Help / Leads and families

Connecting Jackrabbit, Studio Pro, and other software

Your registration software knows the moment a family inquires, enrolls, or drops a class. Connect it and studioHYPE knows too: new inquiries show up on your pipeline with follow-up ready, and the day a family enrolls, their follow-up stops. Everything lives in Settings → Leads → Integrations.

What it does

Jackrabbit connects directly: studioHYPE reads from Jackrabbit's own API with a token your studio makes in Jackrabbit Labs, and can add families back to Jackrabbit. Studio Pro has no API of its own, so it connects through Zapier, which passes its events to studioHYPE. Every connection has a walkthrough and a log of everything it sent and what each event became. Any other tool with a Zapier trigger connects the same way, and a developer can use a named key against the API directly.

Jackrabbit (direct): your classes, families, students, current enrollments, and waitlists the day you connect, then every change within about five minutes: new families and students, changed details, enrollments, drops, waitlists, and new families in your lead file. Works with any Jackrabbit plan; the API is free while it's in Jackrabbit Labs. Jackrabbit can also connect through Zapier if you'd rather.
Studio Pro (formerly DanceStudio-Pro, through Zapier): leads, parents, students, classes added and dropped. Needs Studio Pro Premier or Elite (on Essentials, export to CSV and use Import) and a paid Zapier plan or Zapier's 14-day trial.
Another tool via Zapier: iClassPro, Pike13, a website builder, a form tool: anything whose trigger carries a family's details.
Your own code: a named key for a developer, with the same API as the account key.

Connecting Jackrabbit

On Integrations, find Jackrabbit and click Connect directly.
In Jackrabbit, as an Owner: the gear icon → Settings → Jackrabbit Labs, and turn on the Customer API. (No Jackrabbit Labs in the menu? Your user needs the Jackrabbit Labs permission.) Copy the API token it gives your studio. If you don't see one, email [email protected] from your owner email and ask for your studio's Customer API token.
Paste the token and click Connect to Jackrabbit. We check it, then bring everything in: your classes first (so each can be matched to a program), then your active families with their contacts and students, then current enrollments and waitlists. The page shows each step; a big studio's import carries on by itself over the next few minutes, and you're notified when it's done. It checks your plan's family allowance before adding anyone.

After that, studioHYPE checks Jackrabbit every five minutes for changed families and students (a new online registration, with its enrollments, shows up within about five minutes) and every fifteen for enrollments, drops, waitlists, and classes. Sync now on the connection's page checks straight away. Already connected through Zapier? The connection's page has Connect straight to Jackrabbit instead; turn the Zaps off once it says connected.

Adding families to Jackrabbit

A direct Jackrabbit connection can also write: under Adding to Jackrabbit in its settings, pick Don't add anything to Jackrabbit, Families who enroll here (the default), or Every new lead. A family added to Jackrabbit goes in with their parent, second guardian, and children, at the Jackrabbit location named like theirs here (or the default location you pick). Someone already in Jackrabbit with the same email or phone is linked, never added twice.

To put a child in a Jackrabbit class, open the family and use the Jackrabbit card: pick the child and the class (classes matched to the program they're enrolled in here are listed first) and click Enroll in Jackrabbit. Jackrabbit checks openings and ages and says so if it can't. The card also shows their Jackrabbit family number and classes. Everything added is listed under Added to Jackrabbit on the connection's page, with Try again on anything that didn't go, and on the family's history.

Connecting through Zapier (Studio Pro and others)

You'll need a paid Zapier plan (Professional, from $19.99 a month) or Zapier's 14-day free trial: the step that sends each record here, Webhooks by Zapier, isn't on Zapier's free plan. For Studio Pro you also need its Premier or Elite plan.

On Integrations, pick your software. You get a page with its key and the Zaps to build.
In Zapier, connect your software as the trigger app. The page says where its key or login lives (for Jackrabbit: Settings → General → Zapier → Manage Zapier Keys).
Build one Zap per event, starting with New lead and Enrolled. The action step is always the same: Webhooks by Zapier → POST, the URL for that event, payload type json, Data left empty (so every field comes through), and one header, Authorization, set to Bearer and your key. Copy buttons on the page give you each piece.
Test the Zap and turn it on. The page is waiting: the first event appears there within a minute, and the connection shows as connected.

Before Zapier is ready, Try an event on the connection's page shows what our sample (or the "Data out" pasted from a Zap's test step) would become. Nothing is saved by a try.

Each Zap in the list gets a tick once its first record arrives, so you can see which ones are working. Paid Zapier plans check your software every 2 minutes, and each event uses one Zapier task.

