Classes, levels, term fees, exams and the recital for dance studios.
Put the weekly timetable, every student’s record and each family’s fees in one place. Classes are laid out by room, teacher and style. Each student carries guardian contacts, level, injury notes and attendance. Make-up credits, exam entries, term invoices and recital costume orders all grow out of those same entries, and teacher pay comes from the classes taught.
- Rooms, styles, levels and fee terms entered as your studio runs them
- Student list, guardian contacts and open balances migrated
- Class, level and costume list edits handled by GullySystem staff when you ask
Ballet, hip hop, contemporary, jazz and ballroom schools each keep their own style names, grade ladders and studio rooms. The front desk, teachers and owner share one timetable and one student record. Registers, levels, term fees, grade entries and costume orders sit on the same screens, and teacher pay follows the classes taught.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and trial class
A parent or adult enquires by phone, message or the studio web page. A trial place is held in the right style and level.
- 2
Enrolment
The student record is opened with guardian contacts, date of birth, injury notes and photo consent. Classes are chosen and the term fee is raised.
- 3
Weekly classes
Teachers open their register, mark attendance and note any missed lesson for a make-up. Cover for an absent teacher is recorded.
- 4
Levels and exams
Teachers flag who is ready for the next level. Exam entries are listed with fees, dates and results once the examiner reports.
- 5
Recital preparation
The running order, rehearsal dates and costume list are built from the students in each piece. Sizes and deposits go to the supplier order.
- 6
Term close
Balances are chased, teacher pay is totalled from classes taught, and next term’s timetable starts from this one.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Resource and Room Booking
Classes, private lessons, rehearsals and outside hire are placed against each studio room and teacher, so a double booking shows before it is saved.
- Attendance & Time Tracking
Teachers mark who is present, late or absent at the start of each class, and a missed lesson earns a make-up credit.
- Subscription Billing
Each term or class pack is billed to the family account on its own cycle, with sibling terms and part payments applied.
- Order Management
Every costume, colour and shoe size is taken per student with a deposit, then rolled into one supplier order by size.
- Commission and Incentives
Each teacher’s pay is worked out from the classes and private lessons given, with cover shifts credited to whoever took them.
- WhatsApp, SMS and Email Notifications
A cancelled class, a moved rehearsal or a costume deadline goes straight to the guardians of the students it affects.
- Online Booking Portal
A new student chooses a trial slot from the open places in a matching style and age band, without ringing the desk.
- Project Timelines with Gantt Charts
Rehearsal dates, costume cut-offs and the show date are laid on one calendar so the studio sees what each step waits for.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the studio owner
Read enrolment by style and level, fees collected against billed, rooms used and teacher cost for the term.
For teachers
Open your register, see each student’s level and injury note, flag who should move up, and view your pay for the month.
For the front desk
Enrol students, take trial bookings, collect fees, hand out costume forms and answer a parent’s balance question from one screen.
For recital organisers
Maintain the running order, rehearsal calendar, costume list and the supplier order without a separate spreadsheet.
The numbers the owner asks for.
- Enrolment by style, level and class
- Attendance and absences by class and student
- Term fees billed, received and outstanding by family
- Make-up credits issued, used and lapsed
- Exam entries, fees and results by grade
- Costume and shoe quantities by size for the supplier
- Room usage and teacher hours for the term
Who this is built for.
- Children’s ballet and jazz schools running graded classes
- Hip hop, contemporary and street dance studios
- Ballroom and Latin studios with adult drop-in classes
- Competition and performance team studios
- Studios that hire rooms to outside groups or teach in more than one venue
When it is not the right choice.
- A single teacher with one weekly class can keep a register and take fees by transfer without a system.
- A club selling gym memberships and machine access fits the Gym Management Software far better than a studio register.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- WhatsApp or other messaging
- SMS
- Card and bank payments
- Accounting export
- Calendar feed for teachers
Questions owners ask before a demo.
Is this built for dance, or is it general class software?
It is set up for dance. Styles, levels, graded exams, costume orders and recital running orders each have their own records, not notes on a booking.
Can a student be in several classes at different levels?
Yes. A child can sit in junior ballet and intermediate hip hop at once. Each class keeps its own register, level and teacher note.
How are make-up classes handled?
A missed class can earn a make-up credit. Staff see who holds one, which classes have a free place, and when the credit lapses.
Can we run the end-of-year recital from it?
Yes. It holds the running order, rehearsal dates, who dances in which number, costume sizes, deposits and the supplier order. Ticket sales and the hall booking are handled elsewhere.
Does it handle sibling terms and part payments?
Yes. A family with several children gets one account. Instalments are posted against the term, the exam fee or the costume, so each of those keeps a balance of its own.
How do teachers get paid through it?
Pay is totalled from classes taught, private lessons and cover shifts, using the rate you set for each teacher. Payment itself is made through your own bank or payroll.
Can we move our student list across?
Yes. Names, guardian contacts, class placements and unpaid balances are brought in, then the front desk compares the result with the paper register before the first term starts here.
Who owns the student records?
The studio does. How your records come back if you ever leave is spelled out in the quotation, so the owner can accept it before work starts.
What does it cost?
Rooms, teachers, enrolled students and the amount of old data to carry over all move the figure. A sample timetable is shown first, and a written offer follows that session.
Does a small studio need this?
Maybe not yet. A studio with one room and a handful of classes may do well with a register and a fee sheet. Once costumes, exams and make-ups pile up, a system earns its place.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
Related products.
See Dance Studio Management Software with your own data.
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