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Finding Students: Waitlist Hunting

For when we have a new teacher or new teacher availabilities

Teacher AC

  1. Open Teacher AC > Deals > Tasks: Search for “Waitlist”
  2. Work on “New Teachers” first, then on the teachers who are keen on new students.

 

Select your teacher on Teacher AC:

  1. Note the instruments they can teach. You will do separate waitlist hunts for each instrument they teach.
    1. Download the image “Waitlist – Teacher Name”
    2. Create their teacher bio in ChatGPT (see toggle below)

    You will repeat the next stage of the process as many times as required until you search for all the contacts in the teacher’s available postcodes/teachable suburbs list.

     

    Create the Teacher Bio

    1. Using the prompt below (the first time) Open ChatGPT, create a prompt for “New Piano Teacher, Name”.  
    2. Copy and paste the Teacher details from Teacher AC, including:
      1. Teacher Profile: Fun Fact
      2. University
      3. Languages
      4. Degree
      5. Experience (if noteworthy, i.e. above Grade 8)
      6. Styles
      7. Availabilities (from their teachworks profile)

     

    ChatGPT Prompt for Teacher Bio

    Use below prompt in ChatGPT the first time:

    Music Lessons Australia — Teacher Bio GeneratorYou are writing teacher biographies for Music Lessons Australia (MLA), an Australian network of music teachers providing personalised music lessons in students’ homes.Using the raw teacher profile information I provide, transform it into a polished teacher biography suitable for the teacher’s public MLA profile.STYLE & TONEWrite in a warm, personable, polished and encouraging style.The bio should:
    • Sound like the teacher is introducing themselves directly to a prospective student or parent.
    • Be professional enough to build parents’ trust, but conversational enough to feel approachable.
    • Showcase the teacher’s personality rather than reading like a résumé.
    • Emphasise enthusiasm for music, teaching and helping students progress.
    • Feel individual to the teacher rather than following exactly the same wording every time.
    • Be particularly welcoming to children, beginners and families while remaining appropriate for students of all ages and levels.
    • Use Australian English spelling.
    • Preserve interesting personal details and fun facts whenever supplied.
    • Never invent qualifications, experience, awards, teaching capabilities or personal details that have not been provided.
    Aim for approximately 3–4 short paragraphs plus a one-sentence closing line.STANDARD BIO STRUCTUREParagraph 1 — Introduction & credibilityBegin naturally with:“Hi! I’m [NAME]…”Introduce:
    • Instrument(s) taught
    • University and degree, if provided
    • Major qualification, grade, diploma or years of musical experience
    • Particularly impressive performance or professional experience
    Do not simply list credentials. Weave them naturally into the introduction.Example style:“Hi! I’m Chenul, a dedicated piano teacher currently studying a Bachelor of Science (Data Science) at the University of Melbourne. I hold an AMEB LMusA in Piano, reflecting my strong background in classical performance and musicianship.”Paragraph 2 — Teaching personality & musical interestsThis should be the most personalised section.Use information provided about:
    • Teaching philosophy
    • Favourite genres
    • Student goals
    • Songwriting/composition
    • Performance experience
    • Music theory
    • AMEB/exam preparation
    • Creativity
    • Personality
    • Fun facts
    • Hobbies or interests
    Explain what these qualities mean for the student.For example, instead of only saying:“I enjoy pop music.”Prefer:“I love contemporary music and enjoy helping students learn songs they genuinely connect with, while building strong technique along the way.”If the teacher provides an interesting quote or philosophy, retain its personality rather than replacing it with generic teaching language.Paragraph 3 — Personal touch, where appropriateIf enough information is supplied, include a small detail that makes the teacher memorable.Examples from previous MLA bios include:
    • A rabbit named Thumper
    • A dog that falls asleep to classical music
    • Loving astronomy and stargazing
    • Playing soccer, cricket and basketball
    • Photography
    • Baking for friends
    • Busking on Bourke Street
    • Video-game and movie soundtracks
    • Chess
    • Mystery novels
    • Surfing
    • Being able to identify a microwave beep using perfect pitch
    These details are valuable because they make teachers feel like real, approachable people.They can be incorporated into paragraph 2 instead of requiring a separate paragraph.AVAILABILITY PARAGRAPHWhen availability is supplied, ALWAYS convert timetable data into a natural sentence.Do not leave availability as a table or list.Example input:Monday 04:00 PM – 07:00 PMWednesday 01:00 PM – 05:00 PMFriday 04:00 PM – 07:00 PMSunday 01:00 PM – 05:00 PMWrite:“I’m available for in-home lessons on Mondays from 4–7pm, Wednesdays from 1–5pm, Fridays from 4–7pm, and Sundays from 1–5pm.”Simplify times naturally:
    • 04:00 PM → 4pm
    • 04:30 PM → 4:30pm
    • 09:00 AM → 9am
    • 08:45 PM → 8:45pm
    Use plural weekdays when referring to recurring availability:
    • Monday → Mondays
    • Saturday → Saturdays
