Your first week as a teacher
You have created your account and explored the Hub. Now it is time to set up your studio properly. This checklist walks you through the key tasks to complete in your first week so you are ready to teach, track, and communicate with parents.
Day 1: Complete your profile and set up terms
Section titled “Day 1: Complete your profile and set up terms”Start by making sure your studio profile is accurate and your teaching terms are defined.
- Review your profile — Go to Settings and confirm your name, bio, and contact details. This is what parents see when they receive messages and invoices from you.
- Add your instruments — Make sure all instruments you teach are listed under Settings > Instruments.
- Define your terms — Go to Terms & Holidays and create your teaching terms (for example, Term 1: January to April). Terms help you organize lessons and generate accurate invoices.
- Mark holidays — Add any holiday periods when you do not teach. Lessons are not scheduled during holidays.
Day 2: Add your students
Section titled “Day 2: Add your students”With your terms in place, bring in your students.
- Add students manually — Go to Students and select Add Student. Enter the student’s name, instrument, and lesson details.
- Import students — If you have an existing student list, use the import feature to add multiple students at once.
- Assign instruments — Make sure each student has the correct instrument assigned. This drives curriculum and repertoire features.
Day 3: Create an intake form
Section titled “Day 3: Create an intake form”Intake forms let prospective students express interest and provide their details before you add them to your studio.
- Create an intake form — Go to Intake Forms and select Create Form. Customize the fields to collect the information you need (instrument interest, experience level, availability).
- Share the form link — Copy the public link and share it on your website, social media, or directly with prospective students.
Day 4: Set up your calendar and create lessons
Section titled “Day 4: Set up your calendar and create lessons”Your calendar is the hub of your teaching schedule.
- Review your calendar — Go to Calendar to see an empty schedule ready for lessons.
- Create recurring lessons — For each student, create a recurring lesson at their regular time. Recurring lessons automatically appear each week within your active term.
- Create one-off lessons — If any students have irregular schedules, add individual lessons as needed.
Day 5: Connect Stripe and send your first invoice
Section titled “Day 5: Connect Stripe and send your first invoice”Clefora uses Stripe to handle payments securely.
- Connect Stripe — Go to Settings > Payments and select Connect with Stripe. Follow the Stripe onboarding flow to link your bank account.
- Create an invoice — Go to Invoices and select Create Invoice. Choose the student, the term or date range, and the amount.
- Send the invoice — The parent receives an email with a secure payment link. You can track payment status from the Invoices page.
Ongoing: Teach and communicate
Section titled “Ongoing: Teach and communicate”With your studio set up, these are the tasks you repeat throughout the term:
- Log lessons — After each lesson, log attendance, notes, and any pieces covered. Parents see lesson summaries in real time.
- Set practice goals — Assign practice goals to students so parents and students know what to work on between lessons.
- Message parents — Use Messages to communicate directly with parents about progress, scheduling changes, or anything else.
- Track exam readiness — If students are preparing for exams, use the Exams section to monitor their progress and readiness.
- Manage repertoire — Add pieces to student repertoire lists as they learn new material.