Octavia Knowledge Base - Table of Contents
Welcome to the Octavia teacher knowledge base. Use this index to find articles on any part of the platform. Each section covers a major area of the app. Set up your studio from scratch, step by step. Managing the people
Welcome to the Octavia teacher knowledge base. Use this index to find articles on any part of the platform. Each section covers a major area of the app.
1. Getting Started
Set up your studio from scratch, step by step.
2. Students & Families
Managing the people in your studio.
3. Lessons & Scheduling
Creating, managing and modifying lessons.
4. Attendance
Recording and managing lesson attendance.
5. Billing Overview
Foundational billing articles that apply across all billing models.
Note on automatic invoice generation: Automatic collection modes (where the platform generates and sends invoices on a schedule without manual action) are not yet available on all plans. Articles covering automatic modes will note plan requirements where applicable.
6. Calendar-Based Billing
The most common billing model: charge based on scheduled lessons.
7. Lesson Packs
Prepaid lesson bundles: sell credits, track usage, apply retroactively.
⚠️ Pending UI work: Further development is planned to improve viewing and reporting on lesson packs, credits, and their coverage across students. Once this work is complete, the articles in this section — particularly 7.7 (Viewing pack usage) and 7.8 (Correcting lesson pack billing) — should be reviewed and updated to reflect any new UI surfaces.
8. Monthly (Flat) Billing
Charge a fixed amount each month, regardless of lesson count.
| # | Article |
|---|---|
| 8.1 | What is monthly billing? |
| 8.2 | Setting up a monthly billing contract |
| 8.3 | Generating monthly invoices |
⚠️ Pending automatic billing deployment: Once automatic collection mode is fully deployed across all plans, articles 8.2 and 8.3 should be reviewed and updated to reflect any changes to the automatic billing setup and generation flow.
9. Term Billing
Invoice once per school term for a defined set of lessons.
| # | Article |
|---|---|
| 9.1 | What is term billing? |
| 9.2 | Setting up term definitions and contracts |
| 9.3 | Generating term invoices |
10. Pay As You Go (PAYG) Billing
Charge only for lessons that were actually attended.
⏸ This section is deferred. PAYG billing is not yet fully deployed. Articles will be written once the feature is complete and stable.
11. Online Payments (Stripe)
Accept card payments from families via Stripe.
| # | Article |
|---|---|
| 11.1 | Connecting your Stripe account |
| 11.2 | How online payments work for families |
| 11.3 | The Pay Now link on invoices |
| 11.4 | How Stripe payments are recorded |
12. Lesson Notes
Rich-text notes and interactive tools attached to every lesson.
13a. Performances
Create concert and recital events and share recordings.
| # | Article |
|---|---|
| 13a.1 | Creating a performance |
| 13a.2 | Adding students to a performance |
| 13a.3 | Online performances and video recordings |
| 13a.4 | How performances appear in the Family Hub |
| 13a.5 | Accompanists |
| 13a.6 | Rehearsals |
13b. Exams
Manage exam records, student entries, and rehearsals for exam candidates.
| # | Article |
|---|---|
| 13b.1 | Managing exams |
14. Practiceathons
Run structured practice-tracking and fundraising events.
| # | Article |
|---|---|
| 14.1 | What is a Practiceathon? |
| 14.2 | Creating a Practiceathon |
| 14.3 | Enrolling students |
| 14.4 | The fundraising extension |
| 14.5 | Practice tracking and verification |
| 14.6 | The public page |
| 14.7 | Pledge collection |
15. News & Announcements
Send structured communications to parents and students.
16. Business Expenses & Reporting
Track studio spending, attach receipts, and view income against expenses across your financial year.
| # | Article |
|---|---|
| 16.1 | Business Expenses and Reporting — Overview |
| 16.2 | Recording an Expense |
| 16.3 | Money Reports |
17. Family Hub
What your families see, and how they interact with the platform.
18. Integrations
Connecting Octavia to external systems.
| # | Article |
|---|---|
| 18.1 | School Integrations: School Integration API |
| 18.2 | School Integrations: School Integration API Technical Guide |
19. SMS Notifications
Send transactional text messages to families: weekly lesson reminders and news announcements, using prepaid SMS credits.
| # | Article |
|---|---|
| 19.1 | SMS notifications — overview |
| 19.2 | Setting up SMS |
| 19.3 | SMS credits and top-ups |
| 19.4 | Family opt-in and consent |
| 19.5 | Weekly lesson reminders |
| 19.6 | Sending news by SMS |
Multi-Teacher Studios
Running a studio with more than one teacher: roles, school-wide views, substitutes, and rooms.