As a dance studio owner, you know it takes a precarious balancing of logistical considerations, software solutions, and communication templates to keep your studio running. In this guide, we’re going to review one of the most important elements of your dance studio management: your dance studio forms.
It’s critical for you to fully understand the different types of forms your studio will need to use, as well as the best strategies for creating and distributing these documents. This ensures you’re using each form correctly to collect the information you need. So, to ensure that you know how to effectively create and leverage your dance studio forms, we’ll highlight some important forms to know about and offer a few free templates along the way.
What is a Dance Studio Form?
A dance studio form is any document that dance studio owners use to gather information from their current students, prospective students, students’ caregivers, and staff members. This includes dance class registration forms, employee agreement forms, and late tuition notice forms—just to name a few examples.
Dance studio forms allow you to get to know these individuals, learning information like their names, contact information, interests, medical needs, goals, t-shirt sizes, and more. This allows you to easily get in touch with your dance community members and ensure you’re accommodating their needs.
Types of Dance Studio Forms
You’ll use different forms at your studio to fulfill different purposes, so it’s important to understand what goes into creating each form. We’ll start this breakdown with arguably the most important forms for your business: dance studio registration forms.
Dance Registration Forms
A dance studio registration form is what your students (or their caregivers) will fill out when signing up for your classes for the first time. It lets you get to know your new students and have a record on file in case you ever need to get in touch with their caregivers or reference pertinent information.
Dance Registration Form Best Practices
Your dance class registration form is probably the form you send out most often, so we’re going to take a closer look at how you can make it as effective as possible.
Your dance studio registration form should:
- Ask for students’ preferred names and pronouns. This allows you to address each student correctly.
- Ensure caregivers can view and agree to studio policies. These policies may include your class code of conduct, safety policy, or late payment policy.
- Ask for students’ relevant personal information. This includes everything from crucial medical information to their t-shirt size.
- Leave space for caregivers to add additional pertinent information. This includes anything they want you to know about their child’s unique needs, goals, or interests.
Luckily, you don’t have to create this form from scratch—DanceStudio-Pro offers a free template for you to download and customize to your business’s needs!
Teacher/Employee Agreement Forms
An employee agreement form is a formal, binding document that defines the terms of employment for a new staff member or teacher at your dance studio. It helps ensure there are no surprises or misunderstandings and that all parties are on the same page.
Teacher/Employee Agreement Form Best Practices
An employee agreement form is a legally binding document, so every detail included in the document must be correct, from the agreed-upon start date to the salary amount. Your best bet for guaranteeing the accuracy of this form is to have it reviewed by a lawyer. But you can get a head start on building this form by following these steps:
- Include space to write the date and the new employee’s full name. This allows you to denote the exact date the agreement went into effect.
- Clearly describe the employee’s duties and responsibilities. Define the employee’s job title and its associated responsibilities, whether that’s teaching classes, training students in private classes, or leading your dance summer camp.
- Include compensation and benefit details. This might include the employment period, salary, probationary period, or benefits.
- Note any provisional clauses. This may include a confidentiality clause, a non-compete agreement, and a termination clause explaining the grounds for which an employee may be fired.
Get a running start on crafting your employee agreement form by downloading your free template from DanceStudio-Pro!
Late Dance Tuition Notice
To stay in business, your dance studio relies on customers paying tuition fees on time. When clients are late with their payments, it can create an awkward situation where you must remind them of their commitment. A late dance tuition notice can help make things a little less uncomfortable by allowing you to send a formal, impersonal form that’s the same for everyone.
Late Dance Tuition Notice Best Practices
To streamline the process and ensure your studio receives the payments it needs, incorporate these late tuition notice best practices:
- Remind recipients of your tuition policy. Use your form as an opportunity to remind recipients of your tuition payment policy (including the amount and date of the payment) and describe how the individual has violated the policy.
- Notify recipients of the late dance tuition fee or penalty. Let recipients know if the form is a first warning or a notification that they’ll have to pay your late tuition fee or face a penalty, such as not being able to attend classes until the payment is fulfilled.
- Use your dance studio software to send automated tuition reminders and late payment notices. To help reduce the chances of having to send late payment notices in the first place, invest in dance studio software that allows you to set up automated reminders.
Quickly build your late dance tuition notice form by starting with a free template crafted by DanceStudio-Pro!
How to Create Your Dance Studio Forms
Once you understand the purpose and content of each type of dance studio form, it’s time to get down to the nitty-gritty of actually creating the form itself.
You have a couple of options for creating your studio’s forms:
- Create your forms from scratch. If you need fully customized forms to fit your studio’s highly specialized needs, feel free to create your studio forms completely from scratch. You can use a platform such as Google Forms to create these forms and automatically upload responses to a Google Sheet. However, many dance studio owners keep busy schedules and often don’t have the free time (or graphic design skills) to create new forms themselves.
- Download a free template! You may be so busy scheduling your classes, teaching students, and managing your employees that you don’t have time to sit down and build your forms from scratch. The good news is that you don’t have to! Download DanceStudio-Pro’s free dance studio forms to streamline the process. We offer forms for new student registrations, employee agreements, and more.
DanceStudio-Pro doesn’t just offer expertly-designed forms that are ready for your business to use. We offer robust dance studio software that makes running your business easier. Conveniently manage everything from online registrations and student and teacher management to tuition collection and communications using our robust software.
Sign up for a free trial of DanceStudio-Pro to explore how our platform can transform your business!