Welcome to the
VMA Admin Portal

Video Tutorial: https://drive.google.com/open?id=1sXpKtOxWfxjXOXjwmiPHTqd9ZQb4Zk4m&usp=drive_fs

Anything that has to do with Sales, you will forward to the sales person **If they haven't already seen the email**:

1. Forward to: info@verellellenmusicacademy.com

2. Add the Subject: Sales Inquiry - Add to Pipedrive and Respond

Note: DO NOT Forward if you noticed that the sales person has already seen the email, and has been responding back and forth in an email thread. In this case, mark the email as unread and move to the next one.

Video Tutorial: https://drive.google.com/open?id=1sXWAnqQ5IlfxKOQlGGnVV3v8iwU8DUml&usp=drive_fs

• Respond to their email with this Template:

Hi there,

Thanks for letting us know!

I've already informed your teacher and updated the schedule accordingly.

Wishing you an amazing week, and looking forward to seeing you next week 🙂

Best,

Joey

• Go to My Music Staff > Calendar> Find Lesson Event > Click “Take Attendance”

• Click “Absent”

• Mark as: “Bill and Give Makeup Lesson”

Note: Do NOT select “Notice Given Not Billable”

Video Tutorial: https://drive.google.com/open?id=1sXKrgNeJmfDn9Lx593WBf_n1e8tj1PjL&usp=drive_fs

• Respond to their email with this Template:

Hello,

Thanks for the heads up! I've already filled in your teacher and adjusted the schedule. Since we got less than 24 hours notice, a makeup credit isn't possible this time. However, you're still welcome to attend your lesson if you can make it.

If you're curious about our attendance policy, you can check it out here with this link.

Wishing you a fantastic week and excited to see you next week!

Best,

Joey

• Go to My Music Staff > Calendar> Find Lesson Event > Click “Take Attendance”

• Click “Absent”

• Mark as: “Lesson is Billable”

Tutorial Video: https://drive.google.com/open?id=1s_lNvu0J__9v6e5U_IJJuUu28vKGItwF&usp=drive_fs

Step 1: Send a couple open lesson slots for the client to choose, and settle on a timeslot.Instructions:

• Go to My Music Staff > Calendar> Click Filter>Search by Teacher> Click “Hide Full Events” (This shows all available timeslots for that teacher)

• If they are looking for a specific time: Double check that the time is available. And Send them a email response. (We do not have a specific template for this, you will have to write out your findings) It can help to screenshot the open slots to quickly show them what is available as opposed to writing it out)

• If they are open to whatever time: Screenshot the day or week that they are looking for and send them this in the email

• Respond to their email :

Added attachment Screenshot:

Hello,

I have attached a screenshot of all the available time slots that you can choose for your makeup lesson.

Feel free to take a look, and give me 2-3 options that would work for you!

All the Best,

Joey

Step 2: After they Confirm the Lesson Slot, We will input the lesson into the calendar:

• Wait for their Response. If they give you a time that works, then you do the following:

• Go to My Music Staff > Calendar> Find & Click the Lesson Slot> Click “Edit Event”

• Check the box that says: “This event requires a makeup Credit”

• Add the student to the “Attendees” Section

• Change Category to “03) Makeup Lesson”

• UNCHECK the box that says “This Event Repeats”

• Click “Save this Event” (DO NOT click Save Future Events)

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

• Email the Client the Following:

Hey!

You are all good to go,

I booked your makeup lesson for : [DATE & TIME]

See you then!

Joey

Step 1: See what time slots are available

• Go to My Music Staff > Calendar> Click Filter>Search by Teacher> Click “Hide Full Events” (This shows all available timeslots for that teacher)

• If they are looking for a specific time: Double check that the time is available. And Send them an email response saying wether or not the time is available. (We do not have a specific template for this, you will have to write out your findings.It can help to screenshot the open slots to quickly show them what is available as opposed to writing it out)

Step 2: Create the New Lesson & Email the new lesson time

• Once you settle on a time, Go to My Music Staff > Calendar> Find & Click the Lesson Slot> Click “Edit Event”

• Switch to Private, add Student to “Attendees” section

• CHECK the box that says “This event Repeats”. Make sure it says “Repeat Indifinitely”

• Student Pricing set to “Student Default”

• Click “Save this & Future Events”

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

• Email the Client the Following:

Hey!

You are all good to go,

I changed your weekly lesson time to: [DATE & TIME]

Starting as of [DATE]

Let me know if you have any other questions, if not then we will see you soon!

