Resources to Run Your Studio During COVID-19
Access Help Resources
The Studio Director application provides a variety of help resources that you can access while online. To view the help resources, click Help located at the top right of your application.
The Help page is divided into four sections:
- General – Launch the Online Help System for self-serve help
- FAQ – Browse through general and reporting FAQ for self-serve help
- Documentation – View or download the User Guide in PDF
- Training Videos – Watch our tutorials and training videos
How To Guides for our Frequently Asked Questions
Many studios have transitioned to online virtual classes to continue their seasons. Now with The Studio Director, you can easily schedule and share virtual classes directly within the software using the video streaming platform of your choice.
To begin, simply set up your class locations to include an online class link. Students can then access this link and launch to your virtual classroom directly from the customer portal.
- Schedule Virtual Online Classes
- Track Attendance
- Share Class Links via Portal
- Compatible with all video streaming services
(ie. Zoom, Google, Facebook, YouTube)
See how it works with our step-by-step guide
Go to Studio Resources to learn about our Zoom Discount.
How to send an email to a specific class
Go to the class’ page and select Email > Email Note at the top of the page. That will allow you to send this out to everyone in that class. If you decided to use a video streaming service, you can use the option under Email / Text > Email > Email Note > A group of students or families. This has an option to send out the email to anyone in the season, for you to send out a class video link and continue your classes online.
Adding Instructor Access
Individual instructor logins are created through Admin > Logins/Passwords/ Security > Add Staff Login.
- Instructions are shown at the top of the page. Any login can be used, however, if instructors will be using the Mobile App, you MUST use the characters shown in the Initials field on their Instructor Info page.
Access is determined by the unchecked boxes under Admin > Logins/Passwords/Security > #8 Instructor Login Access. Instructions are shown at the top of the page.
- Review each section carefully. Leave ‘Main Site Access’ and ‘Mobile Site’ boxes unchecked to allow access to the administrative and Mobile App login screens as needed.
To allow Mobile App access, see Admin > Studio Information > Mobile App Info. After logging in, you will have two options:
- [Login] provides instructors with access to the Mobile App and their classes only.
- [Full Site] provides instructors, substitute teachers, or anyone else with valid staff login, access to the main site. NOTE: All users will have access determined by Admin > Logins/Passwords/ Security > #6 Office Login Access, Admin > Logins/Passwords/Security > #7 Restricted Office Login Access, or Admin > Logins/Passwords/Security > #8 Instructor Login Access.
Remove Current/Future Billing Session
To remove ALL auto tuition and tuition overrides for current/future billing sessions, go to Admin > Class/Date Administration > #4 Sessions. Click the date link for the session, then [Delete] and Yes at the prompt. Return to an enrolled student’s ledger to make sure that you removed the correct billing session.
IMPORTANT: If you will be sending statements, running charge reports or processing payments the same day the billing session was removed, you must contact support so we can refresh all ledgers. Otherwise, simply wait until the following day and all accounts will have been refreshed.
Change the Due Date for a Current/Future Billing Session
To change Due Date for Weekly Series Seasons, go to Admin > Class/Date Administration > #4 Sessions and click the date link for the session. Change the DUE DATE only, then [Save Changes] and Yes at the prompt. Return to an enrolled student’s ledger to make sure that the correct due date is displayed.
IMPORTANT: If you will be sending statements, running charge reports or processing payments the same day due dates were changed, you must contact support so we can refresh all ledgers. Otherwise, simply wait until the following day and all accounts will have been refreshed.
Adding Global Discounts
To add a global discount for a Weekly Series season, run Advanced Search, #3 Students, and filter on the specific season. Select [Next] then tag the students with a new tag called ‘Special Discount’ or something similar. [Next] to apply the tag. (Repeat process for other weekly seasons if needed. You can use the same tag for all seasons.)
Now go to Admin > Tuition Rate/Charge Administration > #10 Tag Based Auto Tuition and select the tag you created previously, from the first drop down. Enter the discount as a negative number. Select $ or % depending on your need. Uncheck the ALL Sessions box and check just the session(s) for which the discount applies. [Save Changes]. Return to an enrolled student’s ledger and you’ll see the original charges along with automatic adjustment.
NOTE: This does NOT discount tuition for students having a tuition override. For these, run Advanced Search, #3 Students, and filter on Override = Override entered for current/future sessions only, then [Next]. Click each name shown the column to the left to open the student’s info page, then Other Actions > Override Tuition to view/adjust the original tuition override as needed.
Discounts for Date Specific classes must be processed one class at a time. Select Charges/Payments > Charges > #2 Enter new charge for a class. Select the class, enter the discount as a negative number, select the date you’d like the discount to appear on the ledger, add notes (optional but recommended), ignore the Prevent duplicates prompt, then [Save Changes] and Yes at the prompt. Review an enrolled student’s ledger to make sure that the discount applied as intended.
To cancel current/future classes, go to Admin > Class / Date Administration > Cancel Classes. Select One Day or Range of Dates as need. Enter the date or date range required. Uncheck the charge box to allow the system to pro-rate weekly series classes. If season specific, select from the drop down – otherwise leave the Season drop down set to ALL. Click OK, then Yes at the prompt. Return to an enrolled student’s ledger to make sure the class was cancelled correctly.
To cancel Date Specific classes and NOT charge, open the class info page and select Other Actions > Drop All Students from this class. Select the charge option from the first drop down. Click OK. Deleting Date Specific classes with student enrollment does NOT delete the associated charge.
If your families are aware of the cancellation, there’s no reason to send email notifications. Go to Admin > Class/Date Administration > #11 Set cancel class reminder emails and set to ‘Do not send email reminders’, then OK.
IMPORTANT: If you will be sending statements, running charge reports or processing payments the same day that classes were cancelled as no-charge classes, you must contact support so we can refresh all ledgers. Otherwise, simply wait until the following day and all accounts will be refreshed.
Deleting Other Charges
Cancelling classes, dropping students from classes, and/or deleting billing sessions does not automatically delete associated Registration Fee or Additional Class Charges. Please contact support for assistance.
The best way to handle these credits at the moment would be to go to Admin > Class / Date Administration > Cancel Classes > Range Of Dates. Select the date range that you are cancelling for and be sure to uncheck the box below those dates that asks if you still want to charge for these classes. This will automatically apply credits for your families and students and then these dates can be uncanceled easily should we get to that point.