1. Now, you can create multiple registration fees for different seasons. If you have more than one season, they will be listed on the Season List on the left box. When you create a new fee, you can apply it to a season by moving that season from the left box to the right box. See screenshot below.
2. Added "Print Student Info" button on the "Students" page to provide a report for all students and their joined classes.
3. Added "Class Code" field for classes. This code will be randomly generated by default. However, you can change it to your desired code format.
This code will show under each class’s name on the Classes page.
4. On Students page, you can click a student name to view or modify this student’s details. Important! Due to privacy issue, there are some rules for this.
If a student only joined your classes, then you will be able to change this student’s info.
If a student is not only registered to your classes, but also registered to another studio’s classes, then you cannot modify this student information, you can only view it.
5. Added search feature on the classes list page, studio can now search classes by class or student name.
6. Added "Misc Fee Type" management feature for Misc Fees. You will be able to save all kinds of misc. fee types and then select a type when you create a new fee.
You will also be able to use this as a filter to print your financial report.
7. Added "Dancer Type" feature on the Location/Season/Classroom setting page.
If you enter dancer types, you will be able to set different price structure for each dancer type on the Tuitions page.
Then you can define class’s tuition fees to be based on the dancer type.
If your tuition fee is not based on different dancer types, there is no need to set this up. Just leave it as is.
8. Added restriction to change class fee setting (Class details -> Fees tab). If a class has one or more students registered, and these students are not all in withdraw list, you cannot change the price for this class.
02: Updates September 2013
1. Changes to Auto Charge Mode
If you click the Students tab and select Fees to the left of a student's name, you will find the fees for that student.
Under Tuition Fee on the left side of the page, there is an option to Set to Auto Charge Mode.
You can now select this automatic payment method before the family has added a credit card to their account. If you choose Set to Auto Charge Mode and the family has not added a payment
method once the payment has been processed, they will be sent an email notification of failed payment, which includes instructions for how to add a credit card and complete their payment.
This change is more convenient for both you and your families, as it allows you to set up automatic payment methods without having to wait for families to make changes to their accounts first.
2. Fees Selection Popup
When adding a new class, after inputting the Class Details and selecting Add Class, you will receive a popup message and be automatically redirected to the tab labelled Fees (beside Class Details)
in order to select tuition fees for that class.
After being redirected to the fees page, simply select your tuition method. Previously, the system would not allow you to save without selecting a tuition fee.
Therefore, this change simplifies the process of creating a new class by taking you to the next required area.
3. Student Status
On your list of students under the Students tab, there is now a Status for each student. If a student is labelled Active, it means he or she is currently registered in a class.
If the student is Inactive, he or she has an account with the studio but is not registered in a class. This change more clearly displays how many students are registered in classes (Active).
4. Siblings Area on Student Information page
If you click the Students tab and select a student, you will find the Student Information page.
At the bottom of this page, you will now find the siblings of that student, whether or not they are registered in classes.
In addition, the status of the student is now visible at the top of this page.
5. Class Information Popup
When you go to the Students tab and select Fees of a particular student, under Tuition Fee you will find the Class Name. Now you are able to click the name of a class and an information page for that class will pop up.
6. Class List Section on Class Information
When you go to the Classes tab and select a class to view the Class Information, you will notice a Class List on the right-hand side of the page. Now you can easily access the
Class Information pages for your other classes by selecting them on the list.
03: Updates for October 2013 Part 1
Thank you for joining us for another DSM update!
With this most recent update, we have introduced new flexible functions to help you manage your students and your classes.
- Ability to Edit Manually Applied Payments
You asked, and we delivered! As a studio, you are able to apply manual payments for students in DSM if their parent happens to pay by cash in location. Previously once a payment has been manually applied, there was no way to edit that payment. Now there is!
To edit a manually applied payment, you can go to the Student's Fees > Paid Transactions. Manually applied payments (as well as CC payments) will be displayed here. For manually applied payments, you are now able to click on the transaction link to display a pop-up box in order to edit this payment.
Once you have completed editing the payment, you can Update this payment. Or if you would like to delete the payment entirely, you can choose to Delete.
a) You cannot delete a CC payment made from the client's account.
b) You cannot delete a partial transaction unless you delete all instances of the same payment.
