Objective
Prepare a Studio workspace with the records, controls, and checks needed for staff to begin operations. Save approved financial policies and class pricing before confirming the first fee-bearing enrollment.
Before you begin
- Use your own Studio Administrator account and have the approved studio details, locations, class plan, prices, and staff responsibilities ready.
- Make one saved change at a time and verify the result before moving to the next area.
Instructions
Confirm the Studio and save Organization basics
Sign in with your own Studio account and confirm the studio name and account shown in the workspace. Open Settings > General, review Organization basics including Time zone, then select Save changes when the approved values are complete. Open Settings > Policies for launch policies and save only after reviewing the impact shown on that page.
Add active locations and rooms in “Settings > Locations”
Open Settings > Locations. In Managed records, use Record type to choose Location or Room, enter Name and the fields shown, then select Add record. A Location uses its Address, Time zone, and Status; a Room uses its Location and Capacity. Confirm the saved records are active before assigning them to classes.
Invite the Studio team through “Team & access”
Open Settings > Team & access. Enter Teammate email, choose Role, set location scope and category scope only when needed, then select Send invitation. Check Pending invitations; access is not granted until the invited email is verified.
Create the first Studio family and dancer records
Open Families, search first, and select Add family only when no matching record exists. Enter Family name, Guardian name, contact details, and Dancers, then select Save family. Use Edit family and Dancer records to correct a saved record instead of creating duplicates.
Save financial policies before class pricing
Open Settings > Tuition and set the approved Tuition method, Billing day, and Proration policy. Then save the approved rules in Settings > Discounts, Settings > Registration fees, and Settings > Taxes when tax applies. Check Current active values after each save. Complete these policies before adding class pricing or reviewing the first fee-bearing enrollment. Use Understand tuition and fee policies for the detailed calculation and pricing steps.
Create classes and enter their pricing separately
Open Classes and select New class. Complete Class name, Age range, session, Capacity, Instructor, Location, Room, Term, Category, age limits, and any prerequisites, then select Save class. For each class, open Tuition & enrollment fees and use Add pricing period when your access permits it. Saving pricing creates or revises a pricing period; it does not post charges.
Place the first dancer through “Enrollment”
After approved financial policies and class pricing are saved, open Enrollment, choose the class, and use Place a dancer to find the correct dancer or family. Choose Enrollment or Waitlist, enter Effective date, review Tuition decision, Registration fee decision, and the calculated amount, then use Review enrollment or Review waitlist before confirming. Posting reviewed fees does not collect a payment.
Check payment collection readiness before offering a payment option
In Settings, use Payment policy and Payment types for the approved Studio configuration. Payment types classify how a family plans to pay; they do not collect or charge a payment. Verify the enabled status shown in the payment area before staff offer a payment option. Use Understand your Orbit subscription for the studio’s Orbit plan, invoices, and renewal; it is separate from family billing.
Prepare communications and portal readiness as Studio configuration
Open Settings > Communications and Settings > Notifications to configure approved sender, template, event, audience, and delivery rules; configuration alone does not send a message. In Settings > Website & portal, turn on Website class listings or Parent portal discovery only when approved, choose Published field controls, and select Save integration settings. Use Hosted catalog Preview to verify the Studio configuration.
Check the first day in Overview, Schedule, and Reports
Open Overview, then Schedule, and verify the first class date, instructor, location, room, and filters. Open Reports and select the appropriate standard report, such as Class capacity or Enrollment roster. Check Definition and Data freshness before using the result to plan the day.
Result: The Studio has verified organization, locations and rooms, staff access, family records, approved saved financial policies and class pricing before the first fee-bearing enrollment review and confirmation, payment readiness, communications and listing readiness, plus a first schedule and report check.
Troubleshooting
A Settings area, button, or navigation item is missing.
Confirm the Studio and your account first. Missing controls can be a permission or service boundary, not an unfinished setup task. Ask a Studio Administrator to review the required access; do not use another person’s account.
A class saves but is missing from Schedule or has the wrong room or status.
Open the class record and check its session, Instructor, Location, Room, Term, Record state, and the selected Schedule date and filters. Correct the approved field, save once, then recheck Schedule.
Payment, publication, or notification status is unclear.
Do not retry a financial action. Read the visible status, verify the relevant Studio setting and approval, and tell staff a payment option is ready only after its enabled status is confirmed. Contact Orbit if the confirmed configuration keeps showing an error.
Result
Use the detailed guides for families, team access, classes, registration requests, enrollment, billing, communications, and reports as staff begin daily work.
Support
Ask a Studio Administrator to decide policies, access, pricing, payment, publication, or notification scope. Contact Orbit for a persistent Studio settings or workflow error after the safe checks above.