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Teacher Handbook and Frequently Asked Questions
VMA Team Contact info
Admin Team : (519) 397-0446 | info@verellenmusicacademy.com
Jacqui: (226) 627-5225 | Jacqui@verellenmusicacademy.com
Joey: (647) 881-3675 | info@joeytyler.com
Note to our VMA Teachers
You have been hand picked by us here at VMA because we believe that you are a teacher in our community that exhibits amazing skill, communication and leadership. These are the important qualities that we look for in our team members. We value and respect your time, and for that reason, we wanted to create this FAQ as a useful tool to get the information you need in the quickest way possible! We are very happy to have you here as part of our VMA community!
General rules for our staff:
1. Please show up to your first lesson 15 mins early, if you are walking in at the same time as your student and their parent; it looks very unprofessional.
2. Your typical 30 min lesson should be split into 10-10-10.
First 10 mins: Hard work on learning new songs, concepts, theory etc..
2nd 10 mins: Learning games. If your student is starting to lose focus, play a constructive game.
Last 10 mins: Play through fun repertoire, could be pop music, classical etc..
3. If a student doesn't show up you have two options:
1. Email the student or parent. Book a makeup lesson at a time that works for both of you.
2. Create a quick 5-10 min video with what the student can work on that week.
4. Please dress appropriately, wear semi-formal clothing.
5. Teachers are limited to only 1 or 2 sicks days per semester. It is incredibly disruptive for families, and we have seen students move teachers or drop out if a teacher is away too many times.
6. Committing to the end of the year/semester is a must! We are looking for teachers that are committed to their students and their growth and learning. Your students will bond with you, and in some cases refuse to be with another teacher, so it's important that you are committed until the end of the year.
7. Any schedule changes discussed with your student/parent must be directed to the administrator. Our entire schedule is run by our administrator, any changes HAVE to be reflected on the calendar. This affects your pay, time, schedule and determines when we set you up for trials.
7. Check your schedule before every shift. You will know your start and end times, and what students will be away that day. If you see an [X] beside your student, take that as a personal message from us, that your student will be away that day.
Frequently asked questions
Name: Verellen Music Academy [Pronunciation: [VIR] - [ELLEN]
Who We Are: We are a music academy that teaches high-quality, fun, and confidence-building music education.
Where: 3244 Walker Rd Windsor Ontario Canada N8W3R8 (Right off the EC row, down the street from Costco)
Opening Date: June 2021
Phone: 519-397-0446
Email: info@verellenmusicacademy.com(mailto:info@verellenmusicacademy.com)
Hours: Mon-Fri: 3pm-9pm.
Sat: 9am-4pm.
Sun: Closed
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
How to Book Trial: Step by Step Instructions:
Before the call:
1. Look at new Student Card in Pipedrive: Take note of instrument, age, experience level: Video (https://drive.google.com/open?id=19aXQlrJTpSWIALdzdiP2PvHjqFLGAE74&usp=drive_fs)
2. Open MMS Calendar> Set to Week Agenda View> Select Filters: by Class & Trial Class: Video (https://drive.google.com/file/d/161KghulvMQxnVXe_4HAbDSxLqhNhXU_w/view)
3. Add trial as a contact in Openphone: Video (https://drive.google.com/open?id=1W5teqrImsqyt9QksRI6Xr8m4iXKDCTBH&usp=drive_fs)
While on the Call:
4. Give no more than 2 time options at a time. Should not be more than 3-5 days in the future
After the Call:
5. Set the activity on Pipedrive to 1 day before the trial lesson for a 24hr reminder call: Video (https://drive.google.com/open?id=1GjaA7BW_xwNjDYjx7h72YT2b5_jZVv2F&usp=drive_fs)
6. Create Student profile on My Music Staff: Video (https://drive.google.com/open?id=1akL1vm_1o9i-Fxy9ZoqrlX73PQhArfAG&usp=drive_fs)
7. Create a trial event on Calendar: Video (https://drive.google.com/open?id=1R-k_70cN9EtJTaNgA5QYEkxIp1Uft4QJ&usp=drive_fs)
8. Send email confirmation to client, and the teacher. Video (https://drive.google.com/open?id=1VJ9LQe05mhDfypo_my10cWOMVytaTj3p&usp=drive_fs)
Some Quick Notes:
- Be Real and Genuine.
