Record-keeping & organization

[a-sharp]

Would any of you care to share your record keeping/organization tips/tricks for managing all the issues with students, prospective students, how you organize financial records for each student?

I am finding (no surprise) that as my studio is growing, my current methods are not working so efficiently for me (i.e., not sure that my "post-it reminder system" is so very well thought out). I do have a studio policy - I do have an enrollment form, so I have a basic record of who I currently have in the studio - all their contact info, when they started etc. However, I purchase books for my students, billing them with the following month's tution; there are deductions for changes in schedule (if a family goes on vacation or whatever), sometimes someone enrolls the last week of the month and pays for that month as well as the following... etc. I'm just looking for a simple method to keep track of who has paid what for what and when, what books I need to re-order etc (I like to keep a few basic things in my library).

I know my previous teacher (a long long long time ago) used to use index cards & a card for some information - but I don't really know what she recorded on that.

Also - do you keep track of what books you've given to each student as well?

And what about if you lend books out of your "library"?

Or - do you manage fine just keeping this all in your head?

I've got 5 students right now - but will have 10 in the next couple weeks (just signed up), and am aiming for 20-25, and I'm already starting to a little mentally overwhelmed, LOL.

TIA... Alysia

[Bob]

For lending things out, one list for who's signed out what and when.  That way when you wonder where something is or if you just want to know, check that one list.

For tracking lessons, I've seen people use a spreadsheet or check marks on their calendar.

[dan101]

I've always had success with a calender (preferably one or two pages covering the span of a week). If the student pays in advance, write the payments in right away. The main thing is to update things immediately. If you fall behind and are not sure of a payment amount, be prepared to give the customer the benefit of the doubt, should a small disagreement arise. Good luck.

[Bob]

Record the number on the checks too.  That will help if there's a disagreement.

[a-sharp]

Good ideas ... especially recording things right away. I forget everything I don't write down!

I keep my currently scheduled lessons in my little planner... I've been putting a check next to their name when they show up, and an 'x' if they missed for some reason - with not enough notice to reschedule ~

I ultimately found I also have to keep a binder for all the other records. My first page has ended up being a sort of spreadsheet with a list of my student's names and months across the top so I can keep track of who has paid for which month - I've not been writing check #'s though - I probably should do that.

Also in my binder is all of their signed Enrollment forms - so I have all their contact info in one place... and as low-tech as it is, if I give them any books or music I write it down on a post-it & stick it on their enrollment form so I know to include that in their tuition for the following month.

I have a separate sheet of paper just to keep track of what I need to order later....

This is such boring stuff - but hopefully it's helpful to someone.

Thanks for the comments/suggestions!

[Bob]

The spreadsheet makes sense.  I've done that. 


Maybe make a copy of their checks before you cash them.  I'm not sure that's exactly legal, but if you have the exact information on the check it can come in helpful.

[keyofc]

I copy al their checks - but to really help me remember I use a big calendar - one that is handy when they are going out the door - informing me suddenly of their upcoming vacation.

Although I do use a spreadsheet too - by the time I get to the computer - if I have not written it on my calendar I am as sure as I was when they told me what they told me.

I take my calendar to my laptop and write who was off when.

It is a huge help!