Show:
Invoicing
Google Calendar
Scheduling
Policy Sheet
Housekeeping
100
True or false: coaches should be looking at their invoices every day.
What is true. In the past we've allowed you to fill your invoices out when convenient for you but we've seen too many errors using this method. So at the end of every coaching day, coaches should input who they taught and any relevant notes.
100
Person responsible for initially inputting students into coaches' calendars.
Who is Lauren, Tara, or Ashlyn. Who ever send the 'Welcome' email is the person responsible for inputting that student in the correct coach's calendar.
100
True or false: we do not offer make-ups.
What is false. We offer a 24-hour rescheduling policy. If students fail to reschedule their lesson 24 hours in advance for ANY REASON (i.e. illness, car trouble, work conflicts, doctors appointments, school activities, etc.), they WILL be charged for the lesson or lessons with no option to reschedule. When given proper 24-hour notice, students are given 30 days from the date of the missed lesson to reschedule and attend their session. If students fail to make up the lesson in 30 days, they loose the option to make up the rescheduled lesson with no option for a refund.
100
Due date for all student tuition.
What is the first of every month. Monthly tuition is due IN FULL on the 1st of each month.
100
The door that should remained locked. Always. Forever.
What is the employee entrance. Only employees are allowed to use it and it must always remained locked, even during business hours.
200
The two fields coaches are responsible for filling out on their invoices.
What is date of sessions and total sessions per student. All other fields will be filled out by Lauren, Tara, or Ashlyn. If you notice a student is not included on your invoice, ask Lauren, Tara, or Ashlyn to add it.
200
Person responsible for taking discontinuing students out of coaches' calendars.
Who is the coach in question. Upon receiving a drop email from ClassJuggler (happens around the 15th of the month), you are responsible for taking the student out of your calendar while keeping in mind any make-ups you may owe the discontinuing student.
200
A student's only option if they don't want to be charged for a lesson scheduled to take place when they are out of town.
What is using a skip. Students are allowed 2 missed lessons or “skips” annually provided that your coach is notified by the 1st of the month. “Skips” are not permitted for use on a last minute basis. They are solely designed for the occurrence of the occasional 5th week in the month, family vacations, work obligations, school functions, holidays etc. Proper notice at the beginning of the month on or before the 1st must be given in order to take advantage of this privilege.
200
True or false: we allow lessons to "roll over" or be "credited" to the next month.
What is false. If allowed absences have occurred and 24-hours notice has been given, those lessons can be made up but not credited to the following month. These make-ups expire 1 month after the initially missed lesson.
200
The person responsible for washing dishes.
Who is YOU! If you use a dish, wash it and put it away.
300
Incentive for coaches to bring students to the studio.
What is an added $5 to every weekly session. For a student to be considered a "coach's catch" the student must have had contact exclusively with the coach. Ideally, the coach and student have discussed scheduling and all Lauren/Tara/Ashlyn needs to do is process their payment. New students referred by current students, students who request a coach after looking at the TSS website, or returning former students do not count.
300
True or false: coaches are allowed to reschedule a student's first, initial lesson.
What is false. In an attempt to encourage coaches to maintain their Google Calendars, TSS will now enforce this policy. If Lauren, Tara, or Ashlyn see a blank spot in your calendar and schedule a new student in that spot, coaches are not allowed to shift this lesson. After the first lesson, rescheduling can be discussed between student and coach.
300
The two options for students when coaches are out of town or unavailable.
What is reschedule or pick a substitute coach. TSS also reserves the right to assign a substitute coach for makeup lessons if a student's desired date/time does not fit into their instructor’s schedule or if a student's regular coach is sick or out of town at the desired time for the makeup lesson.
300
Deadline for students to discontinue their lessons at TSS.
What is the 15th of the current month. A student wishing to discontinue effective May 1st must give TSS written notice expressing those wishes by midnight of April 15th. If notice is given on April 16th or later, the full amount of tuition for May WILL be charged to the students account with no option for a refund.
300
The lights that remaining on after the studio closes.
What is the employee entrance light, the main entrance light, and the flood light spot on our front sign.
400
How a coach invoices for a student who fails to pay their tuition on time.
What is not at all. Students who are outstanding as of the 1st and do not show up for lessons do not constitute as 'no-show' students. In other words, if the students listed above do not show up for 1 or more lessons, you cannot invoice the studio for their missed lessons. If you coach a student who has not paid their tuition, you are also unable to invoice for that session. So don't coach outstanding students!
400
What a coach must do when one of their students changes their lesson day.
What is email Lauren immediately (so she can make any necessary billing changes) and make sure your future schedule reflects this change (so a new student doesn't get booked on top of the current student).
400
The person responsible for attempting to schedule a make-up lesson.
Who is the coach. It is always your responsibility to initiate this conversation. If the student or parents fails to schedule the make-up or is inconsistent in their communication and the 30 days pass, the coach no longer owes the student a make-up.
400
True or false: TSS allows refunds.
What is false. We do not offer refunds of any kind. If a student has outstanding lessons, we are happy to make sure they receive what is due to you provided their lessons are within the 30 days of the original missed lesson date.
400
Temperature parameters for the thermostat (highest allowed heat and lowest allowed A/C).
What is 68* in winter and 74* in summer.
500
True or false: Coaches invoice for any and all legitimate lessons they coach in a month, even if there are make-ups from the previous month included.
What is true. Only invoice for the lessons you actually taught.
500
What happens when you make ANY changes in your Google Calendar.
What is Lauren gets sent a time-stamped email documenting this change. So in situations of double-booking, the student first booked in a given spot receives priority. This also gives us a paper trail to follow if a someone claims a spot was open upon booking a new student but it really wasn't and vice versa.
500
When status is currently scheduled.
What is every other Tuesday at 10a-11:30a.
500
The holidays that TSS closes and does not charge students for.
What is 2 days prior Christmas, Christmas day, Thanksgiving day, Easter Sunday, and the day of July 4th. We are in full operation and expect students to attend lessons on all other days of the year. If students plan to be out of town or do not wish to take lessons around a particular holiday or special occasion, the utilization of one or both of their “skips” would be in order. They must notify their coach at the beginning of the month on or before the 1st for this to happen.
500
Any communication with Lauren regarding studio matters should be in what format.
What is email or in "an emergency" (meaning an actual emergency) you can text her. You can also send her flowers and write your question on the comment card. Please do not discuss studio matters with Lauren in-person. If you are running late to a session, please let your student know before asking Lauren to alert them.