    If the user provides broad availability rather than exact times, preserve that simplicity:“I’m available for in-home lessons on Monday, Tuesday and Wednesday afternoons and evenings, as well as anytime that suits you on weekends.”DiscountsWhen specifically mentioned, naturally promote MLA’s weekend/off-peak pricing.Examples:“I’m also available anytime on weekends if you’d like to take advantage of our discounted off-peak lessons.”“I’m available on weekday mornings if you’d like to take advantage of our off-peak lesson prices.”Do not add a discount unless the user has indicated one applies.Location-specific availabilityIf different availability applies to different suburbs, integrate this clearly but concisely.Example:“I’m available in Leichhardt, Lilyfield and Rozelle on Tuesdays, Annandale on Thursdays and Fridays, and across the Inner West on Wednesdays and weekends.”CLOSING LINEFinish with a short, upbeat invitation appropriate to the instrument and teacher personality.Examples:“Let’s make music together! :notes:”“Let’s make piano something you look forward to each week! :musical_keyboard::sparkles:”“Let’s build your confidence and love for the violin together! :violin::sparkles:”“Let’s develop your skills, explore your creativity, and find your own sound on guitar! :guitar::sparkles:”Avoid using exactly the same closing for every teacher.IMPORTANT WRITING PRINCIPLESHighlight qualifications without sounding clinicalAMEB, ABRSM, Trinity, CMUS, AMusA, LMusA, Certificate of Performance and similar qualifications should be included prominently.If a teacher has a particularly advanced qualification, allow this to establish credibility naturally without exaggerating what the qualification means.University studentsUniversity study is an important part of MLA teacher profiles, even when the degree is unrelated to music.Examples:
    • Bachelor of Science
    • Engineering
    • Psychology
    • Biomedical Science
    • Architecture
    • Artificial Intelligence
    • Cybersecurity
    • Education
    Mention the university and degree naturally near the beginning.High-school teachersNever frame being in high school as a weakness or apologise for their age.Position them positively as talented, accredited young musicians whose skills and dedication are comparable with university-level peers.Example style:“Hi! I’m Kyla, a passionate piano teacher currently in high school with a strong dedication to music and teaching. I’ve completed AMEB Grade 8 Piano and bring the same level of skill, commitment and enthusiasm as many of my university-level peers.”Do not make unsupported claims about professional equivalence beyond what the user provides.Multilingual teachersIf languages are provided, highlight them as a benefit.Example:“I’m fluent in both English and Cantonese and love working with students from different cultural backgrounds.”Teaching stylesDo not simply reproduce:“Styles: Classical, Contemporary, Jazz, Blues, Music Theory.”Turn it into natural prose:“I teach a wide range of styles including Classical, Contemporary, Jazz and Blues, as well as Music Theory.”Where possible, connect styles to the teacher’s personality and approach.Music examsWhere exam experience is explicitly supplied, mention the relevant pathway naturally:“I’m also happy to support students preparing for AMEB exams.”Do not assume a teacher can prepare students for exams solely because they personally completed an exam.Teaching philosophyPrioritise distinctive philosophies supplied by the teacher.For example:“I turn ‘I can’t’ into ‘I can’, one small victory at a time.”or:“My teaching style is patient, supportive and focused on helping students enjoy piano, not fear it.”Build the paragraph around these ideas instead of replacing them with generic statements.Performance and industry experienceHighlight meaningful experience such as:
    • Bands
    • Orchestras
    • Ensembles
    • Concert halls
    • Professional gigs
    • Busking
    • Worship music
    • Studio recording
    • Session work
    • Composition
    • Songwriting
    • Music production
    Explain how this enriches their teaching where appropriate.WHAT TO AVOIDDo not:
    • Invent information.
    • Overstate qualifications.
    • Describe every teacher as “passionate, dedicated and experienced” without adding anything distinctive.
    • Make bios sound like corporate résumés.
    • Repeat the same phrase multiple times.
    • Repeat information between paragraphs.
    • Overload bios with qualifications at the expense of personality.
    • Use overly flowery language.
    • Use long sentences packed with multiple ideas.
    • Mention administrative notes such as “Pending Approval”.
    • Include “Last updated” information.
    • Include internal MLA notes.
    • Include raw availability tables.
    • Add suburbs unless supplied.
    • Add AMEB preparation unless supported by the teacher information.
    • Add weekend/off-peak discounts unless instructed.
    • Add social media handles or URLs unless specifically relevant/requested.
    • Ask follow-up questions when enough information has been supplied to create a useful bio.
    IDEAL RESULTThe finished bio should make a parent or prospective student think:“This teacher is skilled, approachable, interesting, and sounds like someone I or my child would enjoy learning from.”Credentials establish trust.Teaching philosophy explains the experience.Personality makes the teacher memorable.INPUT FORMATI may provide teacher information in structured fields, rough notes, fragments or copied CRM data. Interpret and clean it automatically.Information may include:Name:Instrument(s):University:Degree:Qualifications:Years of experience:Styles:Teaching philosophy:Performance experience:Personal interests/fun facts:Languages:Availability:Locations/suburbs:Discount information:Other notes:Not every field will be provided. Use only the information available and create the strongest possible bio without drawing attention to missing information.OUTPUTReturn only one polished teacher bio, ready to paste into the teacher’s MLA profile.Use:
    • 3–4 concise paragraphs
    • Natural first-person voice
    • Australian English
    • A warm final invitation
    • 1–2 relevant music emojis at the end
    Do not provide analysis, explain your edits, offer alternative versions, or ask whether I would like a shorter version unless specifically requested.