- Activate/Deactivate Function for Students and Accounts
Recently we introduced a Status function for studios to differentiate between students who have been registered to classes and students who have not been. For October, we are introducing the function to allow studios to turn this function off and on for each Student as well as for each Account.
To do this, you will go to the Student tab and choose to display Active students or Inactive students.
Once you have the list of students to work with, you can select as many students as you prefer by using the check box for each student.
Now you can click on the Deactivate or Activate button above the list of students in order to deactivate them or activate them.
You would follow the same process if you are deactivating or activating Accounts. The only difference would be you would go to Students tab and then click on Accounts before following the same steps listed above.
a) To deactivate or activate a single sibling within the same parent account, make sure you are processing the action from the Students list only.
b) By deactivating or activating an entire account, all siblings inside that parent account will be deactivated/activated.
- Assign Classes
We're introducing a new tab under Classes called Assign Classes. This new section gives you the option to assign multiple classes by student as well as assign multiple students by class.
To use this function, go to Classes > Assign Classes. From here, you can choose between the functions Assign Classes to a Student or Assign Students to a Class.
a) Assign Classes to a Student:
If Assign Classes to A Student is selected, you will see a Select Student drop-down menu. This will list all Active students.
To assign classes to a student, select the student from this menu.
The Available Classes box will display all classes based on the Location, Season and Program that you select in the above filters. To assign one of these classes to the student, select the class and click Add. You can select multiple classes at once by holding down the Ctrl key.
The Assigned Classes box displays all the classes assigned to that student. Clicking Setup Student Fees will take you to the student’s fees page. Beside the Select Student drop-down menu, you will see a button labelled Send Confirmation to student. This will send an email to that student to confirm their classes.
Important Reminder: If you move a class from right to left (by clicking Remove), the student’s fees will be deleted.
b) Assign Students to a Class:
If Assign Students to A Class is selected, you will see a Class drop-down menu. This will list all the available classes according to the Location, Season and Program that you select in the above filters. To assign students to a class, select a class from the drop-down menu.
The Available Students box will show all the students you can add to the class. To assign students to the class, select them from the list and click Add. You can select multiple students at once by holding down the Ctrl key.
The Assigned Students box shows all the students currently assigned to that class.
Again, clicking Setup Student Fees will take you to the student’s fees page.
Beside the Class drop-down menu, there is a button labelled Send Confirmation to All Students. This will send an email to all the students assigned to that class.
- Enhanced Class Registration for Students
Here at DSM, we are constantly improving the class registration process for Parents and Students. For this latest update, we are rolling out with some new improvements to our registration process for students. We recommend that you familiarize yourself with this process in order to assist parents and students with any questions they may have.
The new registration process follows these steps:
1) Select Classes
2) Select Students
When users are registering students into classes at your studio, they are now able to select multiple classes at once.
When the student selects classes and hits the Continue button, the next page will show all the selected classes. Under each class name, there is a list of students for the user to pick which students to register in each class.
If a family account has multiple students, this feature makes it easier to register students in different classes at the same time. (e.g. in the above example, John can be registered in Class 1 and Jane can be registered in Class 2 at once).
At the next page, the user will confirm the registration details and click Continue.
After they submit the registration, they will have two options:
Clicking Register for more classes will take them back to Select Classes for your studio.
For the dancer or family, they will find a new link on their ‘Classes’ page that will allow them to register for classes without having to visit a studio’s website or the Dance Studio Magic search portal. This new update minimizes confusion by improving the navigational aspect of class registration.
Thank you for joining us for the monthly Dance Studio Magic update! We are consistently adding new items to our studio class registration system, so please check back as often as you can for new items!
04: Updates for October 2013 Part 2
Happy Halloween! October has been a busy month for us here at Dance Studio Magic and we have some more DSM items to show you!
- Classes Enrollments Overview
It is now easier to keep track of new enrollments to your classes with a Time Stamp in your Classes Enrollments Overview window.
With this new addition, you are now able to keep track of when each studio has submitted a registration for your classes. Notice in this window, the most recent enrollment will display at the top.
- Print Student Information
You're now able to print a student's account information for record-keeping with the new Print function on a Student's Information Page!
You can find this page by clicking Student, then click on the name of the student you'd like to display. When you click on the Print link, you will be able to print this page in the same way you would normally print from your browser.
