the URL for the image.
2. Upload an image to the photo/image sharing service ImageShack. By clicking on the "Upload Image" button in the email editor, you'll be prompted to find an image on your PC. That image will be uploaded to ImageShack and will also be inserted into your email.

NOTE: using smaller images and lower resolution (72dpi) images will speed up your emails and help the delivery and visibility to your customers.

back to top

If you use FireFox, Chrome, or Safari as your web browser, they all include a spell check feature. Misspelled words will be underlined and right clicking will give better options. Alternatively, you can type the message in your favorite editor (like MS Word) and do the spell checking there; then, copy and paste the message text into the Studio Director email.

back to top

You can only send a total size of 2MB of combined attachments through the Studio Director. You can send up to 5 attachments, but the combined total of the attachments is limited to 2MB.

As an alternative, you could upload your attachments to your website, or to an online file sharing service. If you google for free file sharing or free file hosting, you can find a list of free ones. Then, just include the link (the URL) to that attachment file within the body of your email.

back to top

If you no longer want to display last year's season on the class calendar, you can remove it by going to the Admin tab, Class / Date Administration, Seasons. Click on the season you want to delete and press delete.

Note, as long as all the sessions for this season have ended, deleting this season will not affect any of your charges or payments. Also, the enrollment history for this season will still be viewable under the student pages under the View old enrollment and drop class history link.

back to top

Use the class notes for information that you want only to be visible to you, your staff, and your instructors. It will only be displayed on the class page in the administrative site (not the online registration), and optionally when you print the class roster report.

Use the description to provide information about the class that you want displayed on the class calendar. It is displayed in the tooltip that pops up when you hold the mouse over the class. This information is visible in the online registration.

back to top

First, update the information on the Admin tab, Studio Information section, Studio Contact Info. Second, if you are using online registration, and your contact info is on the online registration banner, you can upload a new one. Go to the Admin tab, Online Registration section, Upload online registration banner image. Third, if your contact information is on your logo, you can upload a new logo. Go to the Admin tab, Studio Information section, Upload Logo.

back to top

The Studio Director allows you to keep leads at no cost. A lead is a family with no students that has been tagged as a Lead. See our Quick Start Guide for more information.

back to top

If a student name is red, it means that the student has been dropped from the class, but the drop date for attendance and rosters is set to some date in the future. If the student name is green, it means that the student has been enrolled in the class, but the start date for attendance and rosters is set to some date in the future. If the student is currently enrolled in the class, the student name will be blue.

To change the start date, go to the student, and click on the enroll dates button next to the class. To change the drop date, go to the student, click on the view old enrollment and drop class history link, then click on the drop date for attendance and rosters for the class you want to change.

back to top