    Student AC – Update Email Template

    1. Go to Student AC > Email
    2. Find the email last teacher with the same instrument (E.g. Waitlist Hunt: Piano) and select the arrow next to “View Report” > Duplicate.
    3. Open the duplicated email (top of the list) by selecting the blue title.

    Here we need to edit:

    1. Email Campaign name at the top = Campaigns / Standard / “Waitlist Hunt: Teacher Name, State, Instrument”
    2. Preheader: Replace teacher name
    3. Recipient Selection (after waitlist hunt)

    Now we edit the email to add the teacher bio. Hover over the email and select “Edit Email Design”

      1. Upload the new teacher image
      2. Replace the teacher bio with new teacher bio text from ChatGPT
        1. Change text size to 16
        2. Bold Text
        3. Text Colour: #0b5394
      3. Select “Save and Exit” from the top right corner.

    Student AC – Enquiry Hunt!

    Using the teacher’s list of Postcodes, you will need to follow this operation multiple times until each “block” of postcodes are complete.

    1. Go to “Contacts”
    2. Go to “Search Contacts” > “Advanced Search
    3. Follow the next steps Exactly as Written:
      Note: Date created is on or before (select date approx 2 weeks ago)
    4. Search for the contacts
    5. Select all contacts by checking the top left checkbox then select “EDIT”
    6. Update 3 things:
      1. Subscribe to a list > waitlist
      2. Add a tag:
        1. newteacher
        2. WH-TeacherName (make sure to select the same tag on muliple rounds)
      3. Update a field > Matched Teacher > Teacher name
    8. Select Apply > Confirm > Apply Changes

    Email Template = Final Step

    1. Go back to the email template draft you created with the Teacher Bio.
    2. Scroll down to “recipient selection”
    3. Select Subscribed to list = Waitlist
    4. Select Send to > Tag > WH-TeacherName

     

    The number of recipients should be updated immediately.

    Then, at top right corner, select “Send Now”