- We don't want to sound scripted or "salesy" (Do not use the word Sir or Ma'am)
- Don't worry about pauses, while you look at calendar, (Thats what gives you a more authentic vibe)
Script
• Hi this (NAME) from Verellen Music Academy
• I had seen that you filled out an online form and I was calling to book your free (Instrument) trial music lesson.
• Does this DATE) happen to work for you?
Settle on a date
• Ok perfect, you are all set to go for (Date& Time).
• I will go ahead and send you over a confirmation email with all the info you need.
• And just so you know lessons are ($— for the xx min) lesson just to give you the info just in case you were wanting to continue.
• OK! So you are all set to go for [DATE & TIME] We will see you then!
---------------
In Detail Step by Step Instructions:
Video Tutorial: https://drive.google.com/open?id=1bxGMCn8i0EAGRjR_442UiIv5GXhhJzC4&usp=drive_fs (https://drive.google.com/open?id=1bxGMCn8i0EAGRjR_442UiIv5GXhhJzC4&usp=drive_fs)
Step 1: Speak with Client and Decide on a Date and Time for the Trial Lesson
- Go to My Music Staff>Calendar>Click filter> Filter by class or teacher & Trial Lesson Category
- Offer the client ONLY 2 time-slots. ***(Make sure that the time you choose DOES NOT create a gap for the teacher)***
- Settle on the date and time.
Step 2: Create or Search for Student Account (Sometimes the info will be auto inputted when they fill out lead form)
- Go to My Music Staff > Students> Search for Student>OR >Click "Add Student"
- Get child name, birthday, instrument and Experience Level
- Get Adult Name, email and Phone
- Assign Teacher (Keep Everything Default)
Step 3: Add Student to Calendar
- Go to My Music Staff>Calendar>Find the Date & Time you want to Book
------->If it is a trial group class: Create a New Event - Change category to "Trial Group Class"
- Add the Attendee
------>Trial Private Lesson
- Book new event> Change Category to 02) Trial Lesson
- Set Location and Time
- Check OFF the event Does NOT repeat
- Pricing Click "No Charge (0.00)"
- Add Private Description: Age, Experience, instrument
- Click Save THIS EVENT (Not following Events)
- Click Ignore Conflicts>Click Save
Step 4: Send Client Confirmation Email
- Go to Calendar>Click on the New Event Time Slot> Click Email Students & Parents
- BCC the Teacher by adding their email (teachername@verellenmusicacademy.com)(mailto:theirname@verellenmusicacademy.com)
- Set Subject as: Trial Music Lesson - Date and Time
- Click “Templates” top right of Message Box
- Copy and Paste the Date and Lesson time into Date Section
- Click Send
Step 5: Update Pipedrive
- Move the Deal from “Contact Made” to “Trial Booked - 24hr Reminder"
- Create a new activity called “24 hr Reminder” set the due date as the day before the trial
- Add any notes that you feel I might need to know about this trial coming up
In priority from left to right.
Classes: (ages 7-19) - $32 per 60 min class
Piano Express: Mark, Daniella, Liah, Felicia, Tatiana
Guitar Express: Silas(Backup: Joey)
Vocal Accelerator: Jacqui, Jessica P.(Backup: Felicia, Tatiana)
Drum Express: Silas
Toddler Tunes (6mo-3yrs) - $19/30 mins - Felicia, (Backup: Liah, Karina, Jacqui)
Music Munchkins (4-6yrs) - $24/30 mins - Felicia, Karina (Backup: Jacqui)
Private Lessons: (3 & up) - $36/30 mins - $72/60 mins
Piano: Silas (Adv), Mark, Jessica P. Tatiana, Felicia, Daniella (adv.)
Guitar: Silas (Adv), Mark, Karina, Felicia
Singing: Felicia (Adv), Jessica P. (Adv), Mark (Adv)
Drums: Silas, Mark
Ukulele: Silas, Mark, Felicia
Violin: Felicia, Tatiana, Irene
Bass Guitar: Silas
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
Classes:
Piano Express: 10
Less than 6 Students - 1 Teacher
More than 6 - 2 teachers
Guitar Express:10
Vocal Accelerator:15
Drum Express:6
Toddler Tunes (6mo-3yrs) -
1 Teacher - up to 10
2 Teachers - up to 15
Music Munchkins (4-6yrs) -
1 Teacher - up to 10
2 Teachers - up to 15
Follow Up Calls Tutorial Video - https://drive.google.com/open?id=1zPEwswTJgdmKjAcYJiDR2sgHuOWWGZ_v&usp=drive_fs (https://drive.google.com/open?id=1zPEwswTJgdmKjAcYJiDR2sgHuOWWGZ_v&usp=drive_fs)
After the student comes in for the trial, we then follow up with the client. We call the client approximately 7 times over the next 30 days. The objective is to guide the client to make a decision (YES/NO).