Joey

Last Step: Take the student out of the Old Lesson

• Go to My Music Staff > Calendar> Find & Click the OLD Lesson Slot> Click “Edit Event”

• Make Event “Public”

• Delete the student from the “Attendees” Section

• Click “Save this & Future Events”

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

• Email the Client the Following

That’s it, You’re done!:

Cancel Lessons (YES 15th Notice)

Video Tutorial: https://drive.google.com/open?id=1s_ezhATT1UaqOdRLZaRt2UU_nX75Mw00&usp=drive_fs

Step 1. Respond with this email We want to express our gratitude for having you and your family as part of our studio for, your presence has meant a lot to us.

Hey There,

Thanks a bunch for giving us a heads up about your decision to cancel music lessons. We want to express our gratitude for having you and your family as part of our studio for, your presence has meant a lot to us.

Before parting ways, consider these ideas to reignite the spark for music lessons:

After the initial excitement of starting music lessons fades after a couple months, students may find that things get a bit challenging, or boring... a phase we refer to as the "sticky point."

We know exactly what to do to get over this hump! By making personalized adjustments to their lessons, it will hopefully make the learning experience more unique, exciting, and motivating, helping them overcome challenges and fostering a sustained passion for music.

Here are a couple things we can try!:

1. Exploring a new Instrument: Trying out piano, guitar, drums or ukulele might introduce a fresh and exciting perspective!

2. Try a New Teacher! Another teacher can bring a new, motivating approach. You might find value in experiencing different teaching methods.

3. Identify Specific Concerns: If there are specific aspects of the lessons that the student finds less enjoyable—whether it's repetitiveness, lack of challenge, strictness, or anything else—please let us know. We're here to tailor the lessons to your preferences.

We genuinely want to see our students develop the wonderful skill of playing music, providing them with a lifelong source of joy and comfort.

We genuinely hope to hear from you soon!

Warm regards,

Team VMA

—-------

Step 2. Once we hear back from them. If they want to continue lessons, make the appropriate changes that they specified in their response.

- Email the teacher the changes --- Teachername@verellenmusicacademy.com

or you can send me the changes they specified by emailing to info@joeytyler.com

3. If they would still like to cancel lessons:

- Go to My Music Staff> Calendar> Find the Students next scheduled lesson> Click Edit Event>

- Take the student out of the "Attendees" section

- Make sure to Check "This event Repeats"

- Student pricing set to Default

- Click "Save this & Future Events"

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

- Go back to Calendar> Click Search> Enter Students Name> Make sure there are no more events scheduled over the next couple months

- Go Back to Student List> Search for student> Click "Edit Student Profile"> Change status from Active to Inactive

Step 4: Email the Client the Following

Hi there,

Just a quick note to confirm that you've been officially removed from our lessons calendar. You're all set!

Once again, a huge thank you from all of us at VMA for being a part of our studio family and supporting our small business in the Windsor Community :)

If anything changes and you want to dive back into the world of music, feel free to reach out. We'd be more than happy to welcome you back with open arms!

Warm Regards,

Team VMA

Step 1. Respond with this email

Hey There,

Thanks a bunch for giving us a heads up about your decision to cancel music lessons. We want to express our gratitude for having you and your family as part of our studio for, your presence has meant a lot to us.

Before parting ways, consider these ideas to reignite the spark for music lessons:

After the initial excitement of starting music lessons fades after a couple months, students may find that things get a bit challenging, or boring... a phase we refer to as the "sticky point."

We know exactly what to do to get over this hump! By making personalized adjustments to their lessons, it will hopefully make the learning experience more unique, exciting, and motivating, helping them overcome challenges and fostering a sustained passion for music.

Here are a couple things we can try!:

1. Exploring a new Instrument: Trying out piano, guitar, drums or ukulele might introduce a fresh and exciting perspective!

2. Try a New Teacher! Another teacher can bring a new, motivating approach. You might find value in experiencing different teaching methods.

3. Identify Specific Concerns: If there are specific aspects of the lessons that the student finds less enjoyable—whether it's repetitiveness, lack of challenge, strictness, or anything else—please let us know. We're here to tailor the lessons to your preferences.

We genuinely want to see our students develop the wonderful skill of playing music, providing them with a lifelong source of joy and comfort.

We genuinely hope to hear from you soon!

Warm regards,

Team VMA

—-------

Step 2. Once we hear back from them. If they want to continue lessons, make the appropriate changes that they specified in their response.

- Email the teacher the changes --- Teachername@verellenmusicacademy.com

or you can send me the changes they specified by emailing to info@joeytyler.com

3. If they would still like to cancel lessons:

- Send them this email:

Hey There,

Thank you for considering some of the options we sent in our previous email, we understand that sometimes its just not in the cards to continue with lessons at this time! We will be sad to see you guys go, and hope that when the timing is right you guys can return:)

That being said, we require that you let us know by the 15th of the month to cancel for the following month, (this is to ensure that our teachers schedules are given at least 2 weeks notice before changing). Im sure you can understand!

