Tuition - Dance Studio Pro · not automatically charge tuition when you add a student to a class. How to Post Tuition Start by logging in and selecting More->Tuition and Statements

DanceStudio-Pro.com

Tuition

DanceStudio-Pro.com Chapter 2:2

Contents

Table of Contents

CONTENTS ............................................................................................................................................................. 2:2

CHAPTER 1 : DANCESTUDIO-PRO.COM AT A GLANCE ............................................................ 2:3 DANCESTUDIO-PRO BASICS ............................................................................................................................... 2:3 QUICK ACTIONS .................................................................................................................................................... 2:4

CHAPTER 2 GETTING STARTED ...................................................................................................... 2:6 TUITION BASICS.................................................................................................................................................... 2:6

CHAPTER 3 TUITION SETTINGS ..................................................................................................... 3:6 LOGIN TO DANCESTUDIO-PRO ........................................................................................................................... 3:7 CALCULATING TOTALS ........................................................................................................................................ 3:7 DISCOUNTS ............................................................................................................................................................ 3:8 RATES .................................................................................................................................................................. 3:10 REGISTRATION FEES ......................................................................................................................................... 3:12

CHAPTER 4 FIXED FEE CLASSES .................................................................................................. 4:14 SETTING UP A FIXED FEE CLASS ..................................................................................................................... 4:14

CHAPTER 5 FIXED FEE STUDENTS – OVERRIDING TUITION ............................................. 5:16 FIXED FEE STUDENTS ....................................................................................................................................... 5:16 NO-CHARGE STUDENTS ................................................................................................................................... 5:18

CHAPTER 6 POSTING TUITION (CHARGING TUITION) ........................................................ 6:18 HOW TO POST TUITION.................................................................................................................................... 6:19 USING CHECKBOXES .......................................................................................................................................... 6:21 USING A FUTURE DATE .................................................................................................................................... 6:22

CHAPTER 7 FAQS .............................................................................................................................. 7:23 Q&A .................................................................................................................................................................... 7:23


Chapter 1 : DanceStudio-Pro.com At a Glance

This guide describes how to setup tuition with DanceStudio-Pro.com.

DanceStudio-Pro Basics

To access the DanceStudio-Pro web application,

go to http://dancestudio-pro.com/apps in a web browser.

Enter your username and password that was assigned during the

registration process to access the system.

http://dancestudio-pro.com/apps


You can access any part of the system from the home screen.

Use the Search box just like you would use Google™. Simply type the

name of a student, class, staff member or report to quickly go to that

person. The search engine works with full names or parts of names. You

may also search for help topics as well.

Quick Actions

You can find Quick Actions on almost every page within DanceStudio-Pro.

Quick Actions are the tasks that are typically performed most often within

the system. Examples are adding new students or classes. Also

communication task are located on the Quick Actions list. This includes

Robo-Dialer™ and Group Emailing.



Chapter 2 Getting Started

Read this chapter to learn how to setup tuition within DanceStudio-Pro.

NOTE: Some topics are covered in greater detail in other guides. (i.e. Online Registration)

NOTE: This document uses the dollar sign ($), however, dancestudio-pro easily support

any national currency. €

Tuition Basics

DanceStudio-Pro will automatically calculate your student’s tuition. You

do not have to go to each student record and set the tuition value, unless

you just want to . How we calculate tuition can be changed in a number

of different ways depending on the settings that you select. This tuition

calculation applies when you are logged into the system and when a

parent logs into the parent portal and enrolls in classes.

We do not automatically charge tuition. When you add students to

classes, you will not automatically see a balance. You will start to see their

calculated tuition change though. You can then charge that tuition

amount using Post Tuition, which is discussed in this document. The only

time that we automatically charge tuition is when a parent enrolls online

and you have told the system (in your settings) that we should collect the

first month’s tuition amount.

Chapter 3 Tuition Settings

Read this chapter to learn how to setup Online Registration within

DanceStudio-Pro.


Login to DanceStudio-Pro

You must be logged into the web application to configure your

DanceStudio-Pro account. You cannot change system setting from the

mobile apps.

Go to: http://dancestudio-pro.com/apps/

Go to the tuition settings page from the More menu.

Calculating Totals

First decide if you want to add up everything by individual student or by

family. This applies to hours and numbers of classes when we are

calculating rates and discounts. If you add up by family, we calculate the

total and then divide it evenly for evenly for each student in the family.

http://dancestudio-pro.com/apps/


Discounts

Next, click on the Discounts tab. Here you will define how we discount

tuition when your students are charged. First is the multi-student

discount. This discount is applied when a family has more than one

student who is marked as active and is enrolled in active classes. It is

applied to all students in the family.


