Student Enrolments

The process

Every student moves down these steps in order.

What it records

These fields come with the template. Add your own, rename them, or delete the ones you do not use.

• Student nametext
• Student date of birthdate
• Parent or guardiancontact
• Subject or instrumentdropdown
• Current leveldropdown
• How they found ustext
• Trial lesson datedate
• Teachertext
• Consent given bytext
• Signed enrolment formfile
• Lesson daydropdown
• Lesson timetext
• Lesson lengthdropdown
• Term fees paidboolean
• Term reportfile
• Report sent bytext

Step by step

The documentation below ships with the template. It is what your team reads on the step itself while they are doing the work, not a manual filed somewhere else.

1. 01

   Enquiry

   A family or student has asked about lessons.

   Required before the job can move on

   • Student name
   • Parent or guardian
   • Subject or instrument

   Also on this step, but optional: Student date of birth, Current level, How they found us.

   Purpose

   Capture who the lessons are for and who to talk to, then offer a trial.

   Tasks

   1. Enter the Student name and pick the Parent or guardian. For adult students, pick the student themselves.

   2. Choose the Subject or instrument and their Current level.

   3. Add How they found us. It tells you which marketing works.

   4. Offer a trial lesson within a week.

   Gate to advance

   Student name, Parent or guardian and Subject or instrument must be filled in.

2. 02

   Trial lesson

   Trial booked and done, with consent on record.

   Required before the job can move on

   • Trial lesson date
   • Teacher
   • Consent given by

   Purpose

   A good trial lesson is how enquiries become students. Consent is on record before any lesson.

   Tasks

   1. Set the Trial lesson date and the Teacher.

   2. Get consent to lessons and to your policies, and record who gave it and when in Consent given by (e.g. "Parent, signed 17 Oct"). Adult students give their own.

   3. After the trial, the teacher notes how it went and the suggested level on the record's Notes tab.

   Gate to advance

   Trial lesson date, Teacher and Consent given by must be filled in.

   Notes

   Follow up within two days of the trial, while the student is still excited.

3. 03

   Enrolled

   Lesson slot agreed and term fees paid.

   Required before the job can move on

   • Lesson day
   • Lesson time
   • Lesson length
   • Term fees paid

   Also on this step, but optional: Signed enrolment form.

   Purpose

   Lock in a regular slot and the term's fees. This is a paying student from here on.

   Tasks

   1. Agree the Lesson day, Lesson time and Lesson length with the family and the teacher.

   2. Send the term invoice. Tick Term fees paid once it has cleared.

   3. Attach the Signed enrolment form if you use one.

   4. Send a welcome email with the term dates and what to bring.

   Gate to advance

   Lesson day, Lesson time, Lesson length and Term fees paid must be set.

   Notes

   For each new term, untick Term fees paid and move the student back here until the new invoice is paid.

4. 04

   Term report

   End of term progress report sent to the family.

   Required before the job can move on

   • Term report
   • Report sent by

   Purpose

   Show the family what the student achieved this term. It is the best reason to re-enrol.

   Tasks

   1. The teacher writes the report and attaches it as Term report.

   2. Send it to the parent or guardian and record who sent it in Report sent by.

   3. Ask whether they are continuing next term.

   Gate to advance

   Term report and Report sent by must be filled in. Move continuing students back to Enrolled for the new term; archive those who are not.

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