In a music school most lessons are one-to-one: the piano room, the guitar teacher and the student’s time slot all have to line up. When make-up lessons for cancellations, remaining credits in lesson packs and teachers’ per-lesson pay are tracked in Excel, disputes with both parents and teachers follow. In the system we build, every lesson is scheduled around teacher, room and instrument availability and clashes are blocked. Each student’s remaining credits and make-up balance are visible in real time, teachers take attendance in the app and teacher pay is calculated automatically at month end.
Problems we see in music schools
- Room and teacher schedules clashing
- Make-up lessons and remaining credits getting mixed up
- Teacher pay calculated by hand
- No way to show parents their child’s progress
Modules
Lesson calendar
One-to-one and group lessons matched to teachers, rooms and instruments.
Lesson pack credits
Monthly or pack-based lesson sales with remaining credits and validity.
Make-up lessons
Cancellation rules, make-up balance and suggested free slots.
Teacher app
Daily lesson list, attendance and lesson notes.
Teacher pay
Per-lesson or hourly teacher pay calculation.
Concerts and exams
End-of-term concerts, grade exams and certificates.
How it works day to day
- 1
A new student enrols after a trial lesson and chooses a package.
- 2
The lesson slot is placed in the calendar based on teacher and room availability.
- 3
The teacher logs the lesson in the app and a credit is deducted.
- 4
A cancelled lesson is added to the make-up balance and free slots are suggested.
- 5
At month end payments, teacher pay and occupancy reports are produced.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For courses with few teachers and fixed times, ready-made tuition management apps may be enough.
When custom software pays off
For music schools with many rooms, mostly one-to-one lessons and complex make-up and pay rules, a custom system noticeably reduces the admin workload.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 18 screens and 9 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €450 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can students reschedule their own lessons?
If you allow it, they can move lessons to free slots up to a set time beforehand.
Can online lessons be managed too?
Yes. When a lesson is set as online, a video call link is added to the calendar.
Can we migrate current student and package data?
Student lists, remaining credits and balances are imported during setup.
How is data on child students protected?
Parental consent is recorded, data is visible by role and stored in line with GDPR.
