- You can enter just “A” in First name and it’ll find every student whose first name starts with A.
- You can enter just “S” in Last name and it’ll find every student whose last name starts with S.
- You can enter “A” in first name and “S” in last name and MasterVision will find all students who meet both of those criteria.
Attendance
Before you can start entering attendance, you have to enter your students and setup your class schedule. With that done, you can start taking attendance. On the toolbar, click the button “A” button to take class attendance. The toolbar looks like this:
Clicking the A button opens the Attendance form:
Entering Students
- PIN: Is an ID number that MasterVision assigns automatically. I’d recommend you leave it alone.
- Status: The Student form is used both for Students and Prospects. Since we are entering students, set the status to “A” for active student.
- Assoc: Is for any association ID, if you have one. If you don’t, leave it blank.
- Picture: That big X box is where a picture of a student would be shown. Let’s deal with pictures in a later email so don’t worry about it.
- First, Last: I think you know what to do there
- Salutation: The name that appears on a letter after the Dear —, part. If they have a nickname or something they prefer, you can enter that here.
- Address: The full name you’d put on an envelope. MasterVision defaults in what you typed for first & last. You can get fancy and put a Mr. or Ms. on that if you want, or just leave it.
- Address, City, State, Phone, Email, Birthday: If you have this information, great, go ahead and enter it. If not, leave it for now.
- Last Contact, Callback, Bookmark: Ignore all of these for now.
- Exam section, Next Exam: We want to enter a date here. Take your best guess at what the date would be for this student’s next exam.
- Rank: Enter the student’s current rank
- Stripes: If you do stripes, enter them here. You’ll have to right-click it to set up the stripes you use.
Class Schedule
- Maybe you have adult & child classes that you want to track separately? Setup a type of Adult and one of Child.
- Maybe you have a Regular class and a Weapons class you want to track?
- Perhaps you have multiple styles of martial arts and want to track them separately?
- Maybe you just don’t care about that at all. That’s fine, leave it blank. You can always change it later if you want.
Next: Enter Students
Ranks
You’ll need to tell MasterVision about the rank structure you use in your school. You access the Rank form from the menu in MasterVision at File > Open > System Setup > Ranks (or double-click the Setup Ranks in the Getting Started form). It looks like this:
Name: Is just the name you want to give your rank.
Order: Is the numerical order this rank should be put in. So if White belt is your first rank, you put in a 1. If Yellow is your second rank, put in a 2. Simple enough. If you have multiple belt systems, just separate them numerically – for example: If you have kids’ belt and adult belts, the kids’ belts might be order 1-8 while the adult belts are order 10-22.
- Passes: If the student passes the current exam for this rank, when is their test for the next rank?
- Fails: If the student fails the current exam, when would they retest for this rank?
- No Show: If the student is a no show for the current exam, when would they retest for this rank? This might be the same as fails which is fine.
Cities
Phone Types
Growing Your Dojo -#2 Sales
Step #2 – Sales. Learning how to turn those leads into students, consistently. Often a skipped step, which leads to school owners wasting a lot of marketing dollars.
While MasterVision can’t make the sale for you, it can certainly help you be more successful at it. This previous post showed you how to use MasterVision to track your introductory lessons. That’s the important first step for you – actually track what is happening to your prospects – are they being called? is an intro appointment being scheduled? did the prospect show up? was a second intro appointment scheduled?
Once you’re doing that, MasterVision can measure your progress, and, as the old adage goes “what gets measured, gets done”. You can then use these MasterVision reports to see how you are doing. Run the Activity, Infocall History: By Inquiry Date report to see the prospects you got over a date range, whether they were called, had intro appointments, or eventually enrolled. Use this to make sure you’re following up with your prospects.
