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Studio Policies and Family Agreements

By Trio Team · Updated

Screenshot of Studio Policies and Family Agreements

Your studio policy is the text that every family agrees to, such as your rules for payments, cancellations and conduct in lessons. This article covers how you write the policy, make it active and track which families agreed. For what families see, see the family article Reviewing & Agreeing to Studio Policies.

Owners and admins manage the policy, on every plan.

Write a policy

  1. Open Settings and choose the Policy tab.
  2. Click New Policy.
  3. Enter a Title and write the policy text.
  4. Click Save.

A new policy is a Draft. Families do not see a draft. You can change a draft and click Save as many times as you need.

Make it active

  1. In the policy list, open the Actions menu on the policy's row.
  2. Choose Set Active, then click Activate.

One policy is active at a time. When you activate a policy, Trio archives the policy that was active before it. Every family must agree to the new policy, also the families that agreed to the old one.

What families see

  • A banner in the parent portal says "Your studio has a policy that requires your acknowledgment." with a Review & Agree button. Families cannot close the banner, but they can still use the rest of the parent portal.
  • One agreement covers the whole family. When one parent agrees, the family is done.
  • A student who signs in with their own login has nothing to sign.
  • After the family agrees, View Studio Policy shows in their account menu.

See who agreed

Open the active policy. The Family Agreements list shows how many families agreed, for example "8 of 12 families agreed", and each family's status:

  • Agreed - with the name of the person who agreed and the date.
  • Pending - the family has not agreed yet.
  • Pending with "Agreed to an earlier version" - the family agreed before you asked every family to agree again.

Change the policy

Open the active policy, change the title or text, and click Save. The version number goes up by one, and the old text goes to Version History. Families keep their agreement. To ask every family to agree to the new text, also do the steps below.

Ask every family to agree again

  1. Open the active policy.
  2. Click Require re-acceptance…, then Require re-acceptance to confirm.

Every family must agree again the next time they open the parent portal. Their earlier agreements stay on record. You cannot undo this. Use it for a new school year (see Starting a New School Year), or after a change that every family must read. The Family re-acceptance panel shows the date you last asked, or the date you activated the policy if that is later.

PDF, old versions and drafts

  • Download PDF opens the policy as a PDF that you can save or print.
  • Version History lists the earlier versions of the policy. A draft has no history.
  • An Archived policy is read-only. To use it again, choose Set Active in its Actions menu.
  • Set Inactive turns off the active policy. Families then have no policy to agree to.
  • Delete removes a draft. You cannot delete an active or archived policy.

Cancellation rules

Your lesson cancellation and makeup rules for billing are separate from the studio policy. See Cancellation Policies.

Related

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