For music and tuition schools
No lessons until the consent form is in
Enrolments spread across web forms, inboxes and a spreadsheet mean a student can be three lessons in before anyone notices the consent form never came back, and a trial lesson can quietly go without a follow-up.
Consent before lessons
The consent record is required before a student can be enrolled.
Trials that get followed up
Target days on the trial stage, flagged and emailed when a decision is overdue.
Parents on the record
Email from the student's record and replies come back to it. Welcome emails send themselves.
Term fees invoiced
Invoices off the record, with GST, into Xero or QuickBooks.
Every family through the same steps
Write the process down once: enquiry, trial lesson, enrolled, term report. Every student moves through those stages, with the instrument or subject, the parent and the teacher captured where they belong.
Add a user field and the teacher can be picked from your team rather than typed, and the lesson day chosen from a fixed list, so the records agree with each other and can be counted.
If families enquire through a form on your website, it can post straight into the stream through the inbound API, so nobody retypes it.
The paperwork is a gate
Make the parent consent required on the trial stage. A student cannot move to enrolled until somebody has recorded who gave consent and when. Try, and they stay where they are, with the missing field named.
Attach the signed form itself to the student's record. Photograph a paper form and its text is read off it and kept on the record, scanned on our own service in Sydney.
Trials followed up, parents kept informed
Give the trial stage a target number of days. A trial with no decision past its target is flagged, appears in the weekly summary, and emails whoever owns it the next morning, so the family that was keen in week one is not forgotten by week three.
Email parents from the student's record and their replies land back on it. Put an email on the enrolled stage and a welcome to the parent, with the student's name and instrument filled in, sends itself when a student gets there.
Fees and term reports
Raise an invoice for the term off the student's record, with GST worked out per line, and send it with the PDF attached. Connect Xero or QuickBooks and it goes across too.
Make the report sender required on the term report stage, and every term ends with a record of which families were sent one.
See it happen
Did we get the consent form? Enrolments spread across forms and inboxes mean a student can start lessons before the paperwork is ever done. Here is how Tumbleweir Music School runs enrolments as a stream: Enquiry → Trial lesson → Enrolled → Term report, and nothing moves on until each step is done.
A starting point: the Student Enrolments template
Take every student from first enquiry through a trial lesson, enrolment and their end of term report. 4 stages and 16 fields, with written instructions on every stage. Change any of it, because it is your process.
Questions
- Can I stop a student starting before the consent form is in?
- Yes. Make the consent a required field on the trial stage. The student will not move to enrolled until it has a value, and the person moving them is told which field is missing.
- Can parents be emailed automatically when a student enrols?
- Yes for email. Put an automation on the enrolled stage and a templated email sends itself when a student arrives there, with their details filled in. Text and WhatsApp messages are sent from the record by a person.
- Is this a timetabling or attendance system?
- No. There is no lesson timetable, room booking or roll marking built in. It runs the enrolment process from first enquiry to term report and makes sure nothing in between is skipped.
- Does it suit schools other than music?
- Yes. Tutoring, dance, swimming, language and coaching schools all enrol the same way: an enquiry, a trial, paperwork, then regular classes. The stages and fields are yours to write.
Other trades doing the same thing
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