If you are wondering about how many times, or when to call a lead take a look at this graphic.
https://static.wixstatic.com/media/c7b926_c3099d193eea48cba724374fddf3e194~mv2.png
Follow Up Script:
[YOU]: Hey there this is [YOUR NAME] from Verellen Music Academy, you had come in [DATE] for a trial music lesson and I was just calling to see how it went and if you would like to continue lessons!?
• They will most likely ask question about the school, how payments work, etc...
• Help them feel happy, comfortable and confident in signing up with us
Here is our pricing sheet that we use in person during their trial
https://static.wixstatic.com/media/c7b926_732ee6cc24f74657bdf486c6829dc3e6~mv2.png
IMPORTANT THING TO NOTE (About Short Term Enrolment):
1. We have a minimum commitment of 3 months.
The Client has made their Decision: There are only 2 outcomes: YES or NO
Outcome 1: NO : Simple! Move them to Lost. Unless they seem like they might sign up in the future: in that case put them in future column, and set an activity date to the future.
------------
Outcome 2: YES! If they would like to sign up, follow these steps:
Signing Up A Student - Video Tutorial: https://drive.google.com/open?id=1bzBynVBEro8WQIsR_T8ABH6nSaxZzmXa&usp=drive_fs (https://drive.google.com/open?id=1bzBynVBEro8WQIsR_T8ABH6nSaxZzmXa&usp=drive_fs)
https://media0.giphy.com/media/jyzjPmdKLm2fslKG8C/giphy.gif?cid=4faa2cdclb8xg1812i6hvpgxahvjbhx0yqj6s667546jezc3&ep=v1_gifs_search&rid=giphy.gif&ct=g
Script: (If they say yes we are definitely interested in signing up!) Heres how you respond:
{YOU]: Awesome thats great to hear!
If you haven't already explained our pricing yet, you can do that here.
[YOU]: Ok and does [THEIR TRIAL TIME SLOT] work for you going forward?
Step 2: Add them to the Calendar
- Go to My Music Staff>Calendar> Decide on weekly lesson time
- Once a time slot has been chosen click on the time slot> edit event
- Click Private>No "Makeup Credit Required>Add student to attendees Section
- Category: 01)Lesson> Location: In Studio
- Set Duration
- Check mark "This Event Repeats" Weekly
Monthly: ***Click Repeat Indefinitely if student is going monthly
Semester or Yearly: Set the repeat until date to 5 or 10 months from signup date
- Student Pricing : Student Default
- Click "Save this & Future Events"
Step 2: Taking their Payment Info
[YOU]: Perfect! Ok so, In terms of payment you have two options,
1st Option: you can pay monthly by Credit card ONLY. This is a 3 month minimum commitment
The 2nd option: is you can pay for the semester or the year by any payment method
[YOU]: Ok "All I need is your card info"
(etransfers can be made to info@verellenmusicacademy.com)(mailto:info@verellenmusicacademy.com)
- Go to student account> Click "Family Contacts"
- Scroll down to bottom where you will see "Payment Methods Add New". Click that button
- Input the CC Number, Exp Date, and CVC Code as well as Postal Code.
- ***Make sure to check mark "Automatically pay Emailed Invoices"
- Click Save
Step 3: Explain the Policies & Finish the Call
[YOU]: Ok, you are officially signed up as a student!
- Your first lesson is [Date and Time]
- And I will email you a confirmation email, with some studio policies and some helpful tips on purchasing an instrument and stuff like that.
- Just to let you know: If you cannot attend a lesson. All we ask is that you email us 24 hrs before your lesson. WE DO NOT ACCEPT TEXTS, PHONE CALLS or VOICEMAIL only Email.
- OK Thats it! Ill send out that welcome email to you, and We are super excited to have you part of the studio and we will see you next week!