With that being said the earliest I can take you off the schedule is {The 1st of the Following Month DATE}

If you cant make the lessons, you have a couple options: attend the lesson, save the makeup lessons for whenever you can attend (Just call, and we can book you in) or you can gift the make up lessons to a friend or siblings!

Thanks so much for understanding,

And let me know what works best for you guys!

Joey

-------

- Go to My Music Staff> Calendar> Find the Students scheduled lesson for the last day of the next month> Click Edit Event>

- Take the student out of the "Attendees" section

- Make sure to Check "This event Repeats"

- Student pricing set to Default

- Click "Save this & Future Events"

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

- Go back to Calendar> Click Search> Enter Students Name> Make sure there are no more events scheduled over the next couple months

- Go Back to Student List> Search for student> Click "Edit Student Profile"> Change status from Active to Inactive

Step 4: Email the Client the Following

Hi there,

Just a quick note to confirm that you've been officially removed from our lessons calendar as of {DATE of LAST DAY OF FOLLOWING MONTH] You're all set!

You are welcome to use up those remaining lessons as normal!

Once again, a huge thank you from all of us at VMA for being a part of our studio family and supporting our small business in the Windsor Community :)

If anything changes and you want to dive back into the world of music, feel free to reach out. We'd be more than happy to welcome you back with open arms!

Warm Regards,

Team VMA

Cancel Lessons (YES 15th Notice)

This is the response if you get the sense that they are cancelling lessons due to Financial reasons, or if they are an adult. (No altering of the lessons is necessary)

Step 1. Take student off the Calendar

- Go to My Music Staff> Calendar> Find the Students next scheduled lesson> Click Edit Event>

- Take the student out of the "Attendees" section

- Make sure to Check "This event Repeats"

- Student pricing set to Default

- Click "Save this & Future Events"

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

- Go back to Calendar> Click Search> Enter Students Name> Make sure there are no more events scheduled over the next couple months

- Go Back to Student List> Search for student> Click "Edit Student Profile"> Change status from Active to Inactive

Step 2: Email the Client the Following

Hi there,

Thanks a bunch for giving us a heads up about your decision to cancel music lessons. We want to express our gratitude for having you and your family as part of our studio for, your presence has meant a lot to us.

Just a quick note to confirm that you've been officially removed from our lessons calendar. You're all set!

Once again, a huge thank you from all of us at VMA for being a part of our studio family and supporting our small business in the Windsor Community :)

If anything changes and you want to dive back into the world of music, feel free to reach out. We'd be more than happy to welcome you back with open arms!

Warm Regards,

Team VMA

This is the response if you get the sense that they are cancelling lessons due to Financial reasons, or if they are an adult. (No altering of the lessons is necessary)

Step 1. Respond with this email

Hey There,

Thank you for the heads up! We understand that sometimes its just not in the cards to continue with lessons at this time! We will be sad to see you go, and hope that when the timing is right you can return:)

That being said, we require that you let us know by the 15th of the month to cancel for the following month, (this is to ensure that our teachers schedules are given at least 2 weeks notice before changing). Im sure you can understand!

The earliest I can take you off the schedule is {The 1st of the Following Month DATE}

If you cant make the lessons, you have a couple options: attend the lesson, save the makeup lessons for whenever you can attend (Just call, and we can book you in).

Thanks so much for understanding,

And let me know what works best for you guys!

Team VMA

-------

Step 2: Wait for they're Response. If they would still like to cancel, then make the following changes :

- Go to My Music Staff> Calendar> Find the Students scheduled lesson for the last day of the next month> Click Edit Event>

- Take the student out of the "Attendees" section

- Make sure to Check "This event Repeats"

- Student pricing set to Default

- Click "Save this & Future Events"

• Click I understand to the prompt that say “Studio in Use” (This happens everytime, its normal)

• Click “Save this Event

- Go back to Calendar> Click Search> Enter Students Name> Make sure there are no more events scheduled over the next couple months

- Go Back to Student List> Search for student> Click "Edit Student Profile"> Change status from Active to Inactive

Step 3: Email the Client the Following

Hi there,

Just a quick note to confirm that you've been officially removed from our lessons calendar as of {DATE of LAST DAY OF FOLLOWING MONTH] You're all set!

You are welcome to use up those remaining lessons as normal!

Once again, a huge thank you from all of us at VMA for being a part of our studio family and supporting our small business in the Windsor Community :)

If anything changes and you want to dive back into the world of music, feel free to reach out. We'd be more than happy to welcome you back with open arms!

Warm Regards,

Team VMA

Video Tutorial: https://drive.google.com/open?id=1sZ_h_wplmwrUtHLqDbrBhY_yOc-wV2pF&usp=drive_fs

We need mark the payment as received in My Music Staff

- Go to My Music Staff> Student List> Search for Student> Click on Profile> Click on "View Family Account"

- Click "Add Transaction" Button

- Click "Payment"

- Choose the Student

- Enter the Amount of the Etransfer

- Set Payment type to "E-Transfer"

- Click "Send an Email Receipt"

- Click Save

NOTE: Any etransfer coming from either Jacqueline (Jacqui) or Joey can be "Marked as Read". We often move money in and out of the business account.

