Trial class before assignment
The child takes a trial class, then the teacher assigns the group. If the group the parent asked for does not match the child's age or experience, the request goes to the teacher rather than an enrolment to undo.
Dance and martial arts
Between classes, parents call about trial lessons, full groups and make-up sessions. Your receptionist records the child’s age and experience, follows your term rules and sends placement requests to the instructor, who remains responsible for deciding the appropriate group and level.
$29 CAD / month · 50 Standard calls · 1 local number
When calls spikeBack to school in SeptemberWinter session in JanuaryThe summer lull
Prepare trial and term requests for the instructor
The school opens the app: child, age, experience, signatory, authorised adult, proposed group — and the exact state, trial class booked, enrolment for the term not yet made. The final assignment stays with the teacher.
Read the full conversation
Wednesday, 6:25 p.m. The teacher is running a children's ballet class. A father calls.
ReceptionistBeaubien Dance School, good evening. Let me take your name and a callback number.
CallerJean-Philippe Bernard, 514 555-0146. My daughter is six and would like to start ballet this session.
ReceptionistThank you. At six, the Saturday morning group fits, and two seats are open. Are you the person who signs the enrolment, and is there another adult allowed to change the file or collect her?
CallerI sign, and her mother can collect her. She has not taken a dance class before.
ReceptionistNoted. I am booking a trial class on Saturday at nine. The teacher will confirm the group once she has seen her dance. You will get the confirmation by text with the session calendar and our make-up rule.
For the requests you receive
Session with cohorts
Seats are fixed and returning families re-enrol before new ones. She applies your priority order and puts requests beyond the quota on a waiting list.
Holidays, make-ups and absences
The school calendar punches holes in the session. She explains your make-up rule, records the announced absence and offers the catch-up date you approved.
What happens to the request
You describe your groups and your rules
Your disciplines, your groups and their age brackets, the capacity of each studio, your session calendar, your make-up policy and your priority order.
She identifies, then she enrols
She establishes who is calling and for which child, checks age and level against your groups, looks at the room left, then books the trial or files the enrolment request.
The school gets an enrolment it can use
The confirmation is texted to the parent, a reminder runs before the trial class, and the written summary lands in the app with whatever the teacher still has to decide.
What the Beauty, fitness and lessons base covers
She answers in the school's name, in French and in English, and works within your group capacity and the entitlements the family already holds. You keep your number.
- Answers about your disciplines, your groups and your terms, drawn from what you approved
- A trial class booked, or an enrolment request filed within the real group's capacity
- Changes and cancellations within the entitlements the family already holds
- Approved prices, conditions and enrolment steps explained the way you wrote them
She does not decide a child's level and gives no opinion on an injury: the teacher confirms the group assignment.
Decisions that stay with you
- She does not verify parental authority in the school's place.
- She changes nothing when two guardians contradict each other: she suspends and asks for an administrative decision.
- She does not exceed a group's capacity: beyond it, the waiting list applies.
- She creates no credit or make-up exception outside your policy.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which families want a trial class rather than full registration?
She distinguishes recorded requests, age and stated experience. The instructor keeps the final group-placement decision.
What else the school can hand to her
Beyond the base plan. Each one is added separately from the base, and only if you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Facebook Messenger
Answer parents’ questions about the discipline, timetable and trial request through your Facebook Page.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Parent-child links, cohorts and payments are the objects to write. No named vendor, no interface rights, no credit semantics established so far.
Relationships and classes are documented in the vendor model; how well it fits files for minors is unknown, as are live access and credit behaviour.
Three people behind one enrolment
An enrolment involves three roles: the adult who signs and pays, the child who takes part, and the adult allowed to change the file or collect the child. Sometimes those are three different people, and confusing them creates the error you cannot undo over the phone.
Meanwhile the teacher is standing in front of a group, and calls peak in the evening and at back-to-school time. Your receptionist answers in the school's name, checks age, level and the room left in the real group, then books the trial class or files the enrolment request.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Beauty, fitness & lessonsSchools, lessons and activities
Dance and martial arts — your questions
Does a request become an enrolment?
No. She books the trial or files the request with what is needed to process it; the seat in the term, the signature and eligibility stay with the school. With Deposits and payments, the payment link follows the confirmation.
Does she decide which group my child joins?
She offers the group matching the age and experience given, and writes into the confirmation that the teacher will confirm the level after seeing the child.
What happens when the group is full?
She says so, puts the child on the waiting list under your priority order, and calls the family back when a seat opens.
How does she handle two parents saying different things?
She suspends the change and asks for an administrative decision, rather than move a group or a time on one conflicting call.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberDance and martial arts