Checklist for Actions as Programs Progress
- Administrator
- Jul 14, 2023
- 8 min read
Updated: Jun 17
Keywords: programs checklist, prior to day 1, programs, checklist for actions, enrollment season, week 1, week 2, week 3, week 4, week 5, week 6, week 7, week 8, week 9, week 10, graduation certificate, next season
One of the challenges we encounter when running a 10-week program is getting the students to show up weekly. From previous seasons, we see a large drop-off in attendance from Week 5 onwards.
We want to keep the student's momentum going from start to finish. After all, it is our mission to make dancing the best part of their week. This is why we follow these steps to make sure we provide a smooth experience for everyone. Every VA has a part to play in making this happen. Kindly refer to our MaS HQ space in Notion for reference on team member roles.
Before Enrollment Season
Planning the next season's program details early allows us to market more effectively and provide a smooth experience for everyone involved. Our VAs and Student Support team collaborate to prepare all necessary materials, including website content, workbooks, calendars, and forms. This ensures alignment between management, instructors and students, keeping everyone on the same page as we launch each new cycle.
The Director/Manager start planning for the next season around these dates:
Approx. Date | Note | Season |
December 10 | Around second week of December | S1 of next year's program |
February 11 | Around second week of February | S2 |
April 21 | Around third week of April | S3 |
June 23 | Around third week of June | S4 |
September 8 | Around first week of September | S4.5 (5-week program) |
ENROLLMENT SEASON FOLLOW-UP The Student Support Specialist should regularly check the Google Calendar for reminders about the next enrollment season. If any ongoing programs are nearing graduation (Week 10) and there has been no communication from Danny regarding upcoming plans for next season, the Student Support team must follow up with him to confirm if the next season’s details have been finalized.
MASTER LIST: The Student Support Specialist should add the new program codes to the Programs, Instructors, and Studios tabs in the Master List as soon as the upcoming season’s details are available. Once added, fill out the required information across the relevant tabs based on the latest program plan, ensuring that all data for the new season is complete and accurate.
Please also confirm and update the status of the instructor and studio assignment once finalized. CRITERIA FOR CLASS SIZE:
(subject to change depending on Danny)
Currently, we aim to cap all programs at 21 Movers and 22 Shakers.
STUDIO & INSTRUCTOR BOOKING: The Student Support Specialist is responsible for ensuring that studios are booked and instructors are confirmed for the upcoming programs. The Student Support Team should also generate the payment summary and send it to Danny for processing.
CAMPAIGN SETUP: Danny will initiate the enrollment campaign messaging for the upcoming season.
Contacts to be excluded include:
Blocklisted individuals
Phone and email opt-outs
Past students now located in out-of-service areas
Students already enrolled for the upcoming season
Students outside the intended academy
Note: These criteria may vary depending on Danny’s target audience for the campaign.
The Student Support Team will handle the filtering, batching and sending of the messages.
WEBSITE & LANDING PAGES UPDATES: Student support specialist and General VA will be given the new schedule for the upcoming programs. General VA to update MaS website when given a go signal. Double check if all accordion and schedule overview section are updated. IMPORTANT.
Also update the schedule of Spanish version of MaS website "/es"
Update schedule of programs in Salsa and Bachata landing pages (MaS)
Update schedules published in the following websites: - BSLA - LA School of Dance - Dance School LA
REGISTRATION FLOW & PAYMENT FORMS: General VA to update text, prices, dates, and conditions in Jotform: - program options in the enrollment form - payment form (Stripe option only) - payment form (with Stripe, Venmo, and Zelle options) - payment form (discount for bundle promo 101 programs) - upsell form (discount for another 101 program) - upsell form (for Friday practice sessions)
Do a test registration to make sure the flow is working. When new registrations come, the CRM and registration G-sheet should both be synced. Double check if integrations and conditions are affected.
EXTERNAL LISTINGS UPDATE: The Student Support Specialist is responsible for updating our external listings in Classpass and Eventbrite. Here's the SOP.
REGULAR TEST OF ZAPIER AUTOMATIONS: General VA to check Zap for SOPs as programs progress in Trello. General VA to test Zap for Jotform-Zoho CRM integration when student registers.
PRACTICE TRACKER FORM & FEEDBACK FORMS: At the start of the season, General VA to update the practice tracker and feedback form in Jotform to reflect upcoming programs. Goal is to ensure that the students see updated info when they use these forms.
Prior to Day 1 of Programs
One week before Day 1, the Student Support Specialist must check if the enrollment volume is enough to run the program. If numbers are low, promptly update the Manager and/or Danny. It’s important to communicate with leadership as soon as possible to determine the next steps for recruiting enough students to proceed with the program.
Two days before the start date, the Student Support Specialist must send the pre-class reminders to all enrolled and trial students via both email and SMS.
If there are students who enroll just hours before the program starts (last minute or same day enrollment), ensure they also receive the pre-class reminders so they are informed of all necessary logistics.
Student support specialist should ensure that Danny and the instructor for each program are added to our group in the MaS App.
Student support specialist to remind studio owner/manager and the instructors that we have upcoming class booked. Text or email and make sure they confirm.
Student support specialist to make sure instructor has the link to our instructor's area.
The Student Support Specialist must generate a Google Sheet roster for Day 1 and Day 2 of each program and send it to the instructor one day before class (excluding Danny) to assist with attendance roll.