To help improve your sales, communication with the prospect is key. MasterVision quickly and easily lets you communicate with a prospect by email, text, or by creating mailing labels. Consider doing any of the following to let the prospect know you are excited to have them join your school:
- Send a email/text/postcard thanking them for showing interest in your school
- Send an email with a “Welcome to our School” PDF that highlights your school
- Send an email answering frequently asked questions about their upcoming intro appointment
- Send a text reminding them of their intro appointment and that you look forward to seeing them
- Send a email/text thanking them for attending the intro
- If they don’t enroll, send further communication to try and get them back for a second into
So to recap how you can improve sales:
- Use MasterVision to track what you’re doing so that you stay on top of things
- Use MasterVision to communicate with the client, put your marketing materials in their hand, and to build their excitement and interest
- You teach a great introductory lesson when they come in
Do those things, your sales rate will increase, and you’ll have a more successful school.
Growing Your Dojo – #1, Grab Bag
Step #1 – Lead generation. Minimum 30 leads a month, generated from multiple sources, so if one source dries up (think “internet marketing changes every five minutes” here) you still have a dozen other lead sources bringing you new prospective students.
- MasterVision categorizes your leads as Prospects (Status code = “P”) and Open Prospects (Status Code = “O”). A Prospect is a lead that you’re actively trying to turn into a student. An Open Prospect is one that you have maybe given up on. MasterVision will automatically change a “P” lead to an “O” after 6 months. You can change that time in the Tools > Options.
- The Infocall History report will show you how many leads you entered into MasterVision, whether they had a callback, did they make an intro appointment, did they attend that appointment, and did they enroll. Use this report to make sure you’re following up with all the leads you paid to get.
- The Source report will show you, for each of your sources, the cost to get a lead and the cost per enrollment. Use this report too see what marketing sources are working the best for you.
- Use the Appointment Book to track what intros you have for a day and what callbacks you need to make.
- From the Student form you can email or text a prospect. Use this to quickly and easily stay in touch with your leads: Remind them of their upcoming intro appointment, send them instructions on what to expect/wear for an intro, or an introductory brochure for your school.
- The Message function let’s you create standard email or text messages to send to a lead. Don’t type it out every time!
- The Selector will let you create mailing labels for Prospects and/or Open Prospects. Send postcards to your prospects about upcoming school events or special offers for enrolling.
Growing Your Dojo – #1, Intro Lessons
(This is a series of blog posts following along with Mike Massie’s Growing Your Dojo series of emails and how MasterVision can help with each of the steps. You can sign-up for Mike’s daily email list here.)
Last time we looked at #1 – Sources and how MasterVision can track the performance of your various marketing. Today let’s talk about intro lessons (or maybe you call them intro appointments) and how it applies to Michael’s #1 – Lead Generation:
Step #1 – Lead generation. Minimum 30 leads a month, generated from multiple sources, so if one source dries up (think “internet marketing changes every five minutes” here) you still have a dozen other lead sources bringing you new prospective students.
Now that you have those leads, you want to turn them into students. You’ll probably do that with an intro lesson and MasterVision is going to help you schedule those, follow-up with them, and alert you to missed intros.
First off, you schedule an intro lesson on the Student screen in MasterVision on the Classes tab. It looks like this:
You click the “I” button to create a new intro appointment for this student. This gives you the intro screen:
You schedule the appointment on the left-side: The person this going to teach the intro, the person that scheduled the appointment, the time&date of the lesson, and then any notes with the intro (that’s darn handy, huh?). On the right-side, it shows you any other intro appointments you have scheduled, the age of the person coming in, and the time they are coming in. You can use that to group your intros together.
After the intro is done, you’ll want to record the result of the intro. You can go back to the prospect screen, click on the intro appointment, and see that same intro screen above. You go to the Result tab and record whether or not the intro showed up and the employee who taught it. If the lead was a no show, you can also schedule a phone call to try to get them in a second time.
All of this information ties together with the appointment book. The appointment book shows you all of the intros you have scheduled for a day as well as showing you any missed intro leads that you need to call back.
So there you have it. MasterVision helps you schedule your intro appointments, keeps track of those appointments, and helps you schedule follow-up for leads that attended or didn’t attend. Easy & straight forward.
If your school is going to be successful, you’ll need to be generating leads. Don’t let the leads fall through the cracks.