StudioIntern: Overview of the functions

 Customers, students, contracts

Overview

StudioIntern differentiates between customers and students. A customer is your contractual partner and can conclude one or more contracts or purchase season tickets. A customer also has a customer account on which the booked services and payments are recorded.

A student is a person who is taking part in dance classes participates. This person can be identical to the customer, but hasn't to.

Any number of students can be assigned to each customer – what e.g. makes sense for parents with several children.

Function of customer and student administration

  • List view of all active customers with representation of their current balances,
  • Number of entries per page adjustable,
  • Search function (search for name, email address and customer number possible). The search function also finds former customers (if these have not already been deleted for data protection reasons),
  • Create, edit or delete new customers or prospects,
  • Edit the customer data,
  • Delete customers,
  • Create and edit account data (for SEPA direct debit),
  • Clear customer profile view with all important information in one place.
  • List view of all active students and display of the courses taken,
  • Number of entries per page adjustable,
  • Search function (search for surname and first name possible),
  • Create, edit or delete a new student,
  • Edit student data,
  • Delete students,
  • Clear student index view with all important information in one place,
  • Proof of attendance in calendar display,
  • Intelligent waiting lists for fully booked courses,
  • Presences, absences and appointments (e.g. trial lesson) easy and register quickly.

Contract management function

  • Create, edit or create any number of contracts for each customer,
  • Contracts can be created in advance and start at one later point in time.
  • Contract history: List of all contracts for all students including those that have already expired,
  • VAT rate can be set individually for each contract,
  • Print contract (individual template required Ze,
  • Freeze contract (pause for a certain time P.

 Resources

Overview

Resource are teachers and rooms.

Before you can start planning your course with StudioIntern, you must create at least one room. It also makes sense to put it on at least one teacher (otherwise StudioIntern uses the name "not yet named").

Resource management functions

  • List view of all available rooms,
  • Create, edit or delete rooms,
  • optional: set capacity for each room,
  • Record room rental S,
  • List view of all teachers with filter function »show active only«,
  • Create, edit or delete teachers,
  • Mode »inactive« can be set for each teacher (e.g. for substitute teacher),
  • Display of all courses assigned to the teacher,
  • Record absences and substitutions for teacher. S.

 Course planner

Overview

The graphic course planner of StudioIntern The course planner allows you to create and change your course plan using drag-and-drop. Simply drag a course from the list to the desired location in the calendar – done! The tedious and error-prone typing of date and time are omitted. If the course has a so-called »default« teacher has been assigned, this is automatically adopted as the course instructor. The duration of the course is also automatically displayed in the calendar view shown accordingly. Both – course instructor and duration – can be changed individually in the planning tool.

When you are satisfied with the plan, »publish» it with one click of the mouse. It is then available to you in StudioIntern (e.g. for recording attendance). With the optional module »SI Web« it can also be linked and published on your own website.

Function of course planning

  • Graphical calendar display of the course planner,
  • Drag-and-drop courses to days of the week and times,
  • Moving the courses within the plan,
  • Publish the plan with a simple click of the mouse,
  • »SI Web«: Automatic publication of the plan on your website*.
  •  Ze.

* SI Web costs € 49.00 in the Premium version, otherwise depending on the effort. An integration of the course plan into your website is also possible via the StudioIntern API (but requires programming on your part).

The course planner is usually based on an abstract week (same schedule every week without specific dates), which fits best for most ballet schools because the schedule is repeated every week.

But, we can also offer you a variant with a continuous calendar that shows actual, specific dates. This is suitable for institutions that offer many courses with fixed, predetermined duration (but endless courses are also representable). Talk to us if you like this variant. It is adjustable even after you have set up your StudioIntern account.

 Presence & appointments

Overview

Recording the presence of a student For many schools, the recording the presence of students is important – be it to be able to assess learning progress, or also for authorization to make up for missed hours.

In StudioIntern, the attendance (or reasons for preventing) either recorded in the application itself (e.g. upon arrival of the student in the studio) or in the additional software»SI CheckIn« S right in the hall.