Scroll down and you will see the Multi-Class Discounts. These are applied

if a student is taking more than one fixed-fee class. These discounts do

not apply to classes that use hourly rates or class count rates (rates are

discussed in the next section). You can discount by a percentage or by a

dollar amount.


Rates

The first step to setting up rates is deciding if you want to charge by hours

of classes taken or by total number of classes. Click the circle next to the

option that you want to use. If you only used fixed-fee classes you do not

have to set up any hourly rates.

To set up hourly rates, enter the hours, minutes and amount that should

be charged. If you tell your customers that 90 minutes is $50, you would

enter 1 hour, 30 minutes, and 50 dollars. Then press the Add Hour Rate

button. Repeat this process until you have added all of your hourly rates.

The highest value that you enter is the highest rate a student will be


charged. If you enter 7 hours is $100 and a student takes 8 hours, they will

be charged $100.

If you charge by the number of classes that a student takes, you will use

Class Count Rates.

Enter your rates much like you would hourly rates, except enter the

number of classes and the amount to be charged. Then click the Add

Class Count Rate button. The highest rate that you enter is the highest

rate a student will be charged. If your highest rate is 8 classes for $150

and a student enrolls in 10 hours of classes, their rate will be $150.


Registration Fees

Registration fees are used in the parent portal when someone registers for

classes online. You have two options for registration fees – simple

registration fees or detailed registration fees.

To set up simple registration fees you only have to enter the fee that

should be charged when a student enrolls online, and enter the max

number of times a parent should be charged the registration fee. If you

enter $30 and a max of 2 and a parent has 3 children, they will pay $30 for

the first child, $30 for the second child, and $0 for the third child.

Registration fees reset every season – if a parent pays registration in the

spring, they still have to pay again when they register in the fall.


To be more specific with registration fees, you can use the detailed fees.

This lets you determine exactly what each student in the family is charged

when they enroll online. To enter detailed registration fees, enter the fees


that should be charged for each student in a family.

Chapter 4 Fixed Fee Classes

Fixed fee classes are used when you do not want to use hourly rates or

class count rates. They apply a certain fee to a class, like saying Ballet for

3-5 year olds costs $100. If you set up a Multi-Class discount, it will be

applied to the fixed fee classes if the student takes enough classes to

qualify.

Setting up a Fixed Fee Class

Start by going to the main classes page by clicking on Classes in the main

menu.


Select the class that needs a fixed fee by clicking on the class name. If you

do not have any classes, add the class.

Looking at the class detail, scroll down to the Tuition box.


Enter a value in the Tuition box and click Save. That is the value that will

be charged when you Post Tuition for students in this class, minus any

applicable discounts. If you charge tuition monthly, you would enter the

monthly fee as the fixed fee amount.

Under the tuition box you will see an option to Bill Separately. This is an

option for special classes that should not get any discounts. Bill separately

classes are also charged to Fixed Fee students and No-Charge students

(which are discussed in the next section). To make a class bill separately,

check the box and click Save.

Chapter 5 Fixed Fee Students – Overriding Tuition

Fixed Fee Students

Fixed fee students are charged their fixed fee regardless of what classes

they enroll in. Tuition is not calculated by hourly rates or for fixed fee

classes. Discounts do not apply. The student would pay for registration

fees and any bill separately classes in addition to their fixed tuition.

To set a student fixed fee, click on Students in the main menu.


Click on the student name in the list.

Looking at the student detail, scroll down to the Student Fixed Fee box.

The value that you enter there will be their fixed fee. Enter a number and

click Save. We normally only charge this fixed fee if the student is enrolled

in classes. If you want to charge them even if they are not enrolled in


classes, you can check the box under the Student Fixed Fee box and click

save.

No-Charge Students

No-charge students are not charged tuition. The only exception to this are

bill separately classes. No-charge students do pay for bill separately

classes. No-charge students do not pay registration fees. To set up a no-

charge student, select the student and scroll down to the No Charge

checkbox. Check that box and click Save. They are now a No-Charge

student.

Chapter 6 Posting Tuition (Charging Tuition)


Posting tuition is how you add the tuition fees to your student accounts.

You can do this on whatever schedule you like. You can post tuition once

a month, once a quarter, once a year – it is completely up to you. We do

not automatically charge tuition when you add a student to a class.

How to Post Tuition

Start by logging in and selecting More->Tuition and Statements in the

main menu.

At the top of the Tuition screen, click the button that says Post Tuition to

Accounts.

