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New Term: Scheduling Lessons

Scheduling existing students into each new term is the most important task at Music Lessons Academy. We need to give our existing students the best customer service so they can be life-long students at our school.

After taking action on each step (i.e. sending each email, messaging students) create a task on ActiveCampaign deals to follow up “Contact” the student due in 2 days.

Behind the scenes: Automatic Email Schedule

  1. An email will be automatically sent to all students in the “Active Student” Pipeline of AC.
  2. Students will respond to this email either Confirming they want to continue lessons or declining lessons.

 

Student Replies Email – Confirming Lessons

Check the students requested lesson time matches their regular teacher’s availability.

If availabilities match:
  1. Schedule the lessons on the TW calendar
  2. Find the students ActiveCampagin Deal
    1. In the deal field “Enrolments”, check the correct term the student has been enrolled in
    2. Select “Save Changes”
    3. Note: do not uncheck any previous checks, multiple options can be checked at a time.
  3. Send confirmation email to the student:

Hi XXX

Hope you are well,

Thank you for confirming your enrolment, your Term X(1/2/3/4)X lessons has been scheduled for XXDaysXX at XXTimeXX, starting from the XXStartDateXX.

If availabilities do not match:

Text message the teacher a quick short message:

Hi XXX, your student XXstudent nameXX is requesting lessons at the following times: … Would you be available to teach XXstudent nameXX that those times?

 

If the teacher is available at the student’s requested time:

  1. Schedule the lessons on the TW calendar
  2. Find the students ActiveCampagin Deal
    1. In the deal field “Enrolments”, check the correct term the student has been enrolled in
    2. Select “Save Changes”
    3. Note: do not uncheck any previous checks, multiple options can be checked at a time.
  3. Send confirmation email to the student:

Hi XXX

Hope you are well,

Thank you for confirming your enrolment, your Term X(1/2/3/4)X lessons has been scheduled for XXDaysXX at XXTimeXX, starting from the XXStartDateXX.

If the teacher is still NOT available at the student’s requested time:

Email the template to the student asking for other available times:

Hi XXX

Hope you are well,

Unfortunately due to unviersity commitments, your teacher XXTeacherNameXX is not available to teach at your requested lesson time. They are available at the following times:

– XXDayXX at XXTimeXX

– XXDayXX at XXTimeXX

Please let us know if any of the forementioned times work for you!

If the student is available at any of those times, continue onto the “If the teacher is available at the student’s requested time” step from above.

If the student is not available at any of those times, continue onto the “Offer Another Teacher” step below.

 

No Response from Student

Behind the scenes: The automatic emails will detect if the student has not responded to our emails. 

A task under “New Term” will be created to “Message to Confirm New Term Enrolment”

Text message the student:

Hi XXX, we are finalising our teaching timetables for Term (1/2/3/4) and are waiting for your response to confirm your music lessons bookings! Please reply email or message to confirm your place this term at Music Lessons Academy.

When student replies, go back to the “Student Replies Email” Step.

Student Declines Lessons

Assess their reason for declining lessons and proceed to the “Offer Another Teacher” step below.

Offer Another Teacher

Assess the students reason for declining lessons:

If they are asking to pause for the term = offer new teacher & remind of current opportunities:

Hi XXX

It will be a shame to put your learning on pause, as the main benefit to learning alongside a teacher is to offer you guidance & accountability during your practice.

Did you know,when you practice a musical instrument, you are learning more than just how to play music. You are also learning about discipline, patience, and delayed gratification. Not to mention, students who practice an instrument are given countless opportunities to express themselves, build their confidence, and explore their creativity.

Just a reminder of the exciting opportunities you are offered in being part of the MLA community:

- Our mid-year annual student & teacher concert, hosted in each capital city across Australia & New Zealand,

- Our annual Songwriting Competition, with a Free Term of lessons to win and the chance to become a published composer,

- Our year long practice challenge, "Astro-Challenge".

Please let us know if there is anything we can do for you.

If they have financial difficulty = offer weekly invoicing options

If they accept weekly invoicing schedule option - create a task for finance team to set them up on Weekly Invoicing Schedule.

Hi XXX

We understand you may be finding it difficult to keep up music lessons at this stage. However it would be a shame to see you leave the Music Lessons Academy community.

We would love to offer you a solution so you can continue your musical education:

  • We can set you up on weekly invoicing schedule, so you will only pay after you've completed your lesson, or
  • We can schedule your lessons on a fortnightly basis, so you can continue receiving the same quality music lessons on a less frequent schedule.

 

Just a reminder of the exciting opportunities you are offered in being part of the MLA community:

- Our mid-year annual student & teacher concert, hosted in each capital city across Australia & New Zealand,

- Our annual Songwriting Competition, with a Free Term of lessons to win and the chance to become a published composer,

- Our year long practice challenge, "Astro-Challenge".

Let us know if there is any other solution we can offer you.

If they are not available for their teacher's timetable = offer a new teacher.

1. Run the filter and have a new teacher prepared BEFORE sending this email.

Hi XXX

Hope you are well,

We apologise that XXOldTeacherXX's schedule could not align with yours this term. However, we would love to introduce you to a new teacher for a half-priced trial lesson.

XXNewTeacherXX will be informed of XXstudentnameXX experiences and capabilities before your first meeting. By learning under mutliple teachers guidance, you can benefit from the exposure of multiple perspectives over the course of your music education.

XXNew TeacherXX is available at the following times:

- Day & Time

- Day & Time

Just a reminder of the exciting opportunities you are offered in being part of the MLA community:

- Our mid-year annual student & teacher concert, hosted in each capital city across Australia & New Zealand,

- Our annual Songwriting Competition, with a Free Term of lessons to win and the chance to become a published composer,

- Our year long practice challenge, "Astro-Challenge".

Please let us know if you would like to schedule a half price trial lesson with XXNewTeacherXX.