**End of Phone Call - You will finish the registration off the phone**
Step 4: Finish the registration -
Tutorial Video on Making Payment & Finishing Registration (https://drive.google.com/file/d/1kraAWTp190ekVXMjkVfo7MYyeA4310n4/view?usp=sharing)
- Go to My Music Staff> Students> Search for Student> click on Profile> click "View Family Account> Click "Add Transaction"
- Click Charge> Add $45 to Amount section> Category: Registration Fee.> Description: One Time Registration Fee
- Click Save
- While still in Family Account click: "Enable Auto Invoicing"
- No Need to change any settings on the first page. Click Next
- On the 2nd page: no changes > Click Save
Step 5: Make Payment
- While still in "Family Account" > Click Invoices> Create New Invoice>
- Set the Invoice Date to the end of the current month
- Scroll down to "Date Range Section" > Start Date: Set it to Today > End date: Set it to the end of the month
> Next> Check the box: "Create but dont Email"
> Click Create (Wait for it to generate)
- Next to the new invoice you just created: click the three vertical dots> Click Email> Select "Attempt Auto Pay"> Click Send
- Wait until it says "PAID" in green
- Go back to Student Profile> Edit Student Profile> change from TRIAL to ACTIVE
Step 6: Send Confirmation Email
- Go back to Calendar> Find their next lesson date> click on event> click email students and parents> top right of message box click templates> choose “Welcome to our Studio” Email
- Set Subject to "Welcome to Our Studio! Your Lessons are on (DAY OF THE WEEK at TIME)
- Update the Status on Pipedrive, and mark them as “Won
YAY! YOU GOT A SIGN UP!
https://media2.giphy.com/media/o75ajIFH0QnQC3nCeD/giphy.gif?cid=4faa2cdcjdc1jt69cfoeq8rbr9x1c94t41edof0g8lm73rj7&ep=v1_gifs_search&rid=giphy.gif&ct=g
https://static.wixstatic.com/media/c7b926_732ee6cc24f74657bdf486c6829dc3e6~mv2.png
You will call each lead 7 times before you delete the deal.
https://static.wixstatic.com/media/c7b926_c3099d193eea48cba724374fddf3e194~mv2.png
We are dedicated to ensuring the best learning experience and lesson quality for our students, and we believe that mutual commitment is crucial for successful learning outcomes. As part of this commitment, we have a 24-hour attendance policy. Here are the reasons behind this policy:
1. Each lesson involves a uniquely tailored plan crafted specifically for you or your child for your lesson that day.
2. Providing less than 24 hours' notice results in an unpaid time slot for the teacher, who could otherwise fill that time with advance notice.
3. The 24-hour policy helps prevent potential misuse, ensuring that parents and students do not take advantage by calling in sick for reasons that are not genuinely necessary.
4. While we uphold the policy, we also recognize that unforeseen circumstances can arise. In cases such as a serious hospital trip, a significant family incident, or uncontrollable situations like a breakdown on the side of the road, we are willing to consider exceptions and grant makeup credits even without the standard 24-hour notice.
We completely understand that this situation is challenging, and we empathize with you; it's definitely not an ideal circumstance to find yourself in. We recognize that unforeseen events, like your child falling ill mid-day, can be quite unpredictable, especially when you had originally planned to attend the lesson.
After careful consideration, we've drawn a parallel to how other recreational activities handle similar situations. For instance, if your child had a scheduled soccer game in the evening, there typically wouldn't be a refund for missing that game.
We also want to be transparent about the impact on your child's teacher in this scenario. They may go without pay while waiting in an empty lesson room during that time slot. It's important for the teachers to have a consistent job and income for the long term. If their income becomes inconsistent due to unpaid sessions, it could lead them to seek other opportunities, and your child might miss out on the chance to continue with their favourite teacher, with whom they've developed a bond.
We appreciate your understanding and cooperation as we navigate these challenges together.
1. We implement a 4-month minimum commitment period for music lessons to ensure that we enroll students who are genuinely dedicated to learning music and are passionately committed to their musical journey.
2. At our studio, we primarily work with young children. We recognize that, after the initial excitement of starting music lessons fades around the second month, students may encounter challenges – a phase we refer to as the "sticky point." To support our students during this period, our program is designed to delve into their interests, motivations, and more. By making personalized adjustments to their lessons, we aim to make the learning experience more unique, exciting, and motivating, helping them overcome challenges and fostering a sustained passion for music.
