Applications

New families apply through the application form on your public studio page. Review their applications on the Applications page. Approving an application creates the family, student, and guardian in one guided flow instead of entering everything by hand.

Sidebar Badge

When pending applications exist, a numbered badge appears next to Applications in the sidebar. Owners, admins, and staff see this nav entry; teachers do not.

The Applications Inbox

The page header reads Applications above a row of four stats cards: Pending, Waitlisted, Approved This Month, and Denied This Month. Below the cards:

• Search by name or email - instantly filters applicants.
• Status tabs - Pending, Waitlisted, Approved, Denied, and All.

The default tab is Pending. Waitlisted applications are listed oldest first so you can work them in the order received; other tabs show the newest first. Each row shows the parent name, email, student count, instruments, submission date, and status.

Reviewing an Application

Click an application to open it. The detail page shows everything the family submitted: parent and guardian contact info, each student's age, grade, instrument, and experience level, plus any schedule preference, referral source, and notes. A Status History section tracks when the application was submitted, waitlisted, approved, or denied.

Only owners and admins act on an application. Staff can open and read it but see no action buttons, no Complete Setup, and no Message Applicant. Teachers do not see applications.

While an application is Pending or Waitlisted, three action buttons appear:

• Approve - opens the Add Student wizard pre-filled with the family's details. Step through it to create the family and student; if the application lists more than one student, the wizard repeats for each. When finished, the new records appear in Students and Families.
• Waitlist - moves the application to the Waitlisted tab and notifies the applicant. You can add a Staff Note (optional). Trio puts it in the family's waitlist email as a note from your studio, so write it for the family.
• Deny - declines the application. You can include an optional message to the applicant.

If an application was approved but student setup was not finished, a banner with a Complete Setup button appears so you can pick up where you left off.

Message Applicant sends the family an email without changing the application status. If our email provider blocks the applicant's address because an earlier email bounced or was marked as spam, Trio does not send the message and shows a warning in the composer. Contact the family another way and ask for a different address.

Waitlist and deny emails go only when your studio has an email address on the General tab of Owner Settings. Without one, Message Applicant shows an error.

On the Free plan, approving needs a free student place: the Free plan allows 10 active students.

Turning on the application form

Applications are off by default. The form shows to families only when your studio page is published and applications are on. Open Owner Settings and choose the Applications tab:

• Enable Applications - turns the form on.
• Form Heading and Form Description - the text at the top of the form.
• Two checkboxes: Show "How did you hear about us?" and Show schedule preference.
• Expected Response Time (days) and Auto-Expire After (days).
• Notify on New Applications - the roles that get an alert for a new application: Owner, Admin, and Teacher. Only Owner is on by default.
• Embed Code - a snippet that puts the form on your own website. It shows when applications are on.

Click Save Application Settings to save your changes. You write the deny message for each application when you deny it.

The Studio Site

The application form is part of your public studio page, which you set up on the Studio Site tab of Owner Settings. Share the link to that page with new families.

Related

• Owner Settings - configure the application form and studio site
• Managing Families - where approved applications land
• Managing Students - and the students they create
• Adding a Student - the Add Student wizard used on approval