Monitoring group program registrations and payments
- Daniel Kalman
- Aug 3, 2023
- 6 min read
Updated: Sep 16, 2024
Whenever a student registers for a program or submits a contact form, the data will be recorded Zoho CRM and to Google Sheet automatically. We monitor this spreadsheet and make sure we forward new leads to our sales representative, and update our database and master list.
UPDATE: Our prices and policies are constantly evolving.
For Student Support
The student support specialist will have to manually enter the student's name to the Master List which is viewed often by Director/Manager to track our financial activities. The CRM record of the student should also be updated manually.
The student support specialist confirms that their payment went through by checking the payment confirmation emails in dancewithmoversandshakers@gmail.com. Once confirmed, the student support specialist will add the student to the class list in the attendance app.
When to send lead info to the academy director
We forward fresh leads' info to the Signal group chat for new leads when:
Someone new registers for a Los Angeles program and hasn't paid yet. Only forward leads who have never enrolled and are unpaid registration. If they are new and have already paid, please skip. If they are unpaid registration yet CRM shows they already enrolled for a program with us before, you may also skip this. We send the info in this format: Unpaid Jotform Lead - [Begin message with this] 2024-03-17 22:28:07 - [Timestamp of their registration] Shana Gross - [Full name of lead] +14045586678 - [Their contact number] LA-2024S2 Ladies Styling - [Program code they registered for] Follow - [Whether they signed up as follow or lead]
Someone sends us a message using contact form of Los Angeles academy websites. Only forward leads if the sender is fresh, NOT already a student who enrolled for a program before. We send the info in this format: Los Angeles Salsa and Bachata School of Dance Contact Form - [Contact form specifying which academy in LA] 2024-03-12 15:13:19 - [Timestamp of their message] Will Carr - [Full name of lead] (310) 3076700 - [Their contact number] I'm interested in beginner salsa. Would love to know times and prices. - [Their message]
When student is on payment plan
There are cases when Danny allows payment plans to students he speaks with. In some instances, Danny will send you an update saying he allowed a student to secure early bird pricing with a deposit.
If we are offering a payment plan, student must agree to the following:
Student can either do split payments or pay in thirds - If split payment, we charge again after 3 weeks (yes if they ask to make it 4 weeks) - If thirds, we charge card every 3 weeks (hard no if they asked for longer interval)
Student to register and pay first installment via card so we can charge their cards automatically
Student must be aware of the 3% card transaction fee
The payment plan can only be offered with the permission of Danny or the manager. Watch video below to know how to update the Zoho CRM and master list when student is on payment plan.
Important:
Create multiple reminders in CRM so you know when to charge students according to the payment schedules. Call title should include "payment" keyword, exact amount to charge (3% card fee already added), program and installment number. Follow this format: "Payment: Charge $129.5 as 2/3 payment for Salsa 102a Tuesdays program - VAname"
Student note in the master list should specify the total balance and the payment plan schedules. Update this every time new payment is made.
Only fill out the Payment Plan section in CRM if the student sends deposit for the program. This section should be updated when recurring payment is made. Clear it out when student is done with their payment plan.
When a student wants to pro-rate the price
FOR AN UPCOMING PROGRAM
Some students want to join an upcoming program and the only thing that's holding them back is missing 1-3 classes due to travel or work schedule.
Step 1. Bring this up to Danny or the manager and ask if we can offer (or allow) pro-rating. Make sure to provide the full context when asking Danny or manager for green light to this.
Pre-requisites:
1.1. The student already knows the exact dates they'll be missing.
1.2. The student will not be missing more than 3 classes. If missing 4-5 classes, must do at least one private lesson to catch up. If more than 5 classes, must specify why they need to join the upcoming program and not the following round then ask Danny if he'll allow.
Some reasons we've encountered:
- They will be moving out of Los Angeles and wants to join program one last time;
- Their work schedule is about to change and it will be hard for them to join next time;
- Other special scenarios
1.3. The student is eligible for the program they're wanting to join.
- If 101, no need for level check but must review recap videos - If 102, must be a graduate of our 101 program. If not, must do level check with Danny first - If 103, must be a graduate of our 102 program. If not, must do level check with Danny first
Step 2. When you get the green light, make sure to include computation of prorated price in the CRM note and have the manager take a look before texting the student with adjusted price.
Computation:
2.1. Get the price per class of the program they're wanting to join. If the program's regular price is $399, we deduct $40 per class that they'll miss. If $499, we deduct $50 per missed class.
2.2. Apply adjustments to regular price, not the discounted price.
Below is a sample conversation flow about prorated price:
FOR AN ONGOING PROGRAM
Some students want to join a program that's already ongoing. If they miss the first couple of weeks and still wants to join remaining weeks of the program, you may pro-rate if they meet below conditions.
Pre-requisites:
1.1. The student only missed at least 3 classes. If they already missed 4-5 classes, must do at least one private lesson to catch up. If more than 5 classes, must specify why they need to join the ongoing program and ask Danny for green light.
Some reasons we've encountered:
- They will be moving out of Los Angeles and wants to join program one last time;
- Their work schedule is about to change and it will be hard for them to join next time;
- Other special scenarios
1.2. The student is eligible for the program they're wanting to join.
- If 101, no need for level check but must review recap videos
- If 102, must be a graduate of our 101 program. If not, must do level check with Danny first
- If 103, must be a graduate of our 102 program. If not, must do level check with Danny first
When a student opts in to our post-registration upsell offers
After the student pays for their program of choice, we take them to another page where we offer two things:
BEGINNER BUNDLE PROMO
If they are a 101 student, we offer $100 off discount if they'll also register for the other 101 program. (e.g. after they pay for Salsa 101, we'll take them to the upsell page for Bachata 101 at a discounted price)
PRACTICE SESSIONS After paying for their program(s), students are taken to an upsell page where we offer practice sessions for $49.
You may check if the student opted in for any of the above offers when you go to
Our Gmail account dancewithmoversandshakers@gmail.com and look for "Re: MaS Student Purchased Practice Add On" and "Re: MaS Student Purchased 101 Programs Bundle (w/ discount)"
Our Google Sheet for tracking registrations and payments
Once you see that a student opts-in to any of the offers, kindly inform the manager to manually charge their credit cards. The manager will update you when the charge has been successful and you may add those students in the master list and update their CRM records.
When a student purchases both 101 programs under bundle promo
For Operations Support
Operations support is in charge of creating fresh sheet for upcoming programs, updating the studio and instructor bookings, and monitoring enrollment numbers.