Dear Support Team

I am interested is buying Amelia but have a few questions first. I have tried to find out as much as possible by testing the free version, trying out the demos and reading articles but I couldn't verify everything.

I teach voice lessons and run my own singing school. I would use Amelia for my students and me to schedule lessons through my website and manage payments as well as group classes and courses (I'm using WP and Elementor).

I have two types of students:

Type 1: One-time student

This type of student books a single lesson once in a while and pays up front through Stripe.

• What happens with a Stripe payment if a student doesn't reschedule his/her appointment but cancels it instead? Is he/she automatically refunded? If not - how do I keep track of their "credit" i.e. their unused and unscheduled but paid for appointment?

Type 2: Regular student / package student

This type of student pays for a set amount of lessons in advance and comes to lessons either once a week at a regular day & time or books appointments flexibly. These students do not pay online through Stripe but I send them an invoice instead and they pay through bank transfer.

• How do I handle this in Amelia? Can I continue to send invoices outside of Amelia and record the payment in Amelia once it comes in?
• I only see the option "on-site" for payments and haven't been able to find a way to see other options in the demo-versions. Can I define more options? Like "invoice"/"Online-payment" etc.?
• How do I transition existing packages to Amelia? Can I manually add a package to a client in the back-end, mark it as paid and enter already past appointments so that the number of remaining appointments is correct?
• When a student cancels an appointment that belongs to a package, is the appointment then added back to their package? And can I make this dependent on whether they cancel within my defined grace period of 24 hours in advance?

Group classes

I also offer various group classes online through Zoom and on site at my studio.

• I need to be able to offer different prices for the same class. For my Masterclasses participants need to be able to either book a "coaching seat" and receive vocal coaching during the class, or else an "audience seat" if they just want to watch and listen and not be coached themselves. These two categories need to have different prices and I also need to be able to limit the number of places available per category. E.g. for a 1h class I would only have 2 coaching seats available but 20 audience seats. Is this possible?
• Is it possible to offer courses through Amelia and track attendance? So, for example: Tuesdays, 7-8pm, 8 fixed dates, starting February 8th, ending March 29th? (I am talking about a fixed group of people who all commit to attend on all of these dates because the content of the class follows a progression and leads to a particular result like e.g. a certificate. So, not like a Yoga class that one can just drop into once in a while.)

General questions:

1. My website is available in English and in German. I am based in Switzerland and teach in both languages. I is possible to use Amelia in both languages / can the client determine on their front end in which language Amelia is displayed?
2. As far as I can tell, clients are not able to see their payments in their front-end. They can only see and manage their appointments. Is this correct?
3. If I decide to buy Amelia, I would opt for the annual Pro version. Is it possible to change this later on to the lifetime version at a reduced rate?

Thanks in advance for your answers. I am impressed so far with what Amelia has to offer and I hope that what I need is possible. Looking forward to hearing from you!

Kind regards,

Martina

Hi! I'm sorry for not replying any sooner. But I do have a few follow-up questions.

1. About pre-paid appointments that are canceled: I actually don't need to refund people or only very rarely. It is more of an issue that sometimes clients cannot reschedule at the time of canceling because they don't know yet when they will be able to come. So, how do you suggest I handle a paid but not yet rescheduled appointment?

2. Packages that are not bought/ordered online: You write that I can not add a package to a client from the backend but that I can add the client's appointments. How do you suggest I handle existing packages when transferring to Amelia?

3. Is it possible to add recurring appointments from the backend? If I need to manually add all the appointments for an existing package that will take me forever. :-)

Idea: Could I maybe solve this by treating these kinds of appointment as events and not appointments? In other words - my student Helena signs up for a multi-day event that always happens on Thursdays at 2pm and costs a total of $XXX? Would that work? And would the student still be able to cancel or reschedule or would I have to do that from the backend?

4. Languages: After reading the article you sent me a link to I am still not entirely sure whether the clients can determine in which language Amelia is displayed. If they are on the German version of my website can I set everything to be shown in German? And if they are on the English version can I set everything to be shown in English?

5. Thank you for the articles on events etc. What I did not find an answer to is whether I can track attendance. Is this possible?

I appreciate you getting back to me. Kind regards, Martina

Hello Aleksandar

Thanks for your reply. All clear now. I think I will go ahead and buy Amelia - even though I will probably need to adapt my processes a bit I have not yet come across another solution that would better handle everything I need.

Thanks for your support and have a great day!

Martina