New Clients
For over the phone, emailed in or walk in enquiries.
Enrolling PRIVATE FREE TRIAL
Discuss lesson length (recommend 30mins over 6yrs)
Cover billing process, cancellation policy and make up policy, mentioning the ONLINE PORTAL.
Note lesson time, day and teacher.
Into students profile, click book appointment
Select Service, Staff, location, Day and Time (careful of AM and PM)
Click recurring
Any more than two conflicts STOP and CHECK
Click Book Appointment – if only public/school holidays.
Click continue to payment
Check details – click ENR and Pay Later
PRIVATE – free trial enquiry
Navigate through the schedule, finding a suitable time and day.
Click on that time and day, click Book Appointment
Select appropriate service from the dropdown
Select Location, Staff, Location and check for availability
Input the client
Click Book appointment
In Plan dropdown, select “trial lesson”
Careful here – if card details are saved and you use a single visit you will be charging their card.
Click enrol and close now
Adding New Client using Quick-add
Fill out parents name. If it flags that they are already in the system, investigate whether or not they have attended before with us.
If parent is already in the system but not the student, fill out the student details and add the parent as an account manager.
If both parent and Student are already in the system, X out of this window and select the student to book.
Press Book Appointment and proceed to payment.
Choose Trial lesson as Plan type.
Click Enrol and Pay Now.
Confirm time that is listed on the next screen.
Booking a phone enquiry
Welcome client to Forte music, “how can help you?”
Click Book appointment at the top of the page.
Enter Service and Location.
Enter preferred day. (Next available)
Look through the available options below that have recurring appointments available. Also, take note of the suggested priority which helps avoid big gaps.
Once you have agreed on a suitable time and teacher click on that which will populate the staff member and time above.
Now add the student by choosing an existing student or clicking on the Add new client
CLASS – free trial enquiry
Click Enrol in session
Select service dropdown
Select Location
Select a session
Select a client
Select date
Click payment
Select ‘Junior Keys’ – Free Trial visit
Managing Enquiries – Emails/Jotform
Enquiries from Emails/Jotform
Click Register Client in OPUS
Input details of parent
Click Create and Add dependant
Add Childs details – if no surname leave a dash (-)
IMPORTANT – in the Status dropdown, select ENQ todo (follow up)
The ENQ todo should be only done in the Childs account – if multiple children add in each account.
In the child’s account, add details of the enquiry, and the date and method of contact.
Use the @ to assign a follow up to yourself and date.
Exisiting Clients
Lesson changes, payments, rescheduling
Booking a PRIVATE make up for CLASS student
Click into the class
Under student click No Show
Click into students initials
Under Credits, click Add credit
In reason – add the date of the missed lesson
Toggle the Service credit switch
Under Service dropdown select 20 minute make up
Visit count = 1
Apply to subscription – select what comes up.
Click Add.
Then follow the normal make up procedure.
In Limbo students
Go to students profile
End the subscription – choose END NOW
Click Do not notify staff/client
Check the invoices – click ‘see all invoices’ – if still open void the invoice. already paid we need to add a credit.
Back to profile – click ‘view client on prospects page’, change their status to “In Limbo”
Add any notes re: further details on what the client wants/needs etc.
Finals – CLASS
To Unenrol student from ClassGo to the client’s profile and find the first class that they will be removed from and press update.You will be brought into the class page. Click the “X” on the right side of the client’s name.“Un-Enrol on specific date” only if they are in for the next couple of weeks.Select “Do not Notify” on this page depending on the situation (unless absolutely necessary).Click Un-enrol client and return to the client’s profile.Refresh the screen –Now check the invoice. If it has already been paid, you will have to discount the new invoice when enrolling by 100%. This is extremely important because if they have payment information on the account, the new invoice could transact within a couple hours.If the invoice is unpaid – void the invoice.ADD A NOTE TO THEIR ACCOUNTBooking make up lessons for class
Make sure there is a make up credit for the class you are booking into.Choose enrol in session and choose the class you are booking into.Enter student and choose date of make up class.Go to payment.For plan, choose Single Credit OnlyToggle the switch that says “Use Service Credit”It should populate the rest and you can choose Enrol and Pay now.Taking payments – books, materials
Enter parents account
Select charge/invoice client from left hand menu
Enter appropriate location, description, amount.
In client drop down, enter the student.
If payment details are in the system, ask if they would like us to charge the card on file?
If yes, select Process Charge, if not.
Select Check, and enter “Eftpos payment” and the date
Click process charge
Taking payments – term invoice
Into parents account
Scroll down to invoices
If multiple, you have to add up to get a total amount owing.
Ensure that you click on “see all invoices”
On EFTPOS machine, enter total and transact from EFPTOS
In OPUS, click Pay, and as the payment method click “Check”
Enter “Eftpos payment” and enter the date.
Click checkout.
IMPORTANT – if multiple repeat the steps in OPUS till all amounts are cleard.
CLASS – Changing times/days
There is no way to do this except to end their subscription and un-enrol them from the class and then re-enrol into the new class. (This should change soon)To Unenrol student from ClassGo to the client’s profile and find the first class that they will be removed from and press update.You will be brought into the class page. Click the “X” on the right side of the client’s name.It will automatically take them out of the schedule for that class and all following unless you specify where it says “Un-Enrol on specific date”You may also will probably want to choose “Do not Notify” on this page depending on the situation.Click Un-enrol client and return to the client’s profile.Now check the the invoice. If it has already been paid, you will have to discount the new invoice when enrolling by 100%. This is extremely important because if they have payment information on the account, the new invoice could transact within a couple hours.PRIVATE – Changing times/days
Click the appointment needing to change
Click on Change recurring schedule
Select appropriate day, time and staff from drown menus
Only select Do not notify the participants if necessary to confirm
Click Change recurring schedule
Finals – PRIVATE
Cancelling Private lessons.Locate the lesson in the schedule or on the clients account.Click cancel.Choose whether it is a cancellation requested by the client or by us.Type cancellation reason.If you have chosen that the client has cancelled and it is less than 12 hours before the lesson, it will go in as a late cancel.If it more than 12 hours in advance it will automatically add a make up credit to their account. (And deduct from their 2 make up limit)Do not “Remove from Calendar” unless you have reason to do so. Otherwise, the spot will appear available.You might want to press “Do not notify the client and staff” depending on the reason you are cancelling. Use your discretion.The notification message is what goes out if you choose to send a notification. Please keep it professional and don’t use admin terms that clients are unaware of.Alterations:If it is within 12 hours, but the client had notified us before the 12 hour window, you will need to cancel them and go back into the appointment to override the status from late cancel to “Cancelled”.You will also have to add a make up credit manually.Alternatively, you can choose staff cancelled so that it automatically adds the make up credit and then override the status. After whichEnrolling missing students
(If there is a hold for the student this needs to be cancelled first)
Click book now
Select appropriate service, staff, location, start date, time, client
Click recurring
Choose the end of the billing period in end dropdown (31/04/2023)
Click book appointment
Under plan dropdown, change from monthly membership to Term membership
Click enrol and pay later
Enter the parents account
Under invoice just created click update
Click add discount
Type in Term 4 billing
Add amount
Click Add discount
Change discount type to amount
Enter amount