HOME > Operations > New Enquiry

New Enquiry: Organising Trial Lessons

Golden Scheduling Rules

1. Read every email you receive & send. Replace all XXX with relevant details.

2. Every email you read & send, log in ActiveCampaign. Open the student Deal and enter messages there.

3. Australian lessons MUST be scheduled at least 5 business days from today.

4. New Zealand lessons MUST be scheduled at least 12 business days from today.

5. Teachers driving guidelines: Between lessons in night: Teachers cannot drive more than 15 minutes between two lessons (No Tolls).

 

Online Lessons Guide:

1. Ensure both Teachers & Students have instruments at home.

2. Teachers will need extra travel or set up time if they are travelling to lessons, then setting up for online lessons.

3. Prioritise local teachers to smoothly transition to Face-to-Face lessons.

New Enquiries / Deals To Sort

When a new enquiry comes through, there will be a deal created on Active Campaign in the “New Enquiry” Tab.

1. Analyse new enquiry location, search on Google Maps

2. Check for possible teachers available in the area, you will need to check the “Teacher AC”.

3. Open ActiveCampaign & search for the Customer in the “Contacts” 

 

Contact Enquiry

Wait for the new enquiry to contact you, either via email or phone.

1. Once in contact, confirm what is their ideal “Lesson Day” is.

2. Enter the contact and fill out the “Day of Lesson” field with only ONE day entered.

3. Enter the tag “Filter” to begin the filtering process.

4. Teachers in the local area will receive an email to “Accept” or “Decline” the lesson.

5. When a teacherAccepts” the lesson, you will receive an email confirming the teacher accepting the student’s lesson. When the teacher accepts, continue the Trial Lesson Booking Process.

6. If no teacher accepts the lesson, you will receive an email in 24 hours to confirm. Continue with the No Teacher In Area Process.

Common Occurances

The student is unavailable at the offered times?
A. Find Another Teacher
1. View the report of all the teachers who accepted the lesson by copying the below link, and adding the student’s email at the end of the link:
https://musiclessonsacademy.business/academy/reports.php?emails=

B. Find Another Time
1. Ask the student for another day they are available for lessons.
2. On the student’s contact, change the “Day of Lesson” to another available day.
3. Add tag “Filter” to begin the second filtering process.
4. Wait for email confirmations of teachers accepting lessons.

Does the student want lessons in two instruments?
Filter Process One Instrument at a Time
1. Write a note of the two instruments the customer wants to learn
2. Edit the contact “Day of Lesson” for the first instrument. Select only One instrument.
3. Add tag to “Filter” the teachers. Wait for confirmation on the first instrument, check progress at
https://musiclessonsacademy.business/academy/reports.php?emails=
4. Edit Contact fields to run the same filtering process on the Second instrument. Repeat steps 2 & 3.
5. Confirm lessons with the student by following the Potential Student Process.

Potential Students

Run the Teachers Filtering Report.

  1. Click on the above button
  2. Enter the student’s email from ActiveCampaign at the end of the web address
  3. View Report
Email Potential Student

1. Email enquiry potential lesson times & dates:

Hi XXX
 
Thank you for your enquiry!
 
We are currently offering in-home and online lessons!
 
Our teacher, XXX, is available to come to your home at the following times:
• Date & Time
• Date & Time
 
Please confirm your student’s name & desired lesson length so we will have your free beginner’s workbook (valued at $15) posted to you ASAP! Please note, all students should have access to their own instrument for lessons.
 
To remind you of our lesson pricing:
– $55 / 45-minute lesson 
– $75 / 60-minute lesson
– $110 / 90-minute lesson
 
Please let us know which time works best for you, and if you would like in-home lessons.
 
Looking forward to hearing from you soon!
2. Once the customer has replied, answer any FAQ’s using the FAQ’s Procedure in Intranet.
Confirmation of Trial Lesson
3. Continue organising lesson: Must confirm the following things:

– Lesson Date & Time
– Student’s Names
– Length of Lesson
– Lesson Address

4. Confirm Trial Lesson:

Hi XXX,
Thank you for confirming your lesson.

