1. Create Classes in StudioSync Calendar – Ensure all trial classes are scheduled with correct times, locations, and instructors.

2. Update Email Templates – Prepare and update email templates for:

• Trial Class Confirmation

• Reminder Emails

• Follow-Up Emails (Post-Trial Encouragement to Register)

3. Monitor Registrations – Track sign-ups and ensure trial classes do not exceed capacity.

4. Prepare Trial Class Checklist – Ensure all necessary materials (e.g., sign-in sheets, waivers, welcome handouts) are ready.

Follow Up with Participants – Move dancer to the correct opportunity to trigger the appropriate automation

1. Take the enquiry and book the class

• As soon as you receive an email or phone enquiry, you want to thank the parent and student and give them details on how they can book into a trial class (or something similar). This is also a good opportunity to build some credibility - basically explain WHY your dance studio is the place for them. IMPORTANT: This conversation needs to be about what the potential student wants, not about how amazing your studio is (LISTENING IS IMPORTANT)

2. Email class Info

• As soon as you or your office staff books the new student into the class, be sure you send a confirmation email to the parent or student with everything they need to know along with some of your commonly asked questions so they know exactly what to expect when they arrive (no surprises!). Plus, advise them to arrive 15 minutes early so you can explain more about the studio and answer any of their questions (this is where you will do the pre-class consults - more on that in Step 4). Finally, add their contact details to your potential student database (for future marketing campaigns)

3. 24 hour SMS "See you Soon"

• 24 hours before their trial class, you should send an SMS with the class details, address, and phone number and have them text you back Y to confirm or call you to reschedule. This is a hugely important part of the enrollment process. If they are not going to attend you will certainly want to know and, more importantly, you will want to reschedule them for the next available class.

4. Pre Class Consult

• This is my “secret sauce” step. You or your office person will be expecting the family for their class, so make sure you already know their name and greet them warmly when they come into the studio. You then want to have what I like to call the “pre-class consult.” This is a 15 minute conversation with the family where you can assess their needs and provide them more information about why your studio is a great fit for them.

5. Introduction to the teacher and class buddy

• Walk the student into class and introduce them to the teacher and have the teacher introduce them to a buddy for the class. Your teacher should have 3-5 buddies that they call upon regularly to look after students trialing your studio. This automatically calms the student down and eliminates having them feeling like an outsider. When selecting your buddies, you want to ensure it’s the happy, passionate and fun student (not the super competitive “I need to be front and center” student).

6. Homework - Stick Strategy

• In the last 5 minutes of class, have the teacher leave the students with something to work on for next week. It may be to practice a combination they learned in groups that they will present at the start of class next week or maybe it’s learning a song for next week’s musical theatre class

7. After Class Follow Up 

• This is where I see too many studio owners drop the ball and let the student and parent leave without asking for the enrollment. Have a conversation about how things went in class and ask them to enroll. Ideally, they have tried a few classes that day and you can simply ask “So, what shall we get you enrolled in… both the jazz and tap classes?” Don’t be afraid to ask for the sale.

8. 24 hour call

• At the end of their time at your studio, you would have let them know that you or your office staff will be in touch over the next day to answer any of their questions. You give them a call between 24-48 hours (no more than 48) and check in to see where they are at. At this point, you may want to offer an incentive like 50% off the enrollment fee or something similar. The idea is that you encourage them to put all their cards on the table so you can answer any objections and know where they stand. Important: Make sure your offer has an expiry date

9. 4 day later email 

• Send an email after 4 days simply stating your offer to them again, remind them that it’s expiring and that you would love to see them join your dance studio family. Make this personal and speak directly to them. You could also record a quick personal video to send to them - this has been effective for many of our Studio Success Formula program members.

10. 7 days later phone call

• This is your last shot for now. Call the parent or student and check in with them. Let them know that you appreciate that life is busy but you just wanted to see if they had made a decision about enrolling in your studio. If their answer is not now (never treat a “no” as never), then add them to your “trialled but not enrolled” database so you can continue to keep in touch and stay top of mind.

11. Keep in Touch

• Be sure to send them an email within the next 30 days. It could be a newsletter, birthday email, class offer or something similar, but remember that them saying “no” doesn’t mean it’s no forever. Besides, keeping top of mind means the studio may even receive referrals from them.

In addition to the enrolment process, once you have converted your trial student to an enrolled student a great touch that will add to those special ‘moments’ we talked about earlier is to give them some type of welcome pack that might include:

• A branded folder

• Your studio handbook

• One-page information sheet

• A list of your studio values / vision

• Promotional magnet / pen / keychain

• Merchandise

Even if it’s just a bunch of paperwork, you need to make it feel a little bit special - make them feel like they are starting to become part of the family. You also want them to fill out your enrolment form, your waivers and liability paperwork.

For more details please refer to the PDF documents and templates HERE