That's it you're Done!

If you don't know what to do with a specific email, do the following:

- Flag or Star the Email

- Forward to info@verellenmusicacademy.com

- Subject Line: ATTN - Need Help with this Email

Either Jacqui or I will see this email and we will either give you further instructions on how to handle it. Or we might handle it ourselves on our end!

Video Tutorial: https://drive.google.com/open?id=1sWp4YKN_Zd3ESs3dLJ0PaXZe4uAvFY0w&usp=drive_fs

Jacqui: Forward to jacqui@verellenmusicacademy.com

Joey: Forward to info@joeytyler.com

It is hard to determine what is junk or not, please use your best judgement as to what is spam or junk:

- Any Newsletters

- If it is not directed at anyone in particular

- Anything to do with website traffic, SEO, "We can get you 50 sales in the next 30 days" .. definitely junk

- Random Updates that we dont need to know about : "We've updated our policies"

If you are ever not sure, or you are on the fence:

Simply Forward it back to info@verellenmusicacademy.com

- Flag or Star it

- Subject Line: ATTN - Not sure what to do with this

Video Tutorial: https://drive.google.com/open?id=1sqS85F069kHqJx0ITnj348ex9Hh-OzBC&usp=drive_fs

Step 1: Answer their email using the following info, and set up a 5 min meeting:

Note: We only rent to recurring, scheduled renters (We DO NOT do one-time rentals)

We rent our space out to:

- local musicians

- bands

- Small business (Real Estate, Artists, accountants etc,,)

- Birthday Party Rentals

How Much:

- Recital Hall (40x 30) & Stage (16x14) : $30 per hour

- Practice Private Room (10x8) Soundproofed : $15 per hr

- Birthday Parties $100/hour - Entire Building

Features of the Space:

- Stage with lights

- Heating and Cooling

- Soundproofing in each private room

- Digital Mixer mix with phone or Ipad

- Analog Mixer

- Instruments Here to Use

The Process to Begin Renting?

- We are just testing out renting out our space. We have been slowly dipping our toes into it, to see if it is something that will work for us.

- For this reason, we are very picky with who we allow to rent out space.

- We do a quick 5 min in person meeting for them to see the space, and we can see if they are the right fit.

- We take credit card information just in case anything gets stolen or damaged.

- We then book a weekly time. (We DO NOT do one-time rentals)

Access & Gear Storage:

- The Renter would get a code to the front door, and let themselves in

- Renters have the option to store gear behind the stage at their own risk.

- Gear must not be too big (Full Drum set, Massive Speakers etc...)

- No gear can be stored in the Private Practice Rooms.

The Space is NOT available at these times:

Monday to Friday 3pm to 9pm

Thursdays 7:30 - 11pm

Saturday 6am to 5pm

The Space IS Available at these times:

Monday to Friday 6am - 3pm

Mon, Tues, Wed, Fri : 9pm to 2am

Thursdays: 11pm to 2am

Saturdays: 6pm to 2am

Sundays: ALL DAY

We DO NOT Rent to:

- Religious organizations

- Anyone using Alcohol or Drugs

- Metal bands (Due to noise & Loudness Reasons)

Step 2: Book an in Person Meeting for them to view the space

- Go to My Music Staff> Calendar> Click on the date> Choose "New Non-teaching Event"

- Teacher: Joey Tyler

- Category: Studio Rental Meeting

- Time: Set the Time Agreed upon

- Click Save

- Email: Both the client and Myself (info@joeytyler.com) an email confirmation of the meeting

Step 3: If they Choose to Begin Renting

- Go to My Music Staff> Students> Add New Student> Add Renter Details> Status as Active>

- In the "Note" section at bottom. Give a description on what they do. : Band, accountant etc..> Click Save

- Go to their Student Profile> Click "Edit Student Overview"

- Add Payment Method> Click Save

Step 4: Add to Calendar

- Go to My Music Staff> Calendar> Click on the date> Choose "New Studio Event"

- Teacher: No Teacher

- Category: Studio Rental

- Attendees : Add the Student Name Here

- Time : Set the Time Agreed upon

- Price per hour - Set to Agreed upon Hourly Price

- Duration - Set to how long

- Check YES : This event does repeat

- Click Save

Step 5: Send a confirmation Email

Hey,

You are all good to go, I have added you to our rental calendar!

Your next rental session is: [DATE & TIME]

If you need anything else, feel free to give me a call or email

6478813675

info@joeytyler.com

Thanks so much!

Joey