Features
Studioware Overview:
- Studioware is a online/web-based application that allows you to manage all aspects of your school-based business.
- The Studioware Help Center contains the online help, getting started guides, help search, table of contents, and video tutorials.
- Studioware allows you to manage your staff, students, classes, enrollment, attendance, schedule, and finances.
- It's simple to get started with Studioware; It takes less than 1 minute to Sign Up and try Studioware right now! There is no software to download and install, all that is required is a modern web browser...[more information]
- Your data is maintained in a secure environment and is backed up every night.
- Studioware comes in 2 editions: Basic and Premium Edition. Both editions allow for unlimited students, staff, and classes...[more information]
General Business and Location Features:
- Studioware allows you to upload your logo which is included on reports and invoices...[more Information]
- Studioware contains extensive taxation functionality. With Studioware you can create global product taxes, global service taxes, location specific product taxes, and location specific service taxes...[more information]
- If your business has multiple locations, Studioware allows you to manage all your locations...[more information]. For each location, you can specify:
- Location mailing address, city, state/province, zip/postal code
- Location phone numbers
- Location headquarter indicator
- Location product and service taxes
- Studioware allows you to extend the data you collect by allowing you to create custom lists and custom fields...[more information]. For example, with Studioware you can create a Check Box List, Currency Field, Date Field, Date/Time Field, Decimal Field, Drop Down List, Numeric Field, Radio List, Text Field, Time Field, True/False Field, Whole Number Field, or a Yes/No Field.
- Studioware contains many settings that affect the behavior of Studioware. For example, do you refer to your students as "members" and your teachers as "instructors"? The Studioware settings allow you to adjust this data...[more information]
- Studioware allows you to add new users, edit existing users, reset user's password or set users as inactive...[more information]
- With Studioware, help is available on every feature and is only a click away...[more information]. If you need support for Studioware, you can open a support ticket and our support team will work with you through the issue.
Students Features:
- The Basic Edition (which is Free) and the Premium Edition allow for unlimited students.
- You can browse the student data in a grid that displays 5, 10, 15, 20, or 50 student per page. You can move to the previous page, first page, next page, or last page in the grid. The student grid also allows you to sort the student data by first name, last name, status, "in family", account balance, last payment date, or last payment amount...[more information]
- From the student grid, you can select any student and view the student record, view the student classes, view the student financial account, or enroll the student in a class.
- With the student's record, you can:
- Edit a student's title, first name, last name, suffix, and status. The student's status can be customized to include any value.
- Group students together from the same family.
- Add student and family phone numbers and fax numbers.
- Add student and family email addresses.
- Add student and family mailing addresses.
- Maintain a list of a student's web sites.
- Maintain the student's miscellaneous information which includes gender, marital status, birth date/age, citizenship, education level, and school name.
- Maintain a student's medical information which includes medications, hospital preference, special needs, disabilities, allergies, health insurance, and immunization record.
- Studioware allows you to group multiple students together into a family. With a family record, you can add family phone numbers, family fax numbers, family emails, family address and family web sites. All of the financial data for the students in a family is combined together into one financial account.
- Easily see a list of a students currently enrolled classes, classes for which the student is on a waiting list, and completed classes. Quickly view the student's class schedule, percentage complete, recommended refunds. The student record also allows you to drop a student from a class.
- Studioware allows you to add notes to student records. The student notes can also be placed on the Executive Dashboard so they can be used as reminders for other Studioware users.
- Studioware allows students to have a unlimited number of contacts. Each student contact can maintain their own list of phone numbers, mailing addresses, and email addresses. Student contacts can be set as payees of invoices.
- Studioware maintains a complete historical record of the student from the date/time that the student is created in Studioware and the date/time when any student data is changed.
- Studioware allows you to create "Custom Fields" and "Custom Lists" to extend the student data that Studioware collects. For example, if you needed to maintain a student's waist size in inches, you could create a custom field called "Waist" that only accepts numeric data.
- Student information can be exported so you can keep a copy of your important information.
- Easily search for students from any web page within Studioware by the student's partial last name.
Staff Features:
- The Basic Edition (which is Free) and the Premium Edition allow for unlimited staff members.
- Easily browse and view any staff record with Studioware's staff grid.
- When adding a new staff member, you simply specify the staff member's first name, last name, status, and job role. Status and job role can be customized to include any values.
- With the staff member's record, you can:
- Edit the staff member's title, first name, last name, suffix, status, and job role.