The history of the attendance is available in the student card as a calendar view.

Dates can also be set in the student profile, e.g. to the make up for a missed lesson. »Dates« in the sense of SI software are already known absences for the future, e.g. on vacation. In this case, the student is automatically registered as a »excused«.

The appointment function also records new students who have a want to do a trial lesson.

Function of the attendance module

  • List display for the whole month,
  • Presence / absence can be edited directly in the list,
  • Attendance list is printable,
  • Calendar display of the attendance history in the student register,
  • Automatic addition as »unexcused« of absences not recorded (can be switched off),
  • Automatic recording of holidays and public holidays (requires module for external calendar S),
  • Comprehensive list of reasons for absence.

 Bulk mail, bulk SMS P

Overview

Sending bulk mails with StudioIntern The mailing module (only in the Premium version) offers you the option of broadcasting e-mails or SMS to your customers.

You can either send to customers whose students have attended a specific, to all customers or to all former customers. You can also send e-mails to interested parties or even use your own list of mail addresses.

It is also possible to send a circular mail to all active teachers or to all interested parties.

This applies to both e-mails and SMS.

StudioIntern itself does not send emails or SMS directly, but rather transfers the mails or SMS to an external mail server. So you need either your own mail server, which is approachable over the SMTP port, or a corresponding service provider. We would be happy to help you with the selection and technical setup.

Functions of the mailing module

  • Selection of a defined recipient group: all customers, all ex-customers, all interested parties, customers of certain courses, all teachers, own list,
  • Sent mails are saved in a history,
  • Send emails to customers and teachers,
  • Test mode: First send mail or SMS to a specific, individual address / number,
  • Delayed sending: Define a later time at which the message will be sent (in preparation, not yet available).

 SEPA direct debits S

Overview

With the SEPA module (from Standard version) you generate one or more XML files that contain orders for direct debit. You can download this file and submit it to your bank. It is thus possible to cover the course fees for everyone as a SEPA direct debit with just a few clicks of the mouse.

The generated SEPA file naturally corresponds to the current one international standard.

Functions of the SEPA module

  • Determine all customers whose amount is to be collected,
  • Generate one or more XML direct debit files,
  • Automatic transfer of direct debits to customer accounts,
  • Two different modes of operation: »Booking« and »Balance«,
  • Date of processing also included in the XML file,
  • Confirmation of direct debit for all customers with one mouse click if processed.

Customers whose contract is frozen or terminated are automatically skipped.

For security reasons, the banking module has no connection to your bank or other banking software. It can neither check your account balance nor run any operations on your bank account.

 Tariffs

Overview

Define tariffs and contract types With StudioIntern you set set any number of tariffs for your courses.

If you specify an hourly package for the tariff, the tariff will be considered a one-time fee. This is suitable for courses of a certain duration, which ends afterwards (example: Tango beginners Course over 8 teaching units).

StudioIntern treats tariffs without an hourly package as recurring monthly fees, as they are also common in gyms.

Functions of the tariff module

  • Create and edit any number of tariffs,
  • Differentiation between one-time and recurring payments,
  • Termination of tariffs: existing contracts remain unaffected. However, the tariff cannot be reassigned,
  • Optional assignment of a certain number of weekly hours in 15-minute steps.
  • Each tariff can be customized when creating a contract.

 Evaluations

Overview

All key figures at a glance How many customers, students and contracts do I have? How is the utilization of my courses? Which is the most popular tariff?

StudioIntern offers you all the important key figures on a clearly laid out page, from which you can see how your company is set up.

You can see the following key figures at any point in time:

  • Number of: active customers, ex-customers, prospects,
  • Number of students, as a total and aggregated by 9 age groups,
  • Total number of courses taken,
  • Occupancy rate (courses per student),
  • Occupancy rate (students per course),
  • Number of contracts, contract quota (contracts per customer),
  • Percentage and absolute distribution of tariffs.

 Automatic operations

Overview

Automatic processes do a lot of work for you in StudioIntern.

For most of them, you can decide yourself if and how often or when they should be executed.

