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Creating Privates

Creating a New Private

To create a new Private:

  1. Click the Studio Tab.
  2. In the Actions Bar Area, select New Private Availability” from the Actions Dropdown.

New Private Form Fields

There are 11 areas with available options when creating a new Private. They are:

  1. Description
  2. Details
  3. Images
  4. Legal
  5. Teaching
  6. Booking
  7. Pricing
  8. Automation
  9. MailChimp
  10. Digital Permissions
  11. Upselling

Description

The Description area lets you set the name and description of the private. There are three fields in this area :

  1. Name: the name of the Private. For example ‘Private with Judy’ (as shown in the support video).
  2. Public Description: the description and other relevant information to provide to students. For example, ‘Learn from the best!’ (as shown in the support video).
  3. Staff Description: the description and other relevant information to provide to staff and instructors. For example, ‘Get out the crash mats.’ (as shown in the support video).

Details

The Details area lets you set some details for the Private. There are four fields in this area :

  1. Visibility: From the available options select who want to have access to information about this Private.
  2. Open Enrolment: This feature enables you to manage who handles the enrolment process for the Private. From the options (student or staff) select who want to do the enrolment for the Private.
  3. Difficulty Level: From the options select the level of difficulty for this Private.
  4. Tags/Categories: Type in any relevant Tags for the Private.

Images

The Images area allows you to add photos or images to the Private.

To add images, click-select-upload the file, or drag the selected photograph files onto the space shown.

Legal

The Legal tab allows you to select the disclaimers or waivers which must be acknowledged by students enrolling into the Private. There are two fields in this area :

  1. Disclaimers:
    • Select the disclaimers that pertain to the Private, using the “Select Disclaimers” dropdown.
    • Set the requirement for re-signing a disclaimer, using the dropdown.
    • The Manage Disclaimers button allows you to view, edit and create Disclaimers.
  2. Medical and Emergency: Set the requirements for collection of medical information.

Teaching

The Teaching area lets you set the content that will be provided in the Private. There are six fields in this area :

  1. Curriculums: 
    • If the Private is to teach curriculum content, select the relevant curriculum.
    • The Create Curriculum button allows you to Create a Curriculum
  2. Student Curriculum Access: Set student access to the curriculum.
  3. Instructor Curriculum Access: Set instructor access to the curriculum.
  4. Collect Private Feedback: Set whether you wish to prompt students for feedback about the Private.
    • Select a Feedback Template to send to students at the end of the Period.
    • The New Feedback Template button allows you to Create a New Feedback Template.
  5. Collect Instructor Feedback: Set whether you wish to prompt students for feedback about the Private.
    • Select a Feedback Template to send to students at the end of the Period.
    • The New Feedback Template button allows you to Create a New Feedback Template.
  6. Show Instructors: Set whether the instructor’s name is shown on the enrolment page.

Booking

The Booking area controls booking options for the Private. There are seven fields in this area:

  1. Requires: Set any staff or location requirements for this Private.
  2. Availability: Set times that this Private is available.
    • At least one availability must be present for students to book themselves into this Private online.
    • If you do not want students to book online (for example, if students need to call the studio in order to book this Private), this option is not required.
  3. Partial Bookings: set whether people must book for the entire time slot or you are allowing them to attend a portion of the session.
  4. Minimum Enrolments required:  the minimum number of enrolments required for the session to be held.
  5. Maximum Enrolments: the maximum number of enrolments for the session.
  6. Billing: set billing options.
  7. Timetable Conflicts: set whether the required staff/locations can be double-booked. (For example, you may want to allow both Privates and practice sessions to run simultaneously in one room).

Pricing

The Pricing area controls pricing options for the Private. There are six fields in this area:

  1. Online Payments: set whether online payments are allowed.
  2. Tax Rule: set the tax rate applicable for your country and state. See tax rates for further details. 
  3. Discounts and Memberships: can memberships or discount cards be used to pay for this Private?
  4. Price Per-hour: the base price per-hour for the Private, and the required base deposit.
  5. Additional Price Per-Head: an additional fixed amount per additional head.

Automation

The Automation area lets you set automation options for the Private. There are nine fields in this area:

  1. Deposit Payment: set whether students are automatically withdrawn if the deposit has not been paid. Options are: 
    • Don’t withdraw if the deposit isn’t paid by the time of the Private,
    • Withdraw if the deposit hasn’t been paid within a certain time (from one hour to four weeks after enrolment, or before their session). 
    • Require at time of booking.
  2. Full Payment: set whether students are automatically withdrawn if the full payment has not been paid. Options are: 
    • Don’t withdraw students if they haven’t paid the full amount,
    • Withdraw students if they haven’t paid the full amount within a certain time (from one hour to four weeks after enrolment, or before their session). 
  3. Last-minute Casual Enrolments: set a time limit for accepting casual enrolments.
  4. Casual Class Cancellation Policy: set a cancellation policy for the Private.
  5. Casual Class Self-withdrawl: allow students to self-withdraw from their booking.
  6. Social Media: automatically post a social media message to promote additional enrolments.
  7. Automatically Ask Students for Attendance: automatically prompt students about their attendance at Privates.
  8. Automatically Email Instructors a Class Summary: automatically send a class list of students attending a session to the instructor.
  9. Reminder: send automatic reminder SMS texts and Emails to students at a set time before each session.

MailChimp

This function automatically adds the emails of students to mailing lists that you have previously set up with MailChimp’.

Digital Permissions

This feature enables you to add digital permissions for performance film-clips and lesson/curriculum/ instructional videos, and to set an expiry time (i.e. time limit) for these to be accessed. Digital permissions can be stored under two categories Whole Term/Block Enrolments and Casual Enrolments. Click on the ‘Add Permission’ button under the appropriate heading to access/edit these. (JAMES NOT SURE ABOUT THIS PART THE ADD PERMISSION BUTTONS on the page do not work also you say ‘Digital Permissions are managed in retail?’)

Upselling

This feature provides a means for your studio to upsell products (at a discounted price), as well as to promote charity campaigns and donations to charities.

To select an item to promote or discounted product to upsell click on the ‘Add Item’ button and select an item from the list. If there are no items listed, or you want to add an item that is not currently listed, click on the ‘New Item’ button, you will then be prompted as to whether you want to leave the current page and create a new item. To do this click on ‘OK’. You will be taken to the ‘New Product’ page. Fill in the information required and then click ‘Save’. The new item and relevant details should be listed on the ‘Upselling’ page.

At any stage during the input process you can click the ‘Save’ button to save what has been created up to that time and date. To add further information, or to edit the existing information, you need to find the saved file, open and click on the ‘Edit’ button to re-enter the file.

Example use cases

Privates can be used for a wide variety of purposes. For example, they can be used for:

Ÿ

  • additional or specialized skills training
  • specialist instruction
  • teacher training
  • Ÿrevision or repeat instruction of course content/skills
  • Ÿpreparation for course examination or special performances
  • Ÿsocial activities, such as a bachelorette party or a burlesque class
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