Lesson: XXX(XXX min lesson- 50% trial discount- XXX lesson)Address: XXX

 
So your teacher can be 100% prepared for your lesson, can you please confirm your:
Students Names:
Ages:
Anything else we should know about the student’s musical background if any:

Please also confirm your full address is also your mailing address (i.e. Unit Numbers included).

You will be sent an invoice in a separate email to confirm your trial lesson. The invoice should be settled no later than the day of your scheduled trial. Please check your junk mail if you have not received it.
 
Please let me know if you have questions about your lesson. We look forward to working with you!
5. Message teacher to confirm the trial lesson:
Hi XXX. A trial lesson has been scheduled for you, details are on your calendar. Thank you!
Add Student to MyMusicStaff

Follow the video on the right side for further instruction

Step 1: Student Details

1. Create a “Student” in MyMusicStaff

2. Add student as “Trialling”, enter the name of Student.

– Adult Students: enter email address & phone number on this page.

– Child Students: leave email & phone number boxes blank.

3. Select the “+  Click to display Birthday and Additional Details” and enter the following fields:

– Instrument

– Skill Level

– Student Since (enter trial lesson date).

4. Enter the teacher and select “save”.

 

Step 2: Family Contact Information

1. If the student is an adult, check the box “This is an adult” at the top of the page.

2. If the student is a child, enter:

– Name of the parent

– Email of parent

– Mobile phone (include area code +61), select the “SMS Capable” box

– Address for the lessons

Step 3: Automatic Invoicing

1. Do not select the automatic invoicing box, this will be done when the student becomes active. Select the “Finish” box.

 

Step 4: Enter Student Profile for Final Changes

1. Once saved, MyMusicStaff will take you back to the “Students” page. In the top-right corner, select the “Active” filter, and change to the “Trialling” filter.

2. Search for the student you just created. Once found, select the magnifying glass on the left side of the student name.

3. On the Student Details page, you will see a menu above the student’s name & other details. Here, select the “Teachers” tab found next to the “Personal” and “Family” tabs. 

4. Select the blue pen next to the teacher’s name.

5. On the pop up page, change the “Default Lesson Length” to the students lesson time.

6. Change the “Default Billing” to “Student pays based on the number of lessons taken”

7. Enter the price of the lesson.

8. Select OK.

Add the Trial Lesson to the MyMusicStaff Calendar

Follow the video on the right side for further instruction

Step 1: Adding a new calendar event

1. Select the Calendar on the left menu

2. At the top left of the page, select the “New”, and create a “New Event”

Step 2: Editing the Event Details

1. Select the teacher of the trialling student

2. Visibility: Private event

3. Current Attendees: Select the trialling student

4. Category: Half Price Trial Lesson

5. Location: Student Home

6. Enter the duration of the lesson

7. Enter the date & time of the trial lesson

8. Price per student: Use Student Default Price

9. Public Description: Add the student’s address. Select the “Show public description directly on calendar” box.

Create Trial Invoice on MyMusicStaff

Follow the video on the left side for further instruction

Step 1: Find Family Account

There are two ways in which you can find the family account:

1. Find the “Student Profile” in the student’s menu, select the “Family” tab then select the button on the right “View Family Account”, or…

2. On the left side menu, select the “Families & Invoices” menu. Search here for the family name & select the magnifying glass next to the student name.

 

Step 2: Create Half Price Discount

1. On the “Account” tab, select “Add Transaction” button.

2. In the pop-up window, enter the following:

– Type: Discount

– Date: Date of trial lesson

– Amount: Half price of the lesson

– Type: Half price trial lesson

– Save.