List of automatic operations

  • Monthly booking: For contracts with recurring payments, the monthly contributions are booked to the customer accounts,
  • Holidays: Holidays and holidays are automatically transferred to the attendance lists (requires an imported holiday calendar S),
  • Attendance: Missing students from the previous day are entered as »not excused« if nothing else was recorded,
  • Unfreeze: contracts on pause are automatically reactivated after the freeze has expired P,
  • Delete ex-customers according to GDPR after expiry of a period (period can be set),
  • Delete interested parties who have not concluded a contract after a period has expired (the period can be set).

 External calendars S

Overview

Starting with version »Standard« you can import external calendars into StudioIntern, namely a public Google calendar and a calendar file for vacations.

When you import a Google Calendar, its data is displayed on the StudioIntern start page and in the SI App displayed.

By importing a calendar file, StudioIntern can automatically enter the attendance for days that fall on a vacation or public holiday.

 RESTful API P

What's this?

There's a good chance that the term "API" doesn't mean anything to you. But if you tell your internet agency that an API is available for StudioIntern, you will put a smile on the faces of the programmers there ...

API means: Application Programming Interface. In simple words: a possibility for other applications to exchange data with StudioIntern.

An example is best to explain:

One such "other application" is your own website. There you will surely provide a contact form with which your potential customers can register for a trial lesson at your studio. When you receive this request (probably by e-mail), you usually have to enter the prospect's details into StudioIntern so that you can then enter the trial lesson for this customer.

With the API, it is possible for the customer's contact data to be automatically transferred directly to StudioIntern and saved. So you do not have to create it first, but it is already in the database when you receive the e-mail – of course with the correct status »interested party«.

That not only sounds exciting, it is too. We can provide many more functions. Talk to your web agency.

Function overview of the API (as of December 2020)

  • Login function for your customers: You could offer a login area on your website, whereby StudioIntern checks whether this is one of your customers,
  • Get a list of all courses for a customer,
  • Get the timetable from SI,
  • Change a customer's password,
  • Create new customers (prospects).

Further functions for the API are planned. Contact us, when you need something specific.

For your internet agency, you will find the documentation for API here (only in German, but there is a Google translator out there...)

 StudioIntern CheckIn P S:Z

Overview

StudioIntern CheckIn SI CheckIn (the SI stands for StudioIntern) is a separate application that can be used in addition to the main software. It can be booked in the standard version and is included in the price of the premium version.

It is a user interface optimized for tablet PCs, with which the participants of a course can be recorded quickly and easily.

The typical application is a tablet PC that is permanently installed in the ballet or dance hall, on which every trainer or course leader can confirm the presence of his group members with a single tap.

Functional scope of SI CheckIn

  • Automatic recognition of the current course (15 minutes before the start to 15 minutes before the end),
  • Confirmation of participation by simply tapping the name,
  • Permanent login: course instructors do not need a password once the tablets are logged in,
  • Display of registered participants,
  • Entry of »special« participants (trial lessons, catch-up lessons) possible, even if they are not on the list,
  • Web-based software, no software installation required on the tablet.

 StudioIntern App S:Z P:Z Ze

Overview

The StudioIntern Customer App Most likely all of your customers use a smartphone.

With the SI App, you provide your customers with a modern tool with which they can keep up to date on their contracts and payments, update their data and enter planned absences.

The SI app not only brings you as a studio operator, but also your customers significant added value. By making this app available to your customers, you are presenting yourself as a modern, open and communicative company. In addition, the scope of daily routine work is reduced, as your customers now relieve you of a lot.

Functional scope of the SI app

  • Display of current information (are entered in StudioIntern) on the start page,
  • Display of the course schedule for the current day with direct cancellation option,
  • Display of the next events (e.g. holidays, requires imported calendar),
  • Messenger for fast message delivery to you,
  • Display of the complete course schedule,
  • Entry of absences and catch-up hours by the customer himself,
  • Display and processing of customer master data including student data,
  • Display of current and expired contracts,
  • Online termination of the current contract,
  • Display of the customer's payment balance.