Checklist for Actions as Programs Progress

One of the challenges we encounter when running a 10-week program is getting the students to show up weekly. From previous seasons, we see a large drop-off in attendance from Week 5 onwards.

We want to keep the student's momentum going from start to finish. After all, it is our mission to make dancing the best part of their week. This is why we follow these steps to make sure we provide a smooth experience for everyone. Every VA has a part to play in making this happen. Kindly refer to our MaS Onboarding Trello board for reference on team member roles.

Before Enrollment Season

When we plan the details of the next seasons early, we can market our programs better. Our student support specialist prepare the website content, workbooks, calendars, and forms to ensure that management, instructors and the students are in sync.

The Director/Manager start planning for the next season around these dates:

Approx. Date	Note	Season
December 10	Around second week of December	​S1 of next year's program
February 11	Around second week of February	S2
​April 21	Around third week of April	S3
​June 23	Around third week of June	​S4
September 8	Around first week of September	S4.5 (5-week program)

• GOOGLE CALENDAR: Student support specialist to check Google Calendar for the next enrollment season reminder. If trigger date (in Trello) is approaching, student support specialist to remind management if they still haven't sent the plan yet.
  

• MASTER LIST: Student support specialist to add a new tab in the master list. Duplicate the previous season's sheet to create a fresh sheet for upcoming season. Do not erase the row with formulas that show the total for each columns. General VA to double check that the formula in the computation part of master list is correct. Both student support specialist and general VA to update Program Header in the master list to indicate the new season's program name, dates, instructor and studio location. Please give status if studio and instructors are confirmed for the program. Criteria For Class Size:

  Aim to cap at 23 Movers and 24 Shaker for all Beverwil programs.

  
  

• STUDIO & INSTRUCTOR BOOKING: Student support specialist to make sure studios are booked and instructors are available for next programs. Assisted by General VA. Payment will be sent by manager.
  

• CAMPAIGN SETUP: Danny to initiate enrollment campaign messages to all contacts (excluding phone and emails opt-outs, past students now located in out-of-service areas, students already enrolled for new season, and also students for the particular academy only). Assisted by student support specialist.
  

• WEBSITE & LANDING PAGES UPDATES: Student support specialist and General VA will be given the new schedule for the upcoming programs. General VA to update MaS website when given a go signal. Double check if all accordion and schedule overview section are updated. IMPORTANT.

  Also update the schedule of Spanish version of MaS website "/es"

  Update schedule of programs in Salsa and Bachata landing pages (MaS)
  

  Update schedules published in the following websites: - BSLA - LA School of Dance - Dance School LA Student support specialist to double check information published on the webpages.
  

• REGISTRATION FLOW & PAYMENT FORMS: Student support to update text, prices, dates, and conditions in Jotform: - program options in the enrollment form - payment form (Stripe option only) - payment form (with Stripe, Venmo, and Zelle options) - payment form (discount for bundle promo 101 programs) - upsell form (discount for another 101 program) - upsell form (for Friday practice sessions)

  Do a test registration to make sure the flow is working. When new registrations come, the CRM and registration G-sheet should both be synced. Double check if integrations and conditions are affected.
  

• EXTERNAL LISTINGS UPDATE: Here's the SOP for updating our external listings in Classpass, Eventbrite.
  

• REGULAR TEST OF ZAPIER AUTOMATIONS: General VA to check Zap for SOPs as programs progress in Trello. General VA to test Zap for Jotform-Zoho CRM integration when student registers.
  

• PRACTICE TRACKER FORM & FEEDBACK FORMS: At the start of the season, General VA to update the practice tracker and feedback form in Jotform to reflect upcoming programs. Goal is to ensure that the students see updated info when they use these forms.
  

Prior to Day 1 of Program

• One week before Day 1, student support specialist to check if the enrollment volume is enough to run the program. Update the manager. If low volume, student support specialist to follow up hot leads and also offer Day 1 class to people trying the other dance program (for example, if bachata 101 program has low enrollment, invite students in the salsa 101 program).
  

• Student support specialist to inform the manager if the lead-follow ratio has more than 2 gap. This means we might need to invite others to join the class. Student support specialist to assist if campaigns are to be initiated by the manager.
  

• Student support specialist to send students the pre-class message through email and SMS.
  

• Student support specialist to create group chats for the program/s.
  

• Student support specialist to add MaS members and assigned instructors to the group. Student support specialist to add current paid students to the group chats on Day 0 and welcome everyone and add the rest of students to group chats starting Day 1 onwards.
  

• Student support specialist to remind studio owner/manager and the instructors that we have upcoming class booked. Text or send Whatsapp and make sure they confirm.
  

• Student support specialist to make sure instructor has the link to our instructor's area.
  

• Student support specialist to send the attendance sheet link to the instructor and remind them to mark every name of those who attended. Important. Student support specialist to update the attendance sheet starting Day 1 onwards.
  

