Corona/COVID-19 for Studios FAQ

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Hi all!

Given the shutdown of studios (government mandated or not) globally, we wanted to put together a list of frequently asked questions to help manage what you might want to do given the fall out, and figure out a plan to get things moving when things resume.

Classes as session/term/period/block enrolments

If you operate your studio with session/term/period/block enrolments, you’ll need to cancel the upcoming classes as below. This will prevent current students from seeing upcoming classes and potentially thinking classes are still on.

How you resume after the interruption is up to you. If you stopped classes in week 3, and would like to resume as “week 4” at some point in the future, all that is needed is to go into the Weekly Planner, and re-copy your Week 1 of the period from whatever date classes will resume, until that period will end. This means that your enrolment period can span across as many weeks break as necessary. Because of the way block enrolments work, anyone enrolled before the break will automatically still be enrolled in these blocks after the break 🙂

Alternatively, instead of resuming after long break as the same period, you can just schedule a new period. For offering any discounted or free make-up enrolments for students’ whose enrolments were caught short, see the Alternatively, instead of directly offering a “catch-up”, we can offer a future casual class as an unofficial catch-up, please see the Offering Un-official Catch-ups section below.

Casuals/drop-ins

If you operate your studio with session/term/period/block enrolments, you’ll need to cancel the upcoming classes as below, however please read this section in full first. This will prevent current students from seeing upcoming classes and potentially thinking classes are still on.

For offering students a “credit” for any cancelled classes, go into the class from the timetable and in the attendance section, grant the student a catch-up. Whilst this won’t be of use whilst classes are cancelled, we can extend it’s usability once you decide to resume classes. It is important to grant individual catch-ups before cancelling classes, as they can’t be granted after the class in cancelled.

Alternatively, instead of directly offering a “catch-up”, we can offer a future casual class as an unofficial catch-up. Please see the Offering Un-official Catch-ups section below.

Winding-down Classes

Winding down the current timetable has two steps. First is to immediately hide the period from students to prevent new enrolments. Second is to cancel upcoming classes to prevent the “are you attending class” emails going out and remove the classes from existing enrolments.

Stopping Enrolments

Upon shutting down, we recommend hiding your current enrolment period to prevent students enrolling immediately. To do this, go:

  1. Timetable > Weekly Planner
  2. Select the period in the planner drop down
  3. Press “Edit Period”
  4. Press “Hide” in the dialog box

This will hide the period from all students, and can be made visible at any point again.

Cancelling Classes

We recommend bulk-cancelling your classes just to ensure students don’t receive conflicting messaging of “don’t go to the studio”, but have classes scheduled in PoleBuddy. Classes can be deleted in bulk using the planner. To do this, we’ll just copy any empty week, e.g. 6 months from now, and copy that week to replace all classes from today on:

  • Timetable > Weekly Planner
  • Press “Copy”
  • Select any empty week to copy from (we recommend picking a week in the future where no classes are scheduled)
  • Select the “Start Date” and “End Date” to cancel classes for
  • Select the Period those classes are in for “Copy Classes Into
  • Select “Yes” for “Replace Existing Classes
  • Press “Copy Classes”
  • You will be asked to confirm that you’re “copying 0 classes” for the dates selected, confirm
  • Classes will now be cancelled

Memberships

For studios using memberships for recurring billing, memberships can either be:

  • Cancelled, and never billed again.
  • Suspended, allowing resuming of billing.
  • Delayed, with the next-renewal date pushed-forward a certain amount of time.

You can go into a customer’s subscription to perform any of the above changes. If you’d like to do these in bulk for all students, please contact us and we’ll arrange.

We recommend going into Financials > Memberships and clicking the “Excel” button in the top left of the table to obtain a list of all current subscriptions before you make any changes to current subscriptions.

Current Catch-ups

Current catch-ups will expire if unused, however when you decide to resume classes we can extend their validity period based on the time frame you’d like to offer.

What about Online Classes?

Depending on if you’re looking to provide pre-recorded content, or live online classes, we can help you engage with students through their existing enrolments with you.

