Dance  Studio  Magic  Guide  (Studio)      

Thank  you  for  supporting  DCG  Studio  Magic! This studio management system allows you to manage your studio from start to finish. With DSM, you’re able to create and manage curriculums as well as monitor student registrations. Dance Studio Magic will also work hand in hand with your DanceComp Genie account. Consider Dance Studio Magic your one stop to ALL of your management needs!

 

1  

 

 

 

How  can  I  get  into  my  Dance  Studio  Magic  account?    

As a first time user, you would register a new studio account from our DSM home page. You can do this by clicking on Create New Account. From here you have the option to register as a ‘customer’, or as a ‘studio, school or individual’. For the purpose of this manual, please click ‘I want to register as studio, school or individual’.

The next screen will prompt you to create your personal login information as well as personal contact information. Please complete the sign up form and proceed with account creation.

2  

 

 

Introducing  Dance  Studio  Magic  Control  Panel    

Once your account has been created, you will be able to log into the control panel. This will be where you will manage the various aspects of your studio. Programs, registration

3  

 

 

to classes, conventions and competitions as well as performance videos can all be set managed here.

The default home page after logging in will be your studio’s Index page. The Index page gives you quick access your class enrolments, convention and competition registrations, and other quick links to various areas of your control panel – including your messaging system.

As this will be your first time logging into your control panel, you should access Account & Setup to set up your account.

Accounts  &  Setup    

The Profile page is the same form you will have filled out when creating a new account. It is also the same form you will use to update any studio information.

4  

 

 

Accept Payments allows you to control your payment setup for your studio. Currently Dance Studio Magic will support Authorize.NET or ESelectPlus merchant accounts. Further instruction on how to setup your merchant account within the DSM control panel will be dispensed in a separate document.

Your next step will be Studio Policies. Here is where you enter the terms and conditions of your studio. Any students who register to your studio will have to accept these terms and polices upon registration. These policies are a requirement for legality purposes. Simply enter the text of your terms and conditions and save it.

5  

 

 

Statements page records all financial transactions between your studio and Inchol Solutions. Under Billing Information you will enter the billing information that you will use to make your monthly subscription payments to Inchol Solutions. Simply enter your billing information. After you have read the DanceComp Genie Studio magic terms and conditions, you must check the checkbox to accept the terms before subscribing.

With Email Format, you will be able to edit the automated emails that are sent out to students and parents. Some examples are general “Welcome!” emails for when a student has registered, or Reminder emails for registration deadlines. Select an email from the left box to edit. Once you have made your changes, click save.

This concludes the Account & Setup section of your control panel.

6  

 

 

CLASSES    

Here is where you can set up your curriculum, registration fees and tuition fees. By default you will see the classes you’ve created and the information associated with them. From this screen you are able to view enrolments as well as transfer those enrolments to your DCG registration system (for registering to competitions and conventions) by clicking on Transfer to DCG.

Using the filters (found below the navigation tabs on the top), the registrations can be filtered by Location, Season, Classroom, Day, Programs or Categories to make searching for a specific class fast and easy. In order to create a new class in your curriculum, you can select Add New Classes.

7  

 

 

Before you start adding classes here, you should complete the class, registration and tuition details.

FEES  

Registration Fee section is fairly straight-forward. Note that this section is only to set the main registration fee. Here you can name your registration fee, set the amount, as well as control what type of discounts siblings will receive. Once you have saved your changes this setting will be updated.

The Tuitions section allows you to set up the pricing structure of your curriculum. There are two different ways to set up tuition: Sliding Scale or Per Month. For each tuition

8  

 

 

type, you are able to add as many tuition pricing plans as you prefer by selecting Add New after you have created and saved your settings.

Sliding  Scale  

For Sliding Scale Calculation Method, you can create the pricing structure based on hours of weekly class time. You are able to create multiple Sliding Scale rates if

9  

 

 

required. Simply input a specific class time per week and set the monthly price for that amount of hours. You are able to customize this for as many pricing schemes as you require. In the same screen you are also able to set a sibling discount by percentage for tuition in the Discount box. In the Charge Start Date, you will enter the date of the month you would like to charge the monthly tuition on. There is also an option to choose one particular price scheme as the default tuition setting.

Per  Month    

When the Per Month radio button is selected, a similar screen to Sliding Scale is displayed. Here you can set up flat monthly tuition fees. The same idea follows: you can set up as many instances of tuition fees as you prefer and differentiate them by title.

10  

 

 

Here you are also able to apply a percentage discount for siblings and set the monthly bill date. Default tuition setting is available here as well. To edit any tuition price plan, simply click on it in the Saved Tuition Methods box and the existing tuition plan details will appear. From here you will have an extra option to Delete the tuition plan. This option is available on both Sliding Scale and Per Month tuition settings.

  LOCATIONS/SEASONS/PROGRAMS/CATEGORIES/CLASSROOMS   Now to continue your set up, please skip ahead to Locations/Seasons/Programs/Categories/Classrooms. This section of your set up is where you will create the classes you need to work with to build your curriculum. If you scroll down the page here, you will see that all of the customizations follow the same layout: the item to be customized in the left column and the customization functions in the right column.

11  

 

 

The first of the items to customize is Location. Here you can input the location your studio will be operating from. You can setup multiple locations. Simply input a location name and a brief description (this is optional). Before you can save a location by clicking on Add, you will be required to include the Tax Rate for that location. If you do not wish to charge tax for registrations to that location, simply input 0 for Tax Rate. There are also two optional settings for each location: Disable box will turn a location “off” and Set as Default will make a location as the default location students will register to. To edit a location, simply select the specific location from the list and the customizations will automatically pop up in the right column. From here you will have three options: Update, Delete or Cancel.