We kindly ask for a 15-day (2 weeks) notice for lesson cancellations due to the following reasons:
1. 15 Days notice allows us to give the teacher a heads up, giving them ample opportunity to make necessary adjustments to their schedule and adequately prepare for any resulting unpaid empty time slots.
2. Requiring cancellations by the 15th ensures that our teachers can maintain a stable livelihood and income.
3. VMA is a small business owned by a young couple, we opened up this music school with the goal of fostering a love and passion for music in the Windsor community. The 15-day notice period enables us to manage and stabilize the studio's income effectively.
Your understanding and cooperation in this matter are greatly appreciated as we strive to provide a nurturing and sustainable environment for both our students and teachers. Thank you for supporting our mission in promoting the joy of music in our community.
Join us for a heartwarming celebration at Verellen Music Academy! Where the spotlight shines on the incredible talent and hard work of our dedicated students, as they enchant the audience with a delightful showcase of music that captures the spirit of music and creativity.
No! While participation in our recitals is not obligatory, they offer an excellent opportunity to gain valuable stage time and performance experience. You'll have the chance to showcase your talents in front of an audience with professional sound and lighting setups. If you're apprehensive about performing, don't hesitate to discuss your concerns with your teacher. They are there to support you, providing guidance to enhance your comfort and confidence on stage!
Our recitals promise a fantastic experience! Enjoy memorable moments at our photo wall, capturing special shots with your teacher and family. Indulge in delicious snacks and refreshments amid the vibrant decorations, with a new theme each year. Revel in the immersive atmosphere created by our full light setup and professional sound system. Additionally, we'll be capturing the magic with high-quality photography and video, ensuring that your recital memories last for years to come!
Video Tutorial: https://drive.google.com/open?id=1sXWAnqQ5IlfxKOQlGGnVV3v8iwU8DUml&usp=drive_fs (https://drive.google.com/open?id=1sXWAnqQ5IlfxKOQlGGnVV3v8iwU8DUml&usp=drive_fs)
• Respond to their email with this Template:
Hi there,
Thank you for letting us know!
I’ve informed your teacher and updated the schedule accordingly.
Since you provided more than 24 hours’ notice, a make-up credit has been applied to your account.
Wishing you a wonderful week, and we look forward to seeing you next week.
Warmly,
Joey Tyler
Verellen Music Academy
• 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 (https://drive.google.com/open?id=1sXKrgNeJmfDn9Lx593WBf_n1e8tj1PjL&usp=drive_fs)
• Respond to their email with this Template:
**PLEASE NOTE EXCEPTIONS
• Any death, serious injury, car troubles, crazy life circumstance, feel free to give them a make up credit.
• We want to be strict so that they don't abuse the make up policy, but also not sour the relationship.
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.
Wishing you a fantastic week and excited to see you next week!
Joey
Verellen Music Academy
• 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 (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 (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 (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 (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
Video Tutorial: https://drive.google.com/open?id=1sZ_h_wplmwrUtHLqDbrBhY_yOc-wV2pF&usp=drive_fs (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 (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 (https://drive.google.com/open?id=1sWp4YKN_Zd3ESs3dLJ0PaXZe4uAvFY0w&usp=drive_fs)
Jacqui: Forward to javerellen@gmail.com(mailto:javerellen@gmail.com)
Joey: Forward to info@joeytyler.com(mailto: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 (info@verellenmusicacademy.com)
- Flag or Star it
- Subject Line: ATTN - Not sure what to do with this
Anyone in Windsor can learn to sing! While some individuals may have a natural inclination or talent for singing, vocal skills can be developed and improved through proper training, practice, and dedication. With consistent effort and guidance, anyone can become a better singer.
To take care of your voice outside of singing lessons in Windsor, it's important to stay hydrated by drinking plenty of water, avoid shouting or straining your voice, practice good vocal hygiene, avoid excessive caffeine or alcohol consumption, get enough rest, and maintain overall physical and mental well-being.
Yes, singing can help with public speaking and improving speaking voice. Singing exercises can enhance breath control, voice projection, vocal resonance, articulation, and overall vocal technique, which are all beneficial for effective public speaking and improving the quality and clarity of one's speaking voice.
Signing up for private guitar lessons at Verellen Music Academy is easy! Simply visit our website or give us a call to schedule your first lesson. Our staff will work with you to find the best teacher and schedule for your needs.
