DanceStudio-Pro.com
Tuition
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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
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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.
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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
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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.
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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.
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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.
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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
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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)
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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