Navigating the Help Center

Welcome to the Help Center!

Learn how to do tasks step-by-step, fix a problem, and get answers to your questions.

Getting Started

Who needs to read this section:

- All virtual assistants

Section description:

- Get familiar with our organization, work culture, team members and start your training by going through our onboarding materials.

About Movers and Shakers

• Introduction to MaS

• Movers and Shakers Website Directory

• Work Expectations and Culture

• Interacting with MaS team members

• How to Communicate Problems and Mistakes Effectively

Onboarding

• Tools we use

• Tracking your billable work hours

• Sending a billing invoice

• Requesting a time off

• Practicing Kaizen

Group Programs

Who needs to read this section:

- Operations Manager, Operations Support, Student Support, Sales Associate

Section description:

Know the steps, timelines of role-specific tasks to make sure group programs are running smoothly.

Preparation

• Checklist for Actions as Programs Progress

• Preparing for enrollment season (planning and updating trackers)

• Setting up the class attendance tracker application (web app)

• Taking attendance of the group class using the web app (guide for instructors)

• Onboarding a new instructor before they teach a program

• Making sure instructors complete instructor training

• Booking, getting in and locking up the studio

• Asking for review from satisfied MaS students

• Creating and managing Whatsapp groups 

Ongoing classes

• Monitoring group program registrations and payment

• Issuing receipts manually to paid students

• Helping students try class

• How to manage new leads from external listing platforms

• Prorating the price for students

• Adding attendance records to Zoho CRM

• Monitoring Student's Practice Sessions

• Delaying class due to an upcoming holiday

Finishing up

• Monitoring student's review status in Zoho CRM

• Preparing the graduating students for their next programs

• Creating and ordering graduation certificates

• Creating the post-program re-enrollment report using Zoho CRM

Private Lessons

Who needs to read this section:

- Operations Manager, Operations Support, Student Support, Sales Associate

Section description:

Know the steps, timelines of role-specific tasks to make sure private lessons are booked smoothly.

• Booking a student for a private lesson (Los Angeles)  

• Booking a student for a private lesson (Las Vegas)

• Managing our shared Google Calendar

• Updating the Instructor Payment Sheet

• Handling corporate accounts

Performance Teams

Who needs to read this section:

- Operations Manager, Operations Support, Student Support, Sales Associate

Section description:

Know the steps, timelines of role-specific tasks to make sure performance team programs are running smoothly.

• Updating performance teams page to have the "try a day free" buttons and flow

• Inviting eligible students to join performance teams (Los Angeles)

Payments

Who needs to read this section:

- Operations Manager, Operations Support, Student Support, Sales Associate

Section description:

Know the steps of role-specific tasks to make sure payments are billed, tracked, sent and filed properly.

Receiving payments

• Verifying payments from students

• Monitoring group program registrations and payment

Tracking payments to partners

• Updating Instructor Payment Sheet

• Updating our payment tracker excel sheet

Sending payments

• Issuing refunds to students

Technical Support

Who needs to read this section:

- Operations Manager, Operations Support

Section description:

Know the steps of role-specific tasks to make sure systems and processes are set up properly and are working.

Mobile Application

• Using Bubble.io to edit Movers and Shakers mobile app

• Adding Recap Videos to our Mobile App (Bubble)

Enrollment Setup

• Navigating the Admin Console in Zoho Mail

• Using MightyCall

• Setting up/troubleshooting Telnyx app in Zoho CRM

• Editing zaps in Zapier

• Updating the Website and Registration Flow

• Creating and editing forms in Jotform

• Setting Up Enrollment and Payment Flow Using Jotform

  
  

Website Setup

• Connecting a URL domain to a website

• Managing Clickfunnels (DanceChemistry)

• Weebly Introduction for SEO Optimized Pages

ClickFunnels

• ClickFunnels Intro for SEO / Blog Post

• H1 H2 Headline Structure in ClickFunnels for SEO

CRM System

Who needs to read this section:

- Operations Manager, Operations Support, Student Support, Sales Associate

Section description:

Learn how to use our CRM system. A CRM software helps us focus on our relationships with individual people — including customers, colleagues, or suppliers. It lets us store customer and prospect contact information, identify sales opportunities, record activities and issues, and manage marketing campaigns, all in one central location — and make information about every customer interaction available to anyone at your company who might need it.