Seasons allows you to create semesters for your curriculum. Simply enter a name for the semester and click Add to create a semester. Same rule applies here for Disabled and Set as Default. As for editing: simply select the season in question and the same functions will pop up for Update, Delete or Cancel.

12  

 

 

Programs box allows you to create the different programs your studio will offer. You can see in the example that programs created by age is one of the examples, but programs can be divided under whichever terms you choose. Once a program name is entered, you are required to attach it to a season by selecting the Season Name. Description information is optional. Disable function is available as well as Update, Delete or Cancel functions.

Categories are the different categories of dance classes your studio offers. Same theory applies here: enter a name for the category, and the description is optional. Disabled function works the same, and there is no set as default function because it is unnecessary for this portion. Update, Delete or Cancel functions work here as well.

With Classrooms, you have the ability to title specific rooms in order to better customize your class schedules. Simply enter a name for the specific classroom and click on add. Description of the classroom is optional. Disable function is available as well as Update, Delete or Cancel functions.

13  

 

 

Misc  Fees   Misc Fees section is where you can customize any other fees your Studio may need to charge (i.e. recital tickets, costume…etc).

To add a new fee, Location and Season must be selected. If these two fields are left blank, you will not be able to continue adding a miscellaneous fee. This is why Location and Seasons will need to be set up before this section. The Program drop down list

14  

 

 

here is optional—you will be able to create a fee by naming the fee in the Name field and set the amount in the $ field. Then you can choose whether the fee is a one-time charge or a monthly charge in the drop down list. The due date must be entered as well before the fee can be added. Once all fields are filled out, simply click Add Fee, and the fee will automatically populate under the entry fields.

Embed  Code    

The last section under Classes is the Embed Code page. Here is where you can generate the html code to display a calendar of your curriculum schedule on your website. Simply select the type of classes you would like to display and click on Generate Code and the HTML code will appear in the text box. Select the entire code (the text background will turn blue once selected) and copy to a notepad application before inserting it into your website. For general inquires as to how to edit HTML of your website, please ask your web developer for help. Once an HTML code is generated, you can click on View Sample to see how it would appear on a webpage.

15  

 

 

STUDENTS    

 

Students portion of your Dance Studio Magic center displays a list of all students registered to your classes. This section has a handy search function for easy access. The names of students are displayed in alphabetical order by last name. There are two hyperlinks to the left of each student’s name: Fees and Transactions.

Students:  Fees    

By clicking on Fees you will be taken to the main Fees information page for the Family that student belongs to. On the left portion of the page you’re able to select the fee information by specific students. The order of fees will appear in this order: Registration fee, Tuition fee and Misc. Fees. This is the page where you will confirm each fee for students who’ve registered for classes. Students will not be able to continue with a

16  

 

 

registration if fees are not confirmed. On the student’s account they will only see “Pending Approval” as it shows in the status column here.

For Tuition Fee and Misc Fee you are able to view monthly details as long as these fees are set to recur. From this page you can navigate to your Transactions page by clicking on either Paid Transactions or Incomplete Transactions. The Transactions page can also be accessed from the main Students page by clicking on Transactions. This page simply outlines the financial transactions between your studio and the student. Each Transaction page will be family specific—meaning that you may only view one family account’s transactions at a time.

17  

 

 

You will have an option on this page to provide a Refund to a registration by clicking on Add Refund. A pop-up box will populate requesting the amount of the refund as well as the reason. Once applied, the refund will appear at the bottom of Transaction details.

CONVENTIONS  &  COMPETIONS    

18  

 

 

The next section is for when it’s time to register for Conventions & Competitions. If you’ve already used Dance Studio as a studio before, this section will look very familiar to you.

Competitions tab is where you will register for a competition by typing in the competition name under 1. Register a New Competition. You can also view your older registrations by selecting them from 2. View Submitted Entries.

19  

 

 

Conventions tab follows the same general idea as Competitions.

In order to Transfer Routines from one competition to another or from one location to another, simply follow the specific instructions on the Transfer Routines tab.

20  

 

 

Dancers tab lets you view the list of dancers that are important into your registration information. Usually if you have already Transferred students from your Classes main page by class, you will find them in the dancers list. If you would like to add a dancer who is not registered to your studio classes, simply click on Add Dancer and enter dancer’s information.

To export an Excel document of the list of dancers your studio has on file, simply click Download. To add multiple dancers at once is also available here: select Add Multiple Dancers and follow the pop-up instructions. To add a Teacher click Add Teacher and complete the teacher’s information form.

VIDEOS  

21  

 

 

The final part of your Dance Studio Magic is our new Video section. Here is where you can download the videos from competitions your dancers have attended. Under Studio Videos you can find your video by entering the Studio Video Code you obtained from the Competition Company.

If you do not remember your specific video code, you are able to Search Videos by Competition Company and Location.

To send Videos to parents, you will first select the video you want to send by Competition Company and Location. A list of Dancers will populate in All Dancers box. Select the specific dancer(s) you are looking for and click Add to move them to Selected Dancers list.

22  

 

 

Now a list of routines will populate under All Routines and you would select all the routines requested by parents and click Add to move them to the Selected Routines list.

At the bottom of the page, simply enter in Parents’ email address in Email To. Include any information or greeting in the Body text and complete the process by clicking Send

23  

 

 

Email. Parents will now receive an email containing instructions for how to download the videos they requested from you.

This concludes our guide to Dance Studio Magic!

24