3. In the “Invoices” tab, select “New Invoice”.

4. In the pop-up window, enter the following:

– Start: Select date of trial lesson

– End: Select date of trial lesson

– Format: Normal

– Include: Tick box Previous Balances & Payment

– Invoice Date: Today’s date

– Due Date: Select date of trial lesson

– Create

5. Once created, there will be a new line in the Generated Invoices page.

6. Select the blue drop arrow box, and hit “View”. Review the invoice to ensure the lesson Date, Discount & Price are correctly stated on the invoice.

7. Once reviewed, select the blue drop arrow box again, and select “Email”

8. Review the email, and select “Send”

Update Deal on ActiveCampaign

1. Enter Deals menu on ActiveCampaign

2. Enter the correct pipeline (organised by State)

3. Search for the student “email” in the search bar

4. Once found, enter deal

5. Enter the following details:

– TRIAL LESSON DATE

– POSTCODE

– NOTES ON LESSON & COMMUNICATION BETWEEN STUDENT & VA

– UPDATE DEAL STAGE TO “TRIALLING”

6. Add a task for Kayla / Task Type: Send Book.

– “No Experience” & “Beginner” Students: Send Beginner Workbook

– Piano Students – write Adult or Child Piano Book.

– “Intermediate” & “Advanced” Students: Send Welcome Package

– Task Description: Student Address

No Teacher In Area Students

Above PDF: Student Online Lesson Set-up Guide

Email No Teacher In Area Student

1. Find a teacher who will accept online lessons

2. Email enquiry with the following online lesson offer:

Hi XXX

 

Thank you for your enquiry!
 
Unfortunately, we do not currently have any available teachers local in your area,
However, we are offering lessons with our enthusiastic teachers online!
 
Our online lessons are live and private, so you receive the same quality lesson you would in person. 
Once we have hired a teacher in your area, we are happy to transition you to face-to-face lessons. 
 
Our teacher, XXX, is available to teach online at the following times:
• Date & Time
• Date & Time
 
Please confirm your student’s name & desired lesson length so we will have your free beginner’s workbook (valued at $15) posted to you ASAP! Please note, all students should have access to their own instrument for online lessons.

To remind you of our discounted online lesson pricing:

– $49.50 / 45 minute one-on-one lesson
– $67.50 / 60 minute one-on-one lesson
– $99 / 90-minute one-on-one lesson
 
Please let us know which time works best for you.
Looking forward to hearing from you soon!
2. Once the customer has replied, answer any FAQ’s using the FAQ’s Procedure in Intranet.
If a student is unavailable at the times offer, find another teacher or time.
Confirmation of Online Trial Lesson
3. Continue organising lesson: Must confirm the following things:

– Lesson Date & Time
– Student’s Names
– Length of Lesson
– Lesson Address

4. Confirm Trial Lesson:

Hi XXX,

 

Thank you for confirming your lesson.

Lesson: XXX(XXX min lesson- 50% trial discount- XXX lesson) Online

 
So your teacher can be 100% prepared for your lesson, can you please confirm your:
Students Names:
Ages:
Anything else we should know about the student’s musical background if any:
 
You will be sent your log-in details in a separate email. Please check your junk mail if you have not received it.
 

Please click here & follow this guide to set up for your online lesson
 

You will also be sent an invoice in a separate email to confirm your trial lesson. The invoice should be settled no later than the day of your scheduled trial. Please check your junk mail if you have not received it.
 
Please let me know if you have questions about your lesson. We look forward to working with you!

 

5. Message teacher to confirm the trial lesson:
Hi XXX. An online trial lesson has been scheduled for you, details are on your MyMusicStaff calendar. Please reply to Confirm or Decline with reason within 24hours. Please schedule a ZOOM meeting and add the invitation to your MMS Lesson Notes.
Add Student to MyMusicStaff

Follow the video on the right side for further instruction

Step 1: Student Details

1. Create a “Student” in MyMusicStaff

2. Add student as “Trialling”, enter the name of Student.

– Adult Students: enter email address & phone number on this page.

– Child Students: leave email & phone number boxes blank.

