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Converting Trial Students: Trial Lesson Follow Up

Above video: Converting Trial Lessons

Our automatic emails will follow up on the student the DAY AFTER the “Trial Lesson Date” entered on the deal.

 

Active Student Process

Confirmation of Future Lessons

1. Reply to customer’s email, answering any questions they may have using the FAQ’s as a guide.

2. Remember, we can only schedule WEEKLY or FORTNIGHTLY lessons.

3. Email student with the “Futue Lesson Confirmation Email” template below:

Hi XXX
 
We are glad to hear the trial went well!
 
Your lesson will be scheduled at the same time each XXweek/fortnightXX, 
XXDayXX at XXTimeXX.
 
Please let us know if you have any planned absences this term, as you will not be charged for them. Your invoice will be sent in a separate email.
 
To remind you of our studio policy, visit: musiclessonsacademy.com.au/studio-policy 
Update Deal in ActiveCampaign

1. Search for the customer in the correct pipeline

2. Enter the deal, and update the stage from “Trialling” to “Active”

3. Enter the student’s email response to the notes.

Update MyMusicStaff

Step 1: Make Student Active

1. In the “Students” tab, select “Trial Students” from the top right corner.

2. Search for the student, once found, select the magnifying glass.

3. Select “Options” at the far left of the menu

4. Update Status to “Active”

**Additional Step: ONLY if the student is an Online Lesson student.

5. Go to the “Teachers” menu, select the teacher and update the lesson price to include 10% off.

 

Step 2: Add Lessons to Calendar

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.

Unresponsive Trial Process

Text Message Follow Up

1. When a student has not responded to 2 of our automated follow up emails, their deal name will change to “Unresponsive Trial Student”.

2. A task will be created to “Contact: Follow Up Trial”.

3. Text message student the following:

Hi XXX,

Hope you’ve been well. It has been a while since your trial music lesson, and we were wondering if you were interested in continuing music lessons in your home? Please let us know what we can do for you! Regard, Jourdy from Music Lessons Australia.

4. Also send an email to the student using the following template:

Hi XXX,

Hope you are well. I just want to follow-up on your trial music lesson in your home. Would you like to continue music lessons with XXTeacherXX on a weekly basis? Please let us know what we can do for you!

Regards, Jourdy from Music Lessons Australia

5. Create a new task to follow up again, set for two days time.

Confirmed Future Lessons: Update Deal in ActiveCampaign

1. Search for the customer in the correct pipeline

2. Update the deal title, to: INSTRUMENT: Name – State.

3. Enter the deal, and update the stage from “Trialling” to “Active”

4. Enter the student’s email response to the notes.

Update MyMusicStaff

Step 1: Make Student Active

1. In the “Students” tab, select “Trial Students” from the top right corner.

2. Search for the student, once found, select the magnifying glass.

3. Select “Options” at the far left of the menu

4. Update Status to “Active”

**Additional Step: ONLY if the student is an Online Lesson student.

5. Go to the “Teachers” menu, select the teacher and update the lesson price to include 10% off.

 

Step 2: Add Lessons to Calendar

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.

Failed Trial Lesson

Offer Second Chance Trial Lesson

When a student has replied saying they do not wish to continue:

1. Check “Teacher Availability Spreadsheet” to see if there is another teacher we can offer a second trial lesson.

2. Email student Second Chance trial lesson:

Hi XXX
 
We are sorry to hear your trial lesson didn’t go as well as intended,
 
We do have another teacher in your area named XXTEACHERXX, we would be happy to arrange a second half priced trial lesson so you can meet the right teacher for your needs.
 
Would you be interested in meeting XXTEACHERXX for a second chance trial lesson?
3. If the student accepts, follow the same process from the Trial Lesson Process SOP.
No Second Chance Trial Available: Inactive Student

If there are no other available teachers for a second chance trial:

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

2. Move deal from stage “Trialling” to “Inactive”.

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

4. Find the student in MyMusicStaff.

5. Select “View Family Account” from the “family” tab

6. Important: If the student has not paid their trial lesson, keep the student as “Trialling”

7. Important: If the student has paid their trial lesson, go back to “Student Details”, go to “Options” then set status to “Inactive”.