Yes! We offer trial lessons for new students who are interested in taking private guitar lessons at Verellen Music Academy. This is a great opportunity to meet with one of our teachers and see if private guitar lessons are right for you.
At Verellen Music Academy, we have a team of highly trained and experienced guitar teachers who specialize in different genres and skill levels. Our staff will work with you to determine your goals and preferences, and match you with the teacher who is the best fit for your needs.
Yes! If you have a preference for a specific guitar teacher at Verellen Music Academy, simply let us know and we will do our best to accommodate your request.
Our guitar teachers will provide all of the necessary materials for your lessons, including sheet music and method books. However, we recommend that students have access to a guitar for home practice.
We recommend that students start private guitar lessons at Verellen Music Academy around the age of 8 or 9, although we offer guitar lessons for students of all ages.
Absolutely! We offer private guitar lessons for adult learners of all skill levels, including those with no prior experience.
It's never too late to start taking private guitar lessons! Learning to play the guitar can be a rewarding and fulfilling hobby at any age.
While there is no set age for when a child is ready for private guitar lessons, there are some signs to look for that may indicate readiness, such as an interest in music, the ability to sit still and focus for short periods of time, and hand and finger dexterity. It's always a good idea to schedule a consultation with one of our teachers to determine whether your child is ready for guitar lessons.
Yes! We offer private guitar lessons for groups of two or more students who want to learn together. This can be a great way to share the learning experience with a friend or family member while still receiving personalized instruction from one of our teachers.
Learning to play the guitar offers numerous benefits for the brain, body, mind, social skills, creativity, and learning. It can promote brain development, improve physical ability, reduce stress, enhance creativity and self-expression, and improve learning skills such as focus, discipline, and perseverance.
Yes! Our piano teachers are skilled at working with students of all levels, including complete beginners. We will help you develop a strong foundation in piano technique and music theory, and guide you through the learning process at a pace that is comfortable for you.
At Verellen Music Academy, we understand that life can be unpredictable. If you need to reschedule or cancel a lesson, simply contact us at least 24 hours in advance and we will do our best to accommodate your needs. Please note that missed lessons without proper notification may be subject to a cancellation fee.
Learning to play the piano can offer numerous benefits beyond the world of music. By developing patience, perseverance, and discipline, you can apply these skills to other areas of your life such as academics, athletics, and personal growth. Additionally, playing music has been shown to reduce stress, improve cognitive function, and enhance overall well-being.
We recommend that students start private piano lessons at Verellen Music Academy between the ages of 5 and 7. However, we also offer piano lessons for students of all ages, from young children to adult learners.
Absolutely! We offer private piano lessons for adult learners of all skill levels, including those with no prior experience.
It's never too late to start taking private piano lessons! Learning to play the piano can be a rewarding and fulfilling hobby at any age.
While there is no set age for when a child is ready for private piano lessons, there are some signs to look for that may indicate readiness, such as an interest in music, a basic understanding of numbers and letters, and the ability to sit still and focus for short periods of time. It's always a good idea to schedule a consultation with one of our teachers to determine whether your child is ready for piano lessons.
Each week, we have a maximum capacity of 20 kids. Spots are first come first served.
Currently, there are spots available in each week. We will regularly update this page as spots fill up.
We have a small outdoor area in the back of the academy for activities. However, most activities will take place in our 2200 sq. foot indoor facility.
We have a minimum of 2-3 counsellors each day. Each counsellors has a background in child care, and experience with camps and day cares.
You can contact us anytime by one of the following:
By Email: info@verellenmusicacademy.com
Phone: 519-397-0446
Text: 519-397-0446
Camp Days: Mon - Fri
Hours: 9am - 4pm
Additional time will be charged at a rate of $10 for every extra 15 mins
Snacks and drinks will be provided throughout the day. Bring a packed lunch.
Lessons can cost from around $90 to $200 or more per month. Exact prices may vary depending on the duration of the lessons. Typically, most students take one lesson per week. Lesson lengths can be 30, 45 or 60 minutes in duration. Students are welcome to use our facilities whenever we're open, even if they just want to hang out and learn from or collaborate with other musicians
We teach piano, voice, guitar, drums, violin, ukulele, early childhood music. We also have a variety of group classes!
Music lessons improve listening skills. Listening skills are improved through music lessons. Students listen to music and understand what they hear. They then use this understanding to interpret lyrics and understand stories.
