How to use My Music Staff
REMINDERS: My Music Staff will send automated text and email reminders the day before each lesson, and your invoice at least 7 days before it is due. Please don’t reply to the automated text reminders as I won’t see it - email me or text my personal number (listed in the Contact Info tab) instead.
BILLING: In the “Account & Invoices” tab view your balance breakdown under “Account” or invoice under “Invoice”. In the account tab remember that your invoice covers all lessons for the month, so set the date at the top appropriately.
SCHEDULING: Cancel and reschedule (with 48+ hours notice, per the studio policies) by clicking on the lesson in the calendar tab. Book lessons outside of your regular time through the Find & Book section of the calendar. So the time can be offered to others, kindly update your calendar as soon as you’re aware of a conflict. If you’d rather trade lesson times with another student, use the swap list posted in News.
MAKE UP CREDITS: If you know you cannot attend but would like to book an alternate time later, click cancel and write “reschedule” in the note to get a make up credit (if you don’t indicate an intention to reschedule, I’ll assume you are cancelling). View how many make up credits you have in the Home or Contact Info tab. Check the calendar or Attendance tab to see when a make up credit was issued.
LATE RESCHEDULES: While there is a 48 hour notice period for rescheduling, each student can reschedule within 48 hours twice a year to account for illnesses or emergencies. For a late reschedule, click cancel and leave a note that you’d like to use a late reschedule. I will manually apply a make up credit to your account.
To see how many late reschedules you’ve used, in the Attendance tab set the date at the top to “entire history” and sort by “event” with the arrow pointing down. Be mindful of the year the late reschedule was issued.
ASYNCHRONOUS LESSONS: For these, the student sends in videos of their assignment from the previous lesson and I reply with feedback and a new assignment. Message me if you’d like to use this option- it’s a good choice if the student is sick, we’re having a hard time rescheduling, or if you’re travelling and still want musical guidance. See the FAQ post in the News tab for more information.
Frequently Asked Questions
How do I reschedule?
Remember: All reschedule requests must be made before the lesson time—otherwise, it’s a cancellation. Lessons must be rescheduled within 60 days. Each student can reschedule within 48 hours of the lesson twice a year (January 1st to December 31st).
When possible, please pick a time at the beginning or end of a group of available times to help reduce gaps in the schedule.
If you’re ready to pick a new time Go to Calendar > Schedule > Click the lesson you want to reschedule > Choose “Reschedule” > Pick a time > Confirm and click “Book Now”
If you aren’t ready to pick a new time but know you will need to reschedule Go to Calendar > Schedule > Click on the lesson you want to reschedule > Choose “Cancel Booking” > In “Note to Teacher” write that you’ll reschedule. You’ll get a make-up credit.
Once you’re ready to pick a time, go Calendar > Find & Book > Choose a time and click “book now”. You’ll see the “lesson cost” shown as a make-up credit, meaning your make-up credit will be applied automatically.
Remember that, instead of rescheduling with the teacher, you can also go to the “News” tab to the Swap List and trade times with another student.
How do I reschedule within 48 hours?
Go to Calendar > Schedule > Click on the lesson you want to reschedule > Choose “Cancel Booking” > In “Note to Teacher” write that you’ll reschedule. Unless you’ve already used your two short notice reschedules, the teacher will give you a make-up credit.
Once you’re ready to pick a time (and the teacher has manually given you a make-up credit, go Calendar > Find & Book > Choose a time and click “book now”. You’ll see the “lesson cost” shown as a make-up credit, meaning your make-up credit will be applied automatically.
How can I see how many make up credits I have?
Contact Info > Top Right Corner or Home tab
Can I change my mind about using a make up credit?
Only if it is more than 48 hours ahead of the original lesson time. If you can’t/don’t book a make up lesson within 60 days the lesson is forfeited.
How do I know how many times I’ve rescheduled within 48 hours?
In "Attendance & Notes," select the drop down at the top to say Attendance from the "entire history" or “last year”. Toggle the arrow by “Event” to point down and look for "Rescheduled within 48 hours” events.
How do I cancel?
Cancel within My Music Staff by going to the calendar and clicking on the lesson you want to cancel. Per the studio policies, payment is still due for lessons cancelled within 48 hours.
What if the student is sick?
If it’s more than 48 hours before the lesson
Cancel for a credit towards the next billing period
Reschedule at no penalty
Have an asynchronous lesson (see details below)
If it’s less than 48 hours before the lesson
Reschedule (unless you have already rescheduled within 48 hours twice this year)
Attend your virtually
Cancel (no credit applied)
Have an asynchronous lesson (see details below)
Per the studio policies, in order to make up/reschedule a lesson you must ask to reschedule before the lesson start time, otherwise you are cancelling. You can reschedule within 48 hours of the lesson twice a year (January 1st - December 31st).
How does an asynchronous lesson work?
The student (or an adult on their behalf) will submit
1. Videos of them playing through everything that was assigned in the last lesson
2. A photo of their assignment page from the last lesson (so I can see what we worked on), unless the assignment was posted online in My Music Staff
3. Photos of completed theory homework, if applicable
I'll use the time we would have spent in the lesson going over the videos and photos. I'll reply with feedback a new assignment. This counts as a paid lesson.
Billing Questions
When solving billing questions, go the “Account & Invoices”. Remember to set the date at the top dropdown menu appropriately.
Why is there a balance forward on my invoice?
You may have
Cancelled a lesson after you paid for it
Acquired new materials after paying your last invoice
Not paid in your last invoice in full, or overpaid
Why does my invoice list a lesson date that I did not attend?
The payment may have been applied to a make-up lesson. If you check the calendar in My Music staff you will see a small triangle on any lesson that has been paid for with a make up credit.
I got a message that I owe money, but my account says I have a $0 balance remaining.
Your invoice covers all lessons for the upcoming month, so make sure the date in the drop down menu at the top is set to the end of the month. You can also look under the “Invoices” tab to see which invoices are marked as “paid”.
More questions? Check out My Music Staffs student portal cheat sheets or send the teacher a message!