Month: December 2015

Reactivation Letter

On the 8th day of Christmas, Small Dojo Big Profits recommends you put together a reactivation letter to send to prospects that are no longer students. We already saw how to create mailing labels in MasterVision, let’s look at how we can create mailing labels for the reactivation letter.

There’s probably two groups of people you’d like to send these letters to – prospects who never joined your school and students who did join the school but are no longer attending. We’ll run the Selector twice, with different criteria, to get those mailing labels.

To get that list of prospects that never joined, you’d want to select Prospects and Open Prospects in MasterVision. Additionally, you probably want folks who recently inquired about joining your school. Your Selector ends up looking something like this:


To get the list of students who are no longer attending classes, you’d want the Inactive and Expired status on the first tab. Again, you probably want students that recently stopped attending classes rather than people who stopped attending four years ago. On the Attendance tab, set the Last Attended to the date range you want:


On the Output tab, set the output to Mailing Labels and you’re done! You’ve got mailing labels for a reactivation letter.

Mailing Labels

Getting ready to send out your Christmas cards? (Here’s Michael Massie talking about why you should). You can use MasterVision to quick and easily create mailing labels for all your students.

First, open the Selector. You can click the “S” button from the toolbar or Tools > Selector from the menu.

On the Selector screen, you can set whatever criteria you want. You probably only want a label for Active students. Or, possibly, you want to send a card to any Prospect who inquired in the last month or so. Set the criteria who whomever you want.


Next, on the Output tab of the Selector, select the Mailing Label you want.


Click the green check mark button to create your labels. Voila! Instant mailing labels for the students you wanted.

A quick note about Avery labels: If you have a laser printer, you want to get the Avery 5160 labels. If you have an ink jet printer, you want to get the Avery 8160 labels. They’re the same layout and size, they are just made slightly different for the type of printer.

Message Templates

Last time we talked about the importance of student communication to show that you care. Creating individual emails and texts can be time consuming though. MasterVision, as you might have expected, has a way to make that easier for you.

In MasterVision you can create standard messages ahead of time and then when emailing or text, you can simply select one of this pre-created messages. You access the Message function from the menu at File > Open > System Setup > Messages. It looks like this:


Title: Is whatever name you want to give this message. The student does not see this.
Subject: Is the subject that will appear as the subject of the email. Subject is ignored when sending a text.
Body: The body of the email or what is actually sent for a text.

MasterVision can merge student information into both the Subject and Body of the message. You do this by using brackets [] and a field name. For example, to merge in the student’s first name, you simply include [stfname] in the subject or body. The help file gives you a list of all the merge fields you can use.

Here’s an example of a message you could email to a student to remind them about an upcoming exam:


When MasterVision emails this to a student, the student’s information is inserts into each of those [] merge fields. It would end up looking like:

Subject: Orange belt Exam Reminder!


Dear Anthony,
Just a reminder that your Orange belt exam is coming up on December 15th at 7 PM. You currently have 22 lessons towards that belt and will need 30 lessons to be eligible for the exam. Be sure to have enough classes come exam time!
We have your belt size as 00. Please let us know if you need a different size.
Looking forward to seeing you in class and at exam,
Your Instructor


Student Communication

In Michael Massie’s newsletter, he said this in regards to retention:

students want to know that you care about them and that you are invested in their progress

MasterVision gives you a number of ways to very easily stay in contact with your students. You can:

  • Email students
  • Text students
  • Create address labels for sending any type of mail

You can email and text a student directly from the student form:


If you use Microsoft Outlook, MasterVision will send the email directly though that. If you’re using Google Mail, it’ll copy the address to the clipboard for you.

Texting in MasterVision is handled through a service called Twilio. You’ll have to setup a Twilio account in MasterVision for that to work. I can help you get that setup.

In a future blog post, I’ll show you how to setup standard messages (eg: Birthday, missed you in class, reminders for upcoming exams) that let you quickly send a pre-built message to a student.

You can use the Selector in MasterVision to create address labels for mailings. Set the criteria you want and then, on the output tab, select the type of mailing label you want:


Use these options to stay in contact with your students. Let them know you care and you’ll see a increase in your retention.