Music lessons improve social skills. Social skills are improved through music classes. Students learn to interact with others and get along well with peers. They learn to share and cooperate with others.
Music lessons improve physical fitness. Physical fitness is improved through music classes. Children learn to exercise their bodies and maintain a healthy lifestyle. They learn to move properly and safely, and they gain a sense of accomplishment.
Music lessons improve emotional wellness. Emotional wellness is improved through music lessons. Children learn to manage their emotions and deal with stressful situations. They learn to control their anger and frustration, and they learn to cope with sadness and depression.
A typical music lesson can be 30 minutes, 45 mins or 60 minutes in length. Usually it is split into 3 equal parts. The first section is used for a warmup on the instrument, and some theory. The second portion of the lessons would be used towards working on some repertoire in their workbook. The last section would be used to practice on some songs that the student is learning!
Thats totally fine! We welcome complete beginners! In fact, sometimes that can be preferable, as we can help plant the foundation of a music education from the start and that can really accelerate learning and growth.
One of our core beliefs at VMA is that learning music should be fun! This idea was stemmed from the neuroscientific evidence, that intake information centers of the brain are more active in children, when they are enjoying themselves.
We want our students to learn both Bach and Billie Eilish, in one lesson.
This is why VMA strongly believes in the fun approach. It is incredible to see how much learning can happen when students are enjoying themselves.
We strive to continue to make every lesson a great experience for our students and their families.
We (Joey & Jacqui) are so grateful for all of the patience and support from each of our teachers and we continue to strive to make the experience as enjoyable and educational as we can.
Please refer to our listed dates below, to check on whether or not VMA has a scheduled holiday, (no lessons.)
Fall Semester: Sept 1st - Jan 31st (5 Months)
Winter Semester: Feb 1st - June 30th (5 Months)
Summer Semester: July 1st - Aug 31st (2 Months)
Christmas Holidays: We are closed for a 2 week seasonal holiday at the end of December and beginning of January.
March Break: We are also closed for regular private and group lessons over March Break, with the option to take a fun, music camp throughout the break!
We are also closed the following Monday holidays:
Labour Day, (beginning 2022.)
Thanksgiving Monday
Family Day
Victoria Day
Our regular year of classes end at the end of June, with the option to participate in summer lessons and day-camp's, that can help students to socialize and to keep their skills up during the summer season.
The violin consists of four main parts: the body, the neck, the bridge, and the strings. The body is made up of two curved pieces, the top and the back, which are joined by the sides. The neck extends from the body and supports the fingerboard and tuning pegs. The bridge holds the strings in place and transmits their vibrations to the body.
Tuning a violin requires careful adjustment of the strings using the tuning pegs. The standard tuning for a violin is G-D-A-E, with the lowest note (G) at the bottom of the fingerboard. It is important to tune the strings in the correct order to avoid putting unnecessary tension on the instrument.
Vibrato is a technique used by violinists to add depth and expressiveness to their playing. It involves oscillating the pitch of a note by slightly shifting the finger up and down the string. Vibrato can be used to create a range of effects, from subtle to dramatic.
Proper care of a violin is essential to keep it in good condition and ensure optimal sound quality. This includes regular cleaning and maintenance, proper storage in a case or on a stand, and careful handling to avoid damage. It is also important to have the instrument inspected and serviced by a professional periodically.
There are several types of violin strings available, each with its own unique tone and feel. Some common materials include gut, synthetic, and steel. The choice of strings can have a significant impact on the sound and playability of the instrument.
Intonation refers to the accuracy of the pitch of each note played on the violin. It is important to develop good intonation in order to play in tune with other musicians and produce a pleasing sound. Some tips for improving intonation include practicing with a tuner, listening carefully to the sound of each note, and using visual aids such as tapes or markers on the fingerboard.
The terms "violin" and "fiddle" are often used interchangeably, but traditionally, a fiddle is a violin played in a particular style or genre of music, such as country, bluegrass, or Celtic. The techniques and repertoire associated with fiddling may differ from those used in classical violin playing.
A shoulder rest is an accessory that attaches to the bottom of the violin and rests on the player's shoulder, providing support and comfort while playing. Whether or not to use a shoulder rest is a matter of personal preference, but many players find it helpful for maintaining proper posture and reducing strain on the neck and shoulder muscles.
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