- Add the staff member's phone numbers and fax numbers.
- Add the staff member's email addresses.
- Add the staff member's mailing addresses.
- Maintain a list of a staff member's web sites.
- Maintain the staff member's miscellaneous information which includes gender, marital status, birth date/age, citizenship, education level, and school name.
- Maintain the staff member's medical information which includes medications, hospital preference, special needs, disabilities, allergies, health insurance, and immunization record.
- See a list of all the classes that are assigned to the staff member. Easily view class enrollment, waiting list, and schedule from the staff record.
- Easily view a staff member's weekly schedule of classes and date/times.
- Studioware allows you to add notes to staff members. The staff member notes can also be placed on the Executive Dashboard so they can be used a reminders for other Studioware users.
- Studioware allows staff members to have a unlimited number of contacts. Each staff member contact can maintain their own list of phone numbers, mailing addresses, and email addresses.
- Studioware allows you to create custom lists and fields for staff members.
Classes Features:
- The Basic Edition (which is Free) and the Premium Edition allow for unlimited classes.
- A single class can be schedule at different dates and times, with different instructors, at different locations, with it's own set of student enrollment.
- Studioware supports group classes (one or more students with one or more instructors) and private classes(one student with one or more instructors).
- Studioware supports 3 different types of class structures:
- Closed Classes:
Closed Classes have a specific start date, stop date, meeting dates/times, location, and instructors. Closed classes are the most common type of class.
- On-Demand Classes:
An On-Demand allows you to schedule a class whenever a student (or group of student) request a class. There is no set schedule for an On-Demand, a student (or group of students) simply request a single class from your studio.
- Open Classes:
The main feature of an Open Classes is that it does not have an end date. An Open Class has a specific schedule but continues indefinitely until the student drops the class. Open classes are most commonly seen in Music Schools where a student continues with a class, for example, "Private Guitar Lessons" until he/she drops the class.
- Closed Classes:
- A class can have multiple tuition items and each tuition items can be classified as a "product" tuition item or a tuition charge. Also, each tuition item (regardless of the type: product or tuition charge) can have its own payment schedule.
- Easy to use interface for enrolling students into classes or for enrolling selected students from one class into another class.
- Students are automatically placed on waiting list if the class capacity is full. Students can be forced from a waiting list into a full class.
- Ability to reschedule or cancel individual class dates and add/remove instructors to individual class dates.
- Recommended refunds when students drop classes and automatic reversal of tuition charges.
Financial Features:
- Studioware is global. You can see your financial transactions in your currency, including $, £,¥ or Euros.
- Studioware contains extensive invoicing functionality. Studioware can create student invoices, print invoices (as pdf files), email invoices, and track invoice statuses.
- Students that are part of a family will receive a family invoice. Students and families that have payees defined, will receive an invoice for each payee.
- Every invoice within studio has an invoice status:
- created: Invoice has been created. It has not been sent or printed. There have been no payments on the invoice.
- sent: The invoice has been sent electronically to the payee.
- printed: The invoice has been printed and mailed to the payee.
- viewed: The electronically sent invoice has been viewed by the payee.
- disputed: The payee has disputed the invoice. View the invoice history for more information.
- pif: The invoice has been paid in full.
- partial: There was a partial payment made on the invoice.
- cancelled: The invoice has been cancelled.
- Invoices can contain custom messages, specific invoice numbers, custom payment methods, taxation summary, business logos, and partial payment information.
- Studioware tracks invoice payment types such as cash, credit card, or check.
- Invoices can easily be re-printed or re-sent in email.
- Paper invoices can contain a "stub" section which can be detached by the payee and returned with the payment.
- Studioware contains extensive taxation functionality. Studioware allows you to define global taxes (such as VAT, Sales Tax, GST, Service Tax) and/or location taxes (such as GST or State/County specific Sales Tax). Based on the type of transaction, the applicable taxes are automatically calculated and included with the transaction.
- Transactions are Automatic! When a student enrolls in a class, the tuition items are retrieved, the payment schedules are calculated, and the transactions are posted to the student's account.
- Transactions are Manual! You can manually enter in student transactions to record additional purchases, adjust balances, issue a discount, record a payment, apply a penalty (such as a late payment), and much more.
- Automatic Registration Transactions can be posted to new student's accounts
- Any student's contact can be made "Payee", that is, a person who pays the student's bill. Furthermore, Studioware allows you to set the percentage that each payee is responsible for. The student and families will automatically be responsible for any percentage not covered by the payees.