Setting up, running the month, and what is in the app.
Classes → New class. Set the days it meets, the capacity and the monthly tuition. Capacity is what turns extra sign-ups into a waitlist instead of an overfull room.
Coming from Jackrabbit, DanceStudio-Pro or Acuity? Integrations → Import from another system reads their exports — families, students, classes and who is in what — shows you what it found, and writes it only when you say so. Otherwise add families from the Families page, or send the registration link and let parents create their own profile. All three end up in the same place.
Connect Stripe under Your plan, then invite families to the portal so they can add a card. Every family on auto-pay is one you never chase.
Tuition → Run monthly tuition posts one invoice per family from their active enrollments, sibling discount included. Then charge every card on file in one click.
Open the kiosk on a tablet and let students scan their badge, or tap names on the roster. Both write to the same sheet.
No. One family account holds every student, and tuition bills to the family — which is what makes sibling discounts and a single monthly charge possible.
New sign-ups become waitlist entries. Drop somebody and the first person on the waitlist takes the seat automatically — you will see them move onto the roster.
No. An instructor only sees the classes they are assigned to teach and the students enrolled in them — with medical notes and emergency contacts, so they can run the room safely. Balances, invoices, tuition settings, reports and studio settings are limited to owners and admins.
Straight from the family's card into your own Stripe account, on Stripe's normal payout schedule. Prodigy Suite never holds your money and never sees a card number.
The invoice stays open and the family shows up in Tuition → Unpaid. Ask them to update their card in the portal, then charge again — you do not have to re-post the invoice.
Yes. Record a payment on the family or the invoice and pick the method. The balance updates the same way.
$4.99 a month plus 2¢ per text, counted both ways — a reply from a parent costs the same as a message you send. It is billed on your usual Prodigy Suite invoice, and your running total for the month is on Studio settings → Texting before the bill arrives.
A "text" is a 160-character segment, which is what the phone networks actually charge for. A longer message counts as more than one. So does a short one containing an emoji or a curly apostrophe — those force a different alphabet and drop the limit from 160 characters to 70. The composer tells you how many texts you are about to send before you send it.
They are opted out immediately and you cannot text them again unless they reply START. The conversation stays in your inbox marked Cancelled, with the message box replaced by an explanation, so you can see why it went quiet.
This is not a setting and cannot be switched off. Anti-spam law in Canada (CASL) and the US (TCPA) both require it, and the phone carriers enforce it before we ever see the message.
Texting is switched on per studio and we set it up for you. Ask for it on the SMS page and we will buy a number local to your families and register it with the phone carriers. Carrier approval is the slow part — it can take a couple of weeks, and it is not something we can hurry. We will email you the day it goes live.
Integrations → Import from another system. Pick where you are coming from and the page tells you exactly which report to export. Drop the files — all of them at once — and each column is recognised by name, with a picker to correct any guess. You then see how many families, students, classes and enrollments will be created, plus anything to check, before a single record is written. Families and classes you already have are matched, not duplicated, balances owing become an opening statement line, and the whole import can be undone from the same page as long as nothing has been billed or paid since.
Excel files need to be saved as CSV first. Acuity and DanceStudio-Pro do not export tuition or, in Studio Pro's case, days and times, so finish those classes on the Classes page afterwards.
Reports → Roster exports. Families, students, enrollments, payments and an emergency contact sheet all download as CSV. There is no export fee and no lock-in.
Marking a child absent grants them a make-up token, under the policy you set in Studio settings → Policies. When they turn up to a different class, open Attendance for that class and they appear under “Making up a missed class” — add them to the register and the token is spent. You can also record a session on a day the class does not normally meet.
Yes. Studio settings → Studio → Your public page gives you one link listing every class you have marked “Show publicly”, grouped by session, with ages, times, room and tuition. A full class shows as full with a waiting-list button instead of a register button. Families can enrol straight from it without creating a login first — they set a password afterwards using the same email address. Put the link on your website, your Instagram bio, or a flyer.
Open the family, go to Billing, find the payment and press Refund. A card payment goes back through Stripe to the same card; cash and cheques are recorded so the balance is right and you hand the money over yourself. If you would rather leave the money with them, use “Credit the account” instead — the credit sits on the account until you apply it to a statement.
No. Private lessons and anything bought at the front desk go onto the family's account and appear on the next statement — one balance, one charge, one card.
Studio settings → Locations. Adding one is optional, and most studios never need to: with a single site nothing in the app ever asks you which building you mean. Add a second and a location filter appears on your class list, your registers, your reports, your family list and the page parents enrol from; each class gets a location on its form, and each staff member gets a “Based at” site — a label for your own planning, not a permission, because an instructor who covers both branches is normal. Classes you have not filed at a site yet are never hidden: they keep showing up under every filter and on every kiosk until you set one, so nothing vanishes on the day you add your second address. Starter is priced for a single address; adding a second is on the plans above it, and Your plan shows what yours includes. If you close a branch, mark it closed rather than deleting it — the term of registers and revenue behind it stays readable.
Yes, and it should. Pick the site next to Open kiosk on the Attendance page and the tablet only ever sees that building's classes — the link it opens carries the site on the end of the address, as checkin.html?location=…. You can type that yourself too: the site's short name works as well as the generated id, so ?location=Riverside is what to save as a home-screen shortcut on the Riverside tablet. A name that matches nothing stops with an error rather than quietly falling back to every site — a kiosk that looks set up and is not would take the wrong register all term, and a child marked present in a room they are nowhere near is not a cosmetic mistake.
No, on purpose. One family can have a child at each address and gets one bill for both, so there is no honest way to say which branch a payment belongs to. Pick a location in Reports and everything that hangs off a class narrows with it — classes, students, families, fill rate, monthly value and the register — while what you billed and what you collected stay whole-studio, and the page says so beside the number instead of showing you a smaller, wrong one. The By location table is as close to per-branch revenue as the data honestly goes: enrolments and their monthly value, per site. Stock is shared the same way — one number for the studio, not a shelf per branch — so an online order tells the family which desk to collect from and nothing more.
| Feature | What it does | Where |
|---|---|---|
| Two-way texting Add-on | Your own local number: text a family, they text back, and the whole conversation sits in one inbox — with payment links they can tap. $4.99 a month plus 2¢ a text either way, and only if you switch it on | Open |
| Skills & levels | Belt and grade ladders with a checklist under each level; parents see the level and the date, not your assessment notes | Open |
| Private lessons | Bookable windows per instructor, a week diary, and the fee charged once the lesson has actually happened | Open |
| Store, till & online shop | Products with stock levels, a till that takes cash or a card at the desk, the same shelf in the parent portal to order from and collect, and reorder warnings | Open |
| Leads, trials & follow-up | A public trial-booking page, a pipeline, and follow-up emails that stop the moment somebody enrols | Open |
| Make-up classes | An absence grants a token under your policy; spend it by adding the child to another class's register | Open |
| Credits & refunds | Credit an account, apply it to a statement, or send a card payment back through Stripe | Open |
| Two-factor authentication | A code from an authenticator app on owner and admin logins, and a studio-wide switch to require it | Open |
| Import from another system | Drop the exports from Jackrabbit, DanceStudio-Pro, Acuity or any CSV: columns are recognised by name, families, students, classes and enrollments are matched against what you already have, balances carry over, and the whole import can be undone | Open |
| Multiple locations | File classes and staff at the address they run at, filter every list by site, and point each lobby's kiosk at its own building — optional, and invisible until you have a second one | Open |
Email support@prodigysuite.co with your studio name and what you were doing. Replies within one business day, faster on Growth and Unlimited.