• Student support specialist to generate "Post-Program Summary Report" and send to Director and Manager. Check attendance patterns, other factors why students are not re-enrolling and give actionable insights.
  

• Student support specialist to forward to the Director an excel report of re-enrollees whom we haven't asked review from yet.
  

• Student support specialist to set up programs in Zoho CRM and add class to attendance tracker.

Week 4 of Program

• Student support specialist to inform the the manager if we don't have an upcoming salsa and bachata 101 program schedule in the website. The manager to plan new schedule, and student support specialist to confirm availability of studios and instructors.
  

• Student support specialist to update Master List and Studio Rental Payment Tracker Sheet so we don't get confused about which studio is booked for what program. Should be checked by the manager.

Week 5 of Program

• Student support specialist to check if students filled out the feedback form from last week. Send Manager a list of students who haven't submitted their feedback yet. Student support specialist to remind again about submitting the feedback form as requested by Manager.
  

• Student support specialist to compile the names of people in that class who hasn’t written any reviews yet and create a list.
  

• Student support specialist to remove from the review prospect list people who didn't give positive feedback.
  

• In group chats, student support specialist to encourage students to attend the second half of the program and finish strong and not “drop off”. Message: Week 5 tonight. Wooot! We're almost halfway through the program Let’s make this a great season 💪
  

• Student support specialist to remind management to create tentative schedule for this group's next program. (Director or Manager may ask student support specialist to get student's preferred schedule for next season.) Once done plotting next season's schedule, student support specialist to confirm availability of studios and instructors.
  

Week 6 of Program

• Student support specialist to send SMS to students who gave positive feedback but haven't written any reviews yet. Schedule the text campaign to these review prospects, with approval from management.
  

• As soon as schedule for next programs opens, student support specialist to post in Whatsapp groups.
  

• Student support specialist to remind the instructors to start priming for next programs.
  

• Student support specialist to create and order graduation certificates for the graduating students in all programs this season.
  

Weeks 7 of Program

• Student support specialist to encourage students to attend the final 3 weeks and finish strong and not “drop off” like happens in many programs. Message: Time flies so fast - we're down to our last 4 classes?! 😱 Everyone please show up! Class is more fun when we're complete!
  

• Student support specialist to remind instructors to continue priming for next programs.

  
  

Week 8 of Program

• On the day after Week 8 of a program, student support specialist to send this email:

Subject: Good? Bad?

Content: Hey {FIRSTNAME} how can we be better for you?

"Earth's best salsa and bachata dance education experience" is Movers and Shakers' mission.

If you'll kindly share your anonymous thoughts here, we can continue to work on enhancing the experience for you! 👉 https://form.jotform.com/222584562578972

Your feedback is a gift. Thank you so much!

- Movers and Shakers Team

Week 9 of Program

• In group chat, student support specialist to encourage students to attend graduation next week and finish strong. Message: SCENARIO A - Night before their Week 9 class (if Director/Manager already scheduled the 102 on the same timeslot next season): Week 9 tomorrow! We will start {Salsa 102} immediately after {Salsa 101} and in this same time slot to make it as easy as possible for you to continue. Salsa 102 is built for you and a direct progression of 101. We’ll need most of the class to graduate into 102 to make it happen. Let's finish strong! ***send text after posting msg above*** By the way, registration for new programs is open! Link here: https://www.moversandshakersdance.com/ Hope to see as many of you as possible! ------ SCENARIO B - Night before their Week 9 class (if Director/Manager has not yet scheduled the 102 for next season): Everyone be sure to show up tomorrow. Two remaining classes this season! 😎 Let's finish strong!
  

• Student support specialist to mention that registration for next programs is open and paste link in group chats.
  

Week 10 of Program

• Instructors to distribute graduation certificates to finishing students. Student support specialist to remind instructor to take group photo of the class together with their certificates. Student support specialist to message on group chats about Week 10. Message: GRADUATION TONIGHT ! 🎓 We’ve got certificates for you. Everyone see you tonight 🥳
  

• Student support specialist to congratulate students in Whatsapp group and remind to register for next programs and mention in Whatsapp group that this group will live on and they’re ALWAYS welcome at MaS events, parties etc., and that registration for next programs is open. Mention that we encourage them to continue right away now while the material is fresh in their bodies. Message: Congratulations {Salsa 102} graduates! 🎓 You've made a lot of progress over the past weeks! This group chat will stay active for coordinating social activities. Of course, you're ALWAYS welcome at MaS events and parties! Would be fun to keep hanging with you all! (send after posting msg above) If you haven't yet, go check out full info of our new programs! Registration is already open: https://www.moversandshakersdance.com/ We encourage everyone to continue right away while the material is fresh in their bodies! 💃🕺
  

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