What each event does

New lead: adds an inquiry to your pipeline in the stage you chose, assigned and tagged the way the connection's settings say. The family is matched by their id in your software, their email, or their phone, or created. Your team is notified like any new lead.
New family and New student: add or update the family (and the child) without putting them on the pipeline.
Enrolled in a class: marks the family and the child enrolled in the matching program, closes their open leads for it (follow-up stops), and starts any "enrollment changes" automation.
Dropped a class, Student inactive: mark the program (or every class the child was in) as left, so win-back automations can run.
Added to and removed from a waitlist: keep the waitlist on the family's programs current.
Details updated: a changed email, phone, address, or a child's name or birthdate comes across (more below).

Sending the same event twice is safe: the same fields re-sent within a day are answered with what already happened, a lead with the same id updates instead of duplicating, and an enrollment applied twice is still one enrollment. A family who inquires again in a later month is a new lead. A class on a new family or student is recorded as an interest; enrollment only comes from the enrollment events.

Your existing families

A direct Jackrabbit connection brings your existing families in for you. Zaps carry what happens from now on. For the families you already have, export from your software (Jackrabbit: Families → Export or a student report; Studio Pro: a parent or student export) and use Contacts → Import: columns are matched for you, with AI's help on the unusual ones. Studio Pro can also push existing records on demand with its "Send Parents", "Send Students", and "Send Leads" triggers, through the same Zaps.

Classes and fields to confirm

Two things need a person now and then, and both show under Needs you on the connection's page (and as an alert in the Action Center).

Classes: your software sends class names ("Ballet I - Tue 4:00"); studioHYPE tracks programs ("Ballet"). A class named the same as a program, or containing its name, is matched on its own. Anything else waits until you pick, and then the enrollment goes through (a lead that arrived with that class gets its program too). You can also make a new program from the class name, or mark it as not a class (a fee, a recital).
Fields: the common field names are recognized automatically. Names we don't know are listed with a sample value; pick what each one means, or ignore it. From then on it's read that way.

Ask AI to look reads the names and samples (emails and phone numbers masked) and suggests what each field is and which program each class belongs to, with its reason and how sure it is. AI's picks are suggestions until you confirm them. It also runs on its own every few hours when new names pile up, and tells whoever set the connection up when suggestions are ready. Once you confirm, every event that was waiting goes through by itself.

Changed details

Families update their email and phone in your registration software, not here, so by default a newer email, phone, or address from the connection replaces ours. Nothing is ever blanked, and every change is kept with the old value: the connection's page and the Integrations page list them with Put back, and the family's own page shows a note while a change is recent. Turn the setting off and the connection only fills in blanks.

Enrollment and follow-up

A known enrollment is what stops unnecessary follow-up. When the connection says a family enrolled, their open leads for that program close as enrolled, they drop out of nurture, and "a family's enrollment changes" automations fire. Enrollments for families who never inquired stay off the pipeline board, unless you turn on record one as Enrolled in the connection's settings to keep your lead-to-enrollment numbers whole.

The event log

Every event is listed with when it arrived, what it became (a lead added, a family updated, an enrollment, or why it's waiting), links to the lead or family, and What came in: the fields we read, where each came from, the names we didn't recognize, and the raw fields as sent. Filter to what's waiting or what had a problem; Try again re-runs one event. Raw fields are kept for 30 days and events for 90.

When something needs you

The Action Center (under Leads & families) tells you when a direct Jackrabbit sync has stopped (a token turned off in Jackrabbit, say: paste a new one on the connection's page to reconnect), when a Zapier connection has gone quiet for two weeks, when several events in a week couldn't be placed, when classes or fields are waiting to be confirmed, and when something is still sending to a key you turned off. Whoever set a connection up is notified when its first event arrives and when AI has suggestions ready.

Keys, pausing, and disconnecting

A direct Jackrabbit connection uses your Jackrabbit token instead of a key; it's stored encrypted and only used to talk to Jackrabbit for your studio. Disconnect forgets it. Each Zapier connection's key is on its page. Make a new key stops the old one immediately (update the Zaps). Pause makes the key answer "paused" until you resume; Zapier retries, so nothing is lost for a short pause. Disconnect turns the key off for good; the families, leads, and enrollment it sent stay exactly as they are.

Your own code

The account key on Settings → Leads → API, or a named key from Integrations, opens the full API: add leads, families, and enrollment status, and read recent leads. The API docs cover every endpoint, including the connect endpoints the Zaps use.

Who can do what

Connecting, confirming, keys, and the event log need the CRM admin capability (Owners and Admins by default). Putting a changed detail back, and adding a family to Jackrabbit or enrolling them there from their page, need the same capability as editing a family. Leads and families a connection sends are visible to everyone who can see leads and families.