The Post Tuition screen shows all of the students who need to be charged

tuition. We recommend that you look through the list to make sure

everything looks like you would expect. If a student is not in active classes

or is a no-charge student, they will not show up in the list. If a student is

marked Inactive, they will not show up in the list. Only students who need

to be charged tuition right now show up in the list.


All you have to do now is enter a Memo Note and click the Post Tuition

button. You can also enter separate Memo Notes for each student if you

need to. Memo Notes are not required, but we highly recommend you

use them. They help parents understand their charges, and help you

remember why you charged someone a fee.

When you click the button, the system charges each student in the list

their tuition amount – the same tuition amount that is displayed in the

Tuition column on the screen. You should now see that the balance on

each student has changed.


If you charge tuition monthly, you would click the Post Tuition button once

a month. If you charge tuition quarterly, you would click the Post Tuition

button once a quarter.

Using Checkboxes

We usually post tuition for all active students. If you need to post tuition

for only one student, you can do that using the checkboxes on the left

side. This can be useful if you have already posted tuition for everyone

and then a new student enrolls. You can charge the new student their

tuition without re-charging everyone else.

To only charge one student, click the Uncheck All link. This will uncheck all

of the checkboxes. Then find the student in the list that needs to be

charged tuition. Check the box next to their name. Then click the Post

Tuition button.


Using a Future Date

There may be times when you need to post tuition for classes that are

coming up instead of classes that are happening right now. An example

would be during pre-enrollment. You may have some parents enrolling

and paying the first month’s tuition online while some parents come and

enroll in person. People that enroll online are charged automatically, but if

someone enrolls and pays in person you will need to charge their tuition.

Since they are enrolling in classes that have not started yet, you will need

to charge them a Future Tuition Amount.


To charge a Future Tuition Amount, return to the Post Tuition page and

click the link that says Post Future Tuition Amount. This shows you a new

box that lets you pick a date. Pick a date that is in the future – most of the

time you will use the date that your next season starts. Click the Set Date

button.

The screen will refresh and the student list will show tuition amounts for

the date in the future that you picked. Now you can check/uncheck boxes

to select students if necessary, and click the Post Tuition button to add the

future tuition charges to the students.

Chapter 7 FAQs

Q&A

Below are a list of commonly asked questions and their answers regarding

tuition.


Q: I added a student to a class and their balance is still $0 – why?

A: We do not automatically charge tuition when you add classes. When

you are done adding classes for the student and need to charge their

tuition, you need to Post Tuition. Please read the Posting Tuition section

of this document.

Q: I went to post tuition and clicked the button and nothing happened?

A: Were there any students listed on the screen before you clicked the

button? Typically the answer is no. That means that your students are

likely enrolled in classes that haven’t started yet. We do not charge

tuition for classes until their season has started. You can still charge

tuition for a future season if you need to. Please read the Posting Tuition

section of this document.

Q: When I go to the Post Tuition screen why are there are no students

listed?

A: Your students are likely enrolled in classes that haven’t started yet. We

do not charge tuition for classes until their season has started. You can

still charge tuition for a future season if you need to. Please read the

Posting Tuition section of this document.


Q: I charge tuition once a quarter. How can I do this in DanceStudio-Pro?

A: You will just Post Tuition once a quarter rather than once a month. If

you have fixed fee classes, you will enter the quarterly charge as the fixed

fee. If you use rates, you will enter the quarterly amount as the rate.

Q: I give my staff special discounts for their children – how do I do that?

A: You will use the Student Fixed Fee. If they get classes for free, you will

use the no-charge option. Please read the Fixed Fee Students section of

this document.

Q: I have students who have pre-enrolled for a season that hasn’t started

yet. How do I see what their tuition will be?

A: Go to the main Students page. You will see tabs for all of your current

and future seasons. Click on the tab for your future season. You will see

students already enrolled in that season as well as their tuition fees for that

season in that list.

Q: I have a very special tuition procedure that I drew up on a cocktail

napkin while having drinks with my girlfriends. How can I make it happen

in DanceStudio-Pro?

A: As this document details, DSP has a lot of options for calculating tuition.

When you combine all of them, the number of different things you can do

is huge. However, there is a chance that we may not exactly match

everyone’s tuition structure. If you have a special tuition structure, we


recommend that you use your free trial time and play around with the

different options. Many times it’s just a matter of thinking of things a

little differently, or maybe we call something a different name than what

you’re used to. If all else fails, submit a help request and we’ll do our

best to help.

END OF DOCUMENT

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Tuition - Dance Studio Pro · not automatically charge tuition when you add a student to a class. How to Post Tuition Start by logging in and selecting More->Tuition and Statements