Nurturing Leads

• Adding lead information in Zoho CRM

• Merging duplicate records in Zoho CRM

• Tracking Follow-ups in Zoho CRM

• Synchronizing Zoho Contacts to your phone

Handling Data - Filters and Reports

• Using Filters in Zoho CRM

• Scheduling reports in Zoho CRM

• Exporting data from Zoho CRM
  

Customization

• Adding/editing a module field in Zoho CRM

• Setting up/troubleshooting Telnyx app in Zoho CRM

Web User Experience

Who needs to read this section:

- Visibility Manager, Content Writer, Operations Manager, Operations Support

Section description:

Learn how to create and improve user-friendly SEO-optimized website that is essential for lead generation.

Wix Design Builder

• Understanding our design principles in website creation

• Building a website in Wix

• Optimizing images for web

• Uploading videos on Vimeo to embed them on a webpage

• How to Create the Accordion in Wix

• Site Updates: Important Things to Know

Wix Blog

• Embedding a Video in a Wix Blog

  
  

Webpage Management

• Creating redirects in Wix

• Showing/Hiding Pages from Google

• Updating Program Status (Lead/Follow) in Salsa/Bachata Programs

• Recycling CMS Entries to Stay Within Plan Limits

  
  

Other

• Disabling the Vimeo Video Play in Fullscreen Mode Only on Mobile Browser

• Creating a training curriculum in Wix

• Using Hotjar

• Image Optimization for Websites

Online Visibility

Who needs to read this section:

- Visibility Manager, Content Writer, Operations Manager, Operations Support

Section description:

Learn how to utilize SEO tools, manage online reviews, to establish overall presence of the Movers and Shakers brand online.

• Writing blog content with AI

• Writing SEO-friendly articles

• Adding a new blog

• Manually submitting an indexing request in Google Search Console

• Adding a New Batch of Student Interviews in Wix
  

Communication Tools

Who needs to read this section:

- Student Support, Operations Manager, Operations Support

Section description:

Learn how to use our virtual phone, utilize our software for scheduling mass messages.

• Using Dialpad

•  Sending a test email before mass email campaign in Zoho CRM

• Sending/scheduling mass campaign (mass SMS and mass email) in Zoho CRM

• Sending real-time and scheduled mass/one-on-one SMS using Telnyx in Zoho CRM

• Creating and managing Whatsapp groups 

Media and Graphics

Who needs to read this section:

- Content Writer, Social Media Manager, Operations Manager, Operations Support

Section description:

Check out our photo and video library.

• Movers & Shakers Photo and Video Library

• Uploading videos on Vimeo to embed them on a webpage

Messaging

Who needs to read this section:

- Student Support, Operations Manager, Operations Support

Section description:

Study techniques and strategies to use when communicating with leads and students.

Guidelines:

• Checking in with absent students

• Creating and Sending Custom Text Messages for Different Student Groups

• Communicating with students (guidelines + scenarios)

• How to respond to positive reviews

  
  

Templates to Send as Programs Progress

• Sending Day 0 Reminders / Pre-Class Messages

• Welcoming students in Whatsapp group 

• Encouraging students to show up in class

• Collecting Student Feedback Forms (Week 7 of group program)

• Encouraging enrolled students to finish the season strong

  
  

Merchandise

Who needs to read this section:

- Student Support, Operations Manager, Operations Support

Section description:

Learn how to assist students interested in purchasing swag or shoes from us, understand our process for researching merch suppliers to partner with, and familiarize yourself with the procedure for purchasing Movers and Shakers instructor T-shirts.

• Purchasing Discounted GFranco Shoes

• Canvassing for Purchase Orders

• Ordering Movers and Shakers Instructor T-shirts
  

Expansion

Who needs to read this section:

- Student Support, Operations Manager, Operations Support

Section description:

Learn the processes related to expansion of our academy in Los Angeles and in other cities.

• Researching for a strategic location in other areas

• Booking a student for private lesson (other academies - not Los Angeles)

• Conducting a competitor analysis

Team Efficiency

Who needs to read this section:

- All virtual assistants

Section description:

Get to know our productivity tools/practices to make work more efficient.

• Managing our Google Calendar

• Using Trello

• Making sure you are not missing a task that was given from Signal

• Utilizing ChatGPT 

• Adding SOPs to the help center

Management

Who needs to read this section:

- Manager

Privileged Access

• Using Stripe

• Processing payment to instructors/studios 

• Hiring candidates using Upwork

• Working with contractors (US): W-9 and 1099 forms

• Processing W-2 Payroll through Paychex
  

BACK TO HELP CENTER HOME