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New Term: Scheduling Lessons

Rescheduling existing students into the new term or year.

We need to start organising lessons well in advance of the new term.

School terms during the year are approximate:

  • Term 1: February to April
  • Term 2: April to July
  • Term 3: July to September
  • Term 4: October to December

University semester timetable changes happen during Term 1 & Term 3. At this time of year, many teachers will need to update their availabilities.

As this can be a long process, start with confirming teacher availabilities, then one teacher at a time, rebook their students into the new term.

Step 1: Confirming Teacher Availabilities

Contact All Teachers from MyMusicStaff

1. Prioritise teachers with students, so search for teachers in MyMusicStaff “Teachers & Admins” tab.

2. Message and email each teacher to update their availabilities:

Hi XXX, We are scheduling your lessons for next term and want to confirm your availabilities. Please let us know your updated availabilities.

3. Once confirmed, update teacher availabilities in “Teacher Details Spreadsheet”

4. Continue to Rebooking Existing Students

Contact All Teachers from Teacher Details Spreadsheet

1. Confirm every teacher’s availabilities, search for all “teachers with no students” in the “Teacher Details Spreadsheet”

2. Message and email each teacher to update their availabilities:

Hi XXX, We are scheduling your lessons for next term and want to confirm your availabilities. Please let us know your updated availabilities.

3. Once confirmed, update teacher availabilities in “Teacher Details Spreadsheet”

4. Continue to Rebooking Existing Students

Step 2: Rebooking Existing Students

Reviewing Students Payments

We cannot book students into the new term if they are owing more than $250 on their account.

1. Search for each student in the MyMusicStaff “Students” menu.

2. Click “Family Details” then “View Family Account”

3. Where the “Balance Remaining” is showing, ensure that the balance is a GREEN $0 or number. (See below)

4. If there is a RED $250 or less, continue to “Contact Student” task

5. If there is a RED $255 or more, continue to the “Contact Student: Money Owing” task

Contact Student

Important: Aim to offer the student their previous lesson Day & Time as their last term. 

I.e. if a student had lessons on Wednesdays at 4pm the last term, aim to keep this time free for them to rebook.

1. Open student “Deal” on ActiveCampaign

2. View their “Contact” details – review whether the student took “Weekly” or “Fortnightly” lessons

3. Email student below template:

Hi XXX,
We hope you’ve been well & had a wonderful break,
We have been preparing for your next term of lessons, would you be available at any of the following times for your XXweekly/fortnightlyXX XXinstrumentXX lessons with XXteacherXX?
– xxDayxx & xxTimexx from xxDatexx
– xxDayxx & xxTimexx from xxDatexx
Please confirm if there is a lesson time that works for you!
4. Once confirmed, move on to Adding Lessons to MyMusicStaff Calendar
Contact Student: Money Owing

Important: Aim to offer the student their previous lesson Day & Time as their last term. 

I.e. if a student had lessons on Wednesdays at 4pm the last term, aim to keep this time free for them to rebook.

1. Open student “Deal” on ActiveCampaign

2. View their “Contact” details – review whether the student took “Weekly” or “Fortnightly” lessons

3. Email student below template:

Hi XXX,
We hope you’ve been well & had a wonderful break,
We have been preparing for your next term of lessons, however you have an outstanding balance on your account. We cannot confirm your booking for the new term until this balance is settled.
Our accounts team have sent you a reminder invoice email, please check your junk mail if you have not received it.
Once your account is settled, we have the following dates & times available for your lessons with XXteacherXX:
– xxDayxx & xxTimexx from xxDatexx
– xxDayxx & xxTimexx from xxDatexx
Kind regards
4. When the students have paid, the Accounts team will create a task on ActiveCampaign for you to follow up on the student.
5. Once first lesson date & time is confirmed, move on to Adding Lessons to MyMusicStaff Calendar

Step 3: Adding Lessons to MyMusicStaff Calendar

Adding Lessons on MyMusicStaff

1. Enter the MMS calendar

2. Create a new “default” lesson

3. Enter the following details:

– Teacher

– Student

– Location: either Online or Student Home

– Date & Time of the next lesson

– Visibility: Private

4. Double check lesson date & time on the calendar.

5. Select the even on the calendar, “Clone” the created event, and drag & drop the cloned lesson to continue lessons on a WEEKLY or FORTNIGHTLY basis until the end of the term.

Term Dates can be found on the FAQ’s 

Student Quitting Lessons

Offer Another Teacher

1. Read customer email to see what we can offer them.

2. Reply to their concerns, using the following template:

Hi XXX

It would be a shame to see you leave the Music Lessons Academy community,

If you are looking to renew your interest in music, we would love to introduce you to a new teacher.

Just a reminder of the exciting opportunities you are granted for being part of the MLA community:

- Our annual student & teacher concert,

- Our annual Songwriting Competition,

- Our Musical Olympics 2021.

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

3. If the student asks for a new teacher, follow Trial Lesson Process SOP.
4. If the student wishes to continue cancelling, follow the next step. 
Cancellation Confirmed

If the student wishes to continue the cancellation process

1. Find student on ActiveCampaign, and open their deal.

2. Move deal stage to "Inactive".

3. Copy their email to the notes on the deal.

4. View the calendar on MyMusicStaff, filter for the student name

5. DELETE all future lessons with the student.

6. Find the student details in MyMusicStaff.

7. Select "View Family Account" from the "family" tab

8. Important: If the student has a negative account balance, change the Student Status to "Waiting"

9. Important: If the student has a "$0" or positive account balance, go back to "Student Details", change the student status to "Inactive"

Student Ask for Refund
1. Find student deal in ActiveCampaign
2. Create a task for "Accounts Team" to "organise refund"

3. Answer ONLY with the below:

We will put your request through to the Financial team. They will contact you within 1-2 business days from the email address: admin@musiclessons.academy.

------
4. Accounts team will email the student to process the refund.
It is a shame to see you leave the Music Lessons Australia community,
 
As stated in our studio policy, cancelling the remaining prepaid lessons on your account will incur a charge of 10% of the remaining account funds, and a processing fee of $50.
 
Refunds may be held in credit against your account for future lessons if requested.
 
Please let us know if you still wish to proceed with cancelling your pre-booked lessons. 
 
You can visit our studio policy using the link below: