Third-Party Company Contact Creation

Follow this SOP if the student is having their lessons paid for by a third-party organisation or business. Examples would be an NDIS provider or other music tuition studio.

1. Set up the Company ActiveCampaign Account

Gather the company’s contact details, including:

  • Contact person’s name
  • Phone number (of the company and/or the contact person)
  • Email address
  • Company address

Once the company’s account is set up, you can create a New Deal per Student from the company.

2. Creating a New Student Deal

On the company’s main ActiveCampagin account, on the deals page, select the button “Add a Deal”

  1. Deal title should be “Instrument: Student Name – State”
  2. Enter the following notes in the appropriate deal fields:
    1. Student Name
    2. Parent Name (if child student)
    3. Student Age
    4. Student Level
    5. Street Address
    6. Contact phone number
  3. Add any other relevant notes to the deal

3. Adding the Student to MMS

Create the student profile the same way you normally would, creating all students as a “Child” students.

When adding the Family of the student, create the family with the Student or Parent’s details in the PRIMARY PARENT/CONTACT:

  • First Name & Last Name
  • Email
  • Phone number
  • Address
  • Notes

Then, select the green button at the bottom to “Add Another Parent/Contact”.

In the ADDITIONAL PARENT/CONTACT, enter the Company’s Details in the appropriate fields:

  • First Name & Last Name (Company name OR contact person’s name)
  • Email – Company email
  • Address – Company address
  • Phone number – company phone

THEN SELECT THE CHECKBOX “PREFERRED INVOICE RECIPIENT” on the Additional Parent/Contact 

4. Adding the Student to TW

Create the student profile the same way you normally would, creating all students as a “Child” students.

When adding the Family of the student, create the family with the Company’s details in the FAMILY contact:

  • First Name & Last Name (Company name OR contact person’s name)
  • Email – Company email
  • Address – Company address
  • Phone number – company phone

    Then, once saved and confirmed the family & student account, enter the Family Account and select the blue “ADD CONTACT”

    Then, create every student a new Student Account for each student. Enter into the student account the:

    • First Name & Last Name (Student’s Name)
    • Email – Parent’s email
    • Phone number – Parent’s phone
    • Additional Info – Student’s Address
    • Other fields fill out as you normally would