Short Pre-recorded Content for Curriculums

Our Skills and Curriculums (in Studio) allow you to create invididual “skills” (which could be a move, stretch, or whole routine). These skills can be put together into full Curriculums, broken down by class, and order. To create a skill, go Studio > New Skill. Skills can contain:

  • Name
  • Written instructions
  • Images
  • Videos (generally short, as the video is downloaded to play, rather than “streamed”)
  • Linked audio from Spotify (e.g. for routines)
  • External links for links to YouTube, DropBox, or other resources.

Once you have created one or more skills, we need to put them into a Curriculum (Studio > New Curriculum). This lets us group skills together and break them down, class-by-class.

Once you have created your curriculum:

  • Go into Studio > Courses > find the course you want to add a curriculum to > “Edit Course”.
  • Go into the Teaching section
  • Select one or more curriculums
  • For the “Student Curriculum Access”, select how you’d like them to be able to access that content.
  • Press Save in the top right of the page.

Live Classes Online with Zoom

We recommend Zoom (https://zoom.us/) for online classes, as they allow you to:

  • have up to 100 participants (including the instructor)
  • record your class to your local machine
  • have people join in a single click
  • interact one-on-one with students using messaging and “break-out-rooms”

All for free (up to 40 minute duration). If you’d like to offer classes longer than 40 minutes, you’ll need a paid tier.

Once you have created an account with Zoom, and created your first “meeting”, you’ll have a link to share for students to join. These links can be directly managed through PoleBuddy if you use our Skills and Curriculums feature. We recommend making an “skill” (Studio > New Skill) for each course, and putting the link in that as the External Link in the Basic Info section of the skill.

That “online skill” will need to be put into a curriculum (Studio > New Curriculum), and that curriculum added to the course in the course settings. That way, students will be able to see the link only if they’re enrolled.

Enforcing Isolation for Catch-ups

You can offer catch-ups with a delay on them, e.g. to enforce 14 day isolation periods where the student can have a catch-up, but can’t use it until a certain time. Since once a discount is put onto their account it’s available for use immediately, we’ll create discount codes that cannot be redeemed until a given date. That way, the codes can be handed out to students, but they’re unable to redeem and use it until that date.

  1. Go into Retail > New Discount Code
  2. Name it “Delayed Catchup” or similar. The name is NOT the code, we’ll set the code later.
  3. In the Redemptions section, select a date after which the discount can be redeemed.
  4. In the Inclusions section, add “100% of 1 casual class tagged xyz” or similar, depending on what you’d like to include. Don’t forget to also set the Maximum Value on the top of that section. If you’re offering 3 classes, each normally $30, then you need to put $90 up top.
  5. Hit Save
  6. When viewing the discount, go into the “Discount Codes” section, and hit “Add New Code”
  7. Either enter a UNIQUE code for your studio, or randomly generate the code. You may need to adjust the redemptions per code if everyone is using the same code.
  8. Hit Generate
  9. These codes can now be given to students, but will not be accepted by PoleBuddy until AFTER the date you selected (from midnight).

Offering Un-official Catch-ups

  1. Go into Retail > New Discount Code
  2. In the Inclusions section, add “100% of 1 casual class tagged xyz” or similar, depending on what you’d like to include. Don’t forget to also set the Maximum Value on the top of that section. If you’re offering 3 classes, each normally $30, then you need to put $90 up top.
  3. Hit Save
  4. When viewing the discount, click “Apply to Contact” button in the top right “action area”
  5. Select which students should have this on their account
  6. Press Select Contacts to confirm

Resources for Staying Safe

There are at least two online courses available for providing training on containing the virus and keeping yourself and others safe. Both provide a certificate upon completion, which may assist in making sure your students know you’re taking this seriously, especially as things resume after all of this has started to pass. We make no assertion as to the quality and use of the following links, but offer them as a reference if useful.

COVID-19 infection control training
Australian Government – Department of Health
https://www.health.gov.au/resources/apps-and-tools/covid-19-infection-control-training

COVID-19: Tackling the Novel Coronavirus
Online Course from The London School of Hygiene and Tropical Medicine
https://www.futurelearn.com/courses/covid19-novel-coronavirus

Resuming Back to Normal

These are uncertain times, but we’re here to help whenever things resume back to normal, as well as in the interim. Please do reach out if we can assist it in anyway. We’re in this together!

Until then, if you’re experiencing a reduced workload, look into establishing new timetables, curriculums, and marketing strategies to ensure you’re best positioned when this all passes.