Include a reminder for instructors to mark the names of all attendees
Share the attendance sheet link directly with the instructor
After Day 2:
Trash the temporary Google Sheet and instruct the instructor to resume using the official attendance link.
Student support specialist to set up programs in Zoho CRM and add class to attendance tracker.
General VA to generate "Post-Program Summary Report" and send to Director and Manager. Check attendance patterns, other factors why students are not re-enrolling and give actionable insights.
General VA to forward to the Director an excel report of re-enrollees whom we haven't asked review from yet.
Week 4 of Program
Student support specialist to inform the the manager if we don't have an upcoming salsa and bachata 101 program schedule in the website. The manager to plan new schedule, and student support specialist to confirm availability of studios and instructors.
Student support specialist to update Master List and Studio Rental Payment Tracker Sheet so we don't get confused about which studio is booked for what program. Should be checked by the manager.
Week 5 of Program
Student support specialist to check if students filled out the feedback form from last week. Send Manager a list of students who haven't submitted their feedback yet. Student support specialist to remind again about submitting the feedback form as requested by Manager.
Student support specialist to compile the names of people in that class who hasn’t written any reviews yet and create a list.
Student support specialist to remove from the review prospect list people who didn't give positive feedback.
In group chats, student support specialist to encourage students to attend the second half of the program and finish strong and not “drop off”. Message: Week 5 tonight. Wooot! We're almost halfway through the program Let’s make this a great season 💪
Student support specialist to remind management to create tentative schedule for this group's next program. (Director or Manager may ask student support specialist to get student's preferred schedule for next season.) Once done plotting next season's schedule, student support specialist to confirm availability of studios and instructors.
Week 6 of Program
Student support specialist to send SMS to students who gave positive feedback but haven't written any reviews yet. Schedule the text campaign to these review prospects, with approval from management.
As soon as schedule for next programs opens, student support specialist to post in Whatsapp groups.
Student support specialist to remind the instructors to start priming for next programs.
Week 7 of Program
Student support specialist to encourage students to attend the final 3 weeks and finish strong and not “drop off” like happens in many programs. Message: Time flies so fast - we're down to our last 4 classes?! 😱 Everyone please show up! Class is more fun when we're complete!
Student support specialist to remind instructors to continue priming for next programs.
Student support specialist to create and order graduation certificates for the graduating students in all programs this season.
Week 8 of Program
On the day after Week 8 of a program, student support specialist to send this email:
Subject: Good? Bad?
Content: Hey {FIRSTNAME} how can we be better for you?
"Earth's best salsa and bachata dance education experience" is Movers and Shakers' mission.
If you'll kindly share your anonymous thoughts here, we can continue to work on enhancing the experience for you! 👉 https://form.jotform.com/222584562578972
Your feedback is a gift. Thank you so much!
- Movers and Shakers Team
Week 9 of Program
In group chat, student support specialist to encourage students to attend graduation next week and finish strong. Message: SCENARIO A - Night before their Week 9 class (if Director/Manager already scheduled the 102 on the same timeslot next season): Week 9 tomorrow! We will start {Salsa 102} immediately after {Salsa 101} and in this same time slot to make it as easy as possible for you to continue. Salsa 102 is built for you and a direct progression of 101. We’ll need most of the class to graduate into 102 to make it happen. Let's finish strong! ***send text after posting msg above*** By the way, registration for new programs is open! Link here: https://www.moversandshakersdance.com/ Hope to see as many of you as possible! ------ SCENARIO B - Night before their Week 9 class (if Director/Manager has not yet scheduled the 102 for next season): Everyone be sure to show up tomorrow. Two remaining classes this season! 😎 Let's finish strong!
Student support specialist to mention that registration for next programs is open and paste link in group chats.
Week 10 of Program
Instructors to distribute graduation certificates to finishing students. Student support specialist to remind instructor to take group photo of the class together with their certificates. Student support specialist to message on group chats about Week 10. Message (Send 2 days prior to week 10): "Next class is MaS graduation, certificates, and $200 giveaway drawing towards any MaS group program.
Must be present to win.
Enjoy!"
IMPORTANT: the line breaks in the SMS must be pasted exactly as written above. There is strategy in every detail of this message, including layout. (This is true for any SMS/Email given actually).
Message (Send on MaS app group chat the morning of week 10):
"GRADUATION TONIGHT ! 🎓
We’ve got certificates for you. Everyone see you tonight 🥳"
Student support specialist to congratulate students in MaS app group and remind to register for next programs and mention that this group will live on and they’re ALWAYS welcome at MaS events, parties etc., and that registration for next programs is open. Mention that we encourage them to continue right away now while the material is fresh in their bodies. Message (Morning after week 10 of program or when we get the graduation photos from instructors): "Sharing these amazing graduation photos! 😍 Huge congrats on completing the beginner salsa program! You’ve all made incredible progress over the past few weeks—woohoo! 💚✨
This group chat will remain open for coordinating social activities and of course, you're ALWAYS welcome at MaS events and parties! Would love to keep hanging out with you all!
If you haven’t yet, be sure to check out the full details of our upcoming and ongoing programs on the website. We highly encourage everyone to continue right away while the material is still fresh in your bodies! 💃🕺"
Updated: June 17 2025
By: SS Abigail :)