3. Select the “+  Click to display Birthday and Additional Details” and enter the following fields:

– Instrument

– Skill Level

– Student Since (enter trial lesson date).

4. Enter the teacher and select “save”.

 

Step 2: Family Contact Information

1. If the student is an adult, check the box “This is an adult” at the top of the page.

2. If the student is a child, enter:

– Name of the parent

– Email of parent

– Mobile phone (include area code +61), select the “SMS Capable” box

– Address for the lessons

Step 3: Automatic Invoicing

1. Do not select the automatic invoicing box, this will be done when the student becomes active. Select the “Finish” box.

 

Step 4: Enter Student Profile for Final Changes

1. Once saved, MyMusicStaff will take you back to the “Students” page. In the top-right corner, select the “Active” filter, and change to the “Trialling” filter.

2. Search for the student you just created. Once found, select the magnifying glass on the left side of the student name.

3. On the Student Details page, you will see a menu above the student’s name & other details. Here, select the “Teachers” tab found next to the “Personal” and “Family” tabs. 

4. Select the blue pen next to the teacher’s name.

5. On the pop up page, change the “Default Lesson Length” to the students lesson time.

6. Change the “Default Billing” to “Student pays based on the number of lessons taken”

7. Enter the price of the lesson.

8. Select OK.

Add the Trial Lesson to the MyMusicStaff Calendar

Follow the video on the right side for further instruction

Step 1: Adding a new calendar event

1. Select the Calendar on the left menu

2. At the top left of the page, select the “New”, and create a “New Event”

Step 2: Editing the Event Details

1. Select the teacher of the trialling student

2. Visibility: Private event

3. Current Attendees: Select the trialling student

4. Category: Half Price Trial Lesson

5. Location: Online Lesson

6. Enter the duration of the lesson

7. Enter the date & time of the trial lesson

8. Price per student: Use Student Default Price

9. Public Description: “Online Lesson”. Select the “Show public description directly on calendar” box.

Create Trial Invoice on MyMusicStaff

Follow the video on the left side for further instruction

Step 1: Find Family Account

There are two ways in which you can find the family account:

1. Find the “Student Profile” in the student’s menu, select the “Family” tab then select the button on the right “View Family Account”, or…

2. On the left side menu, select the “Families & Invoices” menu. Search here for the family name & select the magnifying glass next to the student name.

 

Step 2: Create Half Price Discount

1. On the “Account” tab, select “Add Transaction” button.

2. In the pop-up window, enter the following:

– Type: Discount

– Date: Date of trial lesson

– Amount: Half price of the lesson

– Type: Half price trial lesson

– Save.

3. In the “Invoices” tab, select “New Invoice”.

4. In the pop-up window, enter the following:

– Start: Select date of trial lesson

– End: Select date of trial lesson

– Format: Normal

– Include: Tick box Previous Balances & Payment

– Invoice Date: Today’s date

– Due Date: Select date of trial lesson

– Create

5. Once created, there will be a new line in the Generated Invoices page.

6. Select the blue drop arrow box, and hit “View”. Review the invoice to ensure the lesson Date, Discount & Price are correctly stated on the invoice.

7. Once reviewed, select the blue drop arrow box again, and select “Email”

8. Review the email, and select “Send”

Update Deal on ActiveCampaign

1. Enter Deals menu on ActiveCampaign

2. Enter the correct pipeline (organised by State)

3. Search for the student “email” in the search bar

4. Once found, enter deal

5. Enter the following details:

– TRIAL LESSON DATE

– POSTCODE

– NOTES ON LESSON & COMMUNICATION BETWEEN STUDENT & VA

– UPDATE DEAL STAGE TO “TRIALLING”

6. Add a task for Kayla / Task Type: Send Book.

– “No Experience” & “Beginner” Students: Send Beginner Workbook

– Piano Students – write Adult or Child Piano Book.

– “Intermediate” & “Advanced” Students: Send Welcome Package

– Task Description: Student Address