In this blog, we’ll explore how to personalize, automate and send email/SMS start of the session reminders for dance studios.
We’ll cover:
You’ll want to create a template that is customizable based on class type and student information using MailMerge.
Templates should include essential details such as student name, activity name, start and end dates, and start times.
Hello {First Name},
Your winter dance session is starting very soon and we can’t wait to see your child in our classes!
Here is all the information for your class:
Name: {Participant first name}
Activity: {Activity}
Start Date: {Start Date}
End Date: {End Date}
Start Time: {End time}
📌 Pro Tip: Include as many details about the class as possible. We’ve found that many people don’t read the confirmation email when they sign up or simply can’t find it. By including all the necessary information, we make sure everyone is prepared for the first class and also limit the amount of support our admin team has to do in the days before a class starts.
Outreach personalization is a way to show your clients that you value their time and are willing to go the extra mile to make sure they have an exceptional experience at your studio.
Mailmerge is a powerful feature in Activity Messenger that allows you to insert specific information from your registration forms into each email or SMS.
This means that each recipient receives a message that is tailored to them or their child, including their name, the class they’re enrolled in, start date and time, level, and other relevant details.
Best of all, it only takes a few seconds to set up and your customers will feel like you wrote the email or SMS just for them!
Some parents may prefer the detailed format of an email, while others may appreciate the brevity of a text message.
Offering both options increases the likelihood that your message will be read and acted upon.
Activity Messenger’s flexibility to send session start reminders via both email and/or SMS allows you to maximize the reach and effectiveness of your communication strategy.
📌 Pro Tip: One of the best tricks we found was to send a reminder email to everyone 5-7 days before the session starts. Then we send an SMS 48 hours before the start, but only to those who did not read the email. This ensures that you are not texting everyone, but at the same time you are making sure that you are connecting with the busy parents who missed the email. This has saved us a lot of aggravation and happy clients over the years!
Automation is key, especially in the hectic time leading up to a new session.
With Activity Messenger, you can set up your system to automatically send reminders a set number of days before the session begins.
This ensures that no student or parent misses important information due to human error.
It also frees up your time and energy to focus on other important aspects of running your studio, such as finalizing class preparations and making sure your instructors are ready for the new session.
📌 Pro Tip: After adding the session start reminders, we found that not only were fewer parents contacting us with questions in the days before a session started, but when they did contact us, they were more specific in their questions and provided more context because of the email reminder. This dramatically reduced the amount of support needed at the start of the session and has made every session debut smoother since.
Task automation can be the key to simplifying the madness of session starts in your dance studio. And Activity Messenger can help.
But running an effective dance studio is much more than that.
Here are a few more ways Activity Messenger can help your studio.
Dance Studio Software
Create a dance registration form
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Email Marketing for Studios
Tututix Alternative
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Dance Instructor Job Application
End-of-session reminder for studio owners
Issue bulk certificates for dance
Attendance tracking for dance studio
Satisfaction surveys for dance studios
How to market your Dance Studio
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AI Marketing Techniques for Dance Studios