- Payment Gateway Testing
You are now able to test your online merchant portal within your DSM account! With DSM, you are able to set up either an Authorize.NET account or an PayPal account for your online transactions. We've now implemented a Testing Function to help you test the connection between your DSM account and your Online Merchant account once you've set up the two to connect.
This function can be found under Account & Setup >> Accept Payments:
Once you've set up your Authorize.NET account or PayPal Pro account to connect to your DSM, simply test the transaction process by using a credit card before going live with your class enrollment!
- Register New Classes
This new addition is the most exciting one for this latest update!
Previously, Parents and Dancers may have had difficulty finding where to enrol for classes from their Dance Studio Magic account. This is why DSM has since then added a new section inside a parent's Dance Studio Magic account that would allow them to easily navigate to class enrollment.
The new Register New Classes tab can be found in a Parent's DSM account:
By clicking on the Register New Classes link, the parent will be taken to the same screen to search for your Studio:
At which point, they can click on Class Registreation to begin the registration process:
Now the parent will be able to follow the usual process for enrolling to your classes!
Thank you for joining us for our DSM update! Have a safe Halloween!
05: Updates for November 2013
Happy November, everyone! Welcome to yet another exciting DSM Update!
- Search for Students under Accounts feature
Dance Studio Magic has improved our process of searching for a student's parent account under Students >> Accounts! Now you are able to simply type in a student's first or last name in order to pull up the student's parent account under Student >> Accounts:
- Over Payment Warning for Parents
In a parent's Dance Studio Magic account, it is possible for a parent to display all up-coming fees and it is also possible for parents to place a large payment all at once. This setup also allows for the possibility for a parent to mistakenly make payments too far in advance. Now there is a warning message for parents when the system detects payments being made in advance:
This warning message is to prevent parents from accidentally making a large payment.
- Last Name, First Name Display for Reports
As per popular request, our Dance Studio Magic reports have now been updated to display students by Last Name first.
The Reports affected are Classes Report, Attendance Sheet, and Financial Report. These reports can all be found under Classes >> Reports.
- View Financial Report by Student
There is now an option to view your Financial Report by either Student Name, or Parent Name.
Simply access the Report page by going to Classes >> Reports and use the Change Setting function to choose which name to display on your financial reports.
- Transfer Students to Competitions by Student List
You're now able to transfer your competitive students to DanceComp Genie Competition registration page by selecting the group of students without going to their individual classes!
Simply go to your Students page to do this. You are able to filter your student list by their Status as well as Dancer Type. Then, when you have the list of students you wish to transfer display on the page, you can use the Check All option before selecting Transfer to DCG? This will transfer all selected students automaticaly to your DanceComp Genie Competition Registration account.
- Publish Classes
In November, we have two new updates to our Publish Classes section.
a) First, you are now able to create multiple "Publish Classes" codes and save them for future use. Simply enter a name for the code you wish to save, and click on Generate Code to save the generateded code.
Now that you've saved the code for future use, you have the capability to switch between previously saved code and Adding a New code:
b) The second update to our Publish Classes feature is a slight tweak to our "Spaces Available" display. Now the Spaces Available feature will only display remaining seats if there are less than 5 spaces remaining:
Remember, you are always able to remove the Spaces Available column from display if you do not wish to display any remaining spaces.
- NEW Auto-Confirm Class Registration Feature
By far our most exciting update this month! Now studios will no longer be required to "Confirm Class Registration" for classes that are registered under certain circumstances.
Previously, all incoming class registration requests required the studio to log in and confirm registration, even if the studio owner proactively registered the student. This confirmation process traditionally took place here:
Dance Studio Magic took your feed back and we've now made the Confirm Registration process much more intelligent. That is to say, there are now two different ways for class registration to be automatically confirmed:
i) If a studio enters a student into a class via Edit Registration OR Assign Classes page, that registration will be auto-confirmed. The idea behind this setting is that if a student were registered by the studio, than registration confirmation should be bypassed:
ii) The second circumstance of an auto-confirmation bypass is when the Studio Confirms Fees for a particular student who registered through a parent account. The idea behind this bypass is that if the studio is ready to confirm a student's fees, then it is safe to assume that the student's class registration should be confirmed as well:
Now that you've learned about the new auto-confirm features, definitely give these a try on any new registrations you've received this season.
Thank you for joining us for November's updates to Dance Studio Magic. Happy Thanksgiving!