Starting Trading

Once you have successfully completed your franchise training to our satisfaction you will be provided with a Kalma certification you are then ready to begin trading.

If you follow the procedures and processes within this Operations Manual and work hard you have an excellent opportunity to build a very rewarding and profitable business. Sales and marketing activity is particularly critical to your success.

Owner/Manager

Getting your new franchise off the ground can be quite time consuming. Even if you employ other teachers your involvement from day one to get the business off the ground is essential. Only when your business is firmly up and running should you consider stepping back if that is how you intend to run the business going forward. Most franchisees will remain very hands on.

It is your responsibility to:

1. Implement all the franchise processes, procedures and systems.
2. Comply with all legal requirements, regulations and bylaws associated with running your business including obtaining any licenses you may require.
3. Prioritise
4. Generate leads and manage the sales and marketing.
5. Manage staff and deal with any recruitment, discipline and quality issues.
6. Ensure payments are made on time accounts are up to date

Templates

Below is a list of templates which should be used within the brand.  Copies should always be kept of all documents and those containing customer or customer data always kept securely in line with data protection.  You should familiarise yourself with these upon commencing business.

A Health Disclaimer

A health disclaimer form should be signed for each child attending or who has attended a class and should declare any health issues they have on the form. If they move on to different venue then a new form should be completed for that venue. Health forms can be filled in online when your customer books so all the information you receive is stored electronically.  Paper copies of forms should always be carried in case of need to fill one in during a class for those not done electronically.

Health disclaimers should also be signed by the head of the organisation where the parents are not present such a school or nursery and the organisation is responsible to obtain one from their parents.  This information will be given at the time of booking and transfers to the register, this information should be kept and filed away for 10 years.

Register

A register must be kept for all venues for health and safety purposes and forms part of your complete risk assessment. An emergency number needs to be given for use in any emergency situation that occurs during the class and also if the class has to be cancelled they will need to be contacted.  This information is asked for at the time of booking online.  Should you notice that an emergency contact has not been given YOU must ensure in the first class that you get the additional information. In the event of an emergency you must make sure you take your register with you to the assembly point and ensure that everyone signed in is present.  Registers should kept after terms are complete and filled away securely in line with data protection.  Because the register acts as your health and photo permissions form you must keep it on file for 10 years.

Photo Permission

A permission slip needs to be signed by all adults on behalf of their children who take part in the classes. If they choose not to have their photo taken then make sure that they are not captured in the shot. This information is collected at the time of booking and an option given for yes or no.  The information will be transferred to the register.  Always ask before taking a photo that all parents have signed the permission slip, also make parents aware that when taken photos of own child/children to ask the other children’s parents/carers for permission if going to be in the shot also.  As a reminder to parents/carers should they use social media, they should always be respectful of other children.  Photos taken by yourself should be displayed in private groups.   This information is on the register and should be kept for 10 years.

Photo permissions should be mentioned in your classes to parents termly as a reminder and posted in your private group.  Parents, venues and outside providers and anyone inside of your closed group should be reminded that the photos we take our remain the property of Kalma  LTD and should NOT be taken from our closed groups without seeking permission from Kalma .  Due to safeguarding photos should not be shared with third parties EG venues unless this photo is from our public pages.  Anyone found to be taking photos from private groups without permission maybe asked to leave the group and the photo taken down.

Risk Assessment

As outlined in policies and procedures a risk assessment MUST be done before commencing a class in all venues.  The same is said for taster sessions or any events where a teacher will be using their techniques on children.  In all cases a Kalma  risk assessment must be done and should be given to venues should they need a copy.  These should be updated every term, but all risks should clearly be identified and noted weekly for changes and new risks added.