A CRM built for music schools
Students, timetables, term fees and recitals in one place — lessons confirm themselves, exam entries never miss a closing date, and the front desk stops living in spreadsheets.
Free · no signup · a real plan and price in ~10 minutes, in your words.
- to a working prototype
- ~1 week
- to start
- €500
- missed exam deadlines
- Zero
Off-the-shelf CRMs were built for a sales team. Not for music schools.
The timetable lives on a wall planner and in one administrator’s head — the week she’s off, rooms double-book and two cellists arrive for the same slot.
Term fees go out late and get chased by hand. Every term a few hundred euros simply never arrives, and nobody can say whose.
Exam deadlines sneak up. Miss the board’s closing date and a student waits a whole session for Grade 5 — and the parents remember.
Trial enquiries arrive by phone, email and the website, and nobody knows which ones were followed up. Each one that goes quiet is a decade of term fees walking out the door.
See it from the inside
What your CRM would look like — screen by screen.
Not stock screenshots — this is the shape of the system we’d build for music schools: your records, your stages, your words. Click through the screens.
The owner’s morning screen — today’s lessons, term fees, exam deadlines — and what the automations already handled before nine.
A real starting point
Here’s the analysis we’d start from — for music schools.
Not a template. This is the data model, pipeline and automations a business like yours actually runs on — mapped in your words. Your free analysis produces exactly this, shaped to you.
Your system, mapped
Your pipeline, exactly as your CRM would show it — your stages, your words. This is what we build from.
What it tracks
Where customers reach you
Connects to
Busywork the system takes over
- Lesson reminders — evening-before SMS with one-tap confirm or rebook
- Term fee collection — invoices raised on day one, chased politely until paid
- Exam entry chaser — collects forms and fees before the board’s closing date
- Trial follow-up — nudges the family two days after a trial lesson
What this replaces — where it hurts today
- Timetable in one person’s head
- Term fees chased by hand
- Exam deadlines sneaking up
Your price, from your answers
Standard scopePrototype · 1 weekstart here
€500
- Student + lesson records
- One week’s timetable board
- The lesson-reminder automation
Full build
€4,000–€7,500
Estimate — it becomes one fixed price on the free call. Never hourly, no surprises.
What sets your scope
- · Timetabling across rooms and teachers
- · Automated term-fee invoicing & reminders
- · Exam entries, recitals and instrument hire
Run · monthly
€180/mo
Hosting, monitoring, fixes and small improvements.
If you go all the way: ≈ €6,160 first year, all-in — and you own everything. Today's only decision is the €500 prototype.
Questions music schools ask us
- Can it track entries across our exam boards — ABRSM, Trinity, Rockschool?
- Yes. Each entry carries its board, grade, fee and closing date, the chaser collects forms and payment in time, and results land back on the student’s record — so renewal conversations start with the marks in front of you.
- Parents cancel and rebook constantly — can they do it themselves?
- Yes. Every reminder carries a link where the parent confirms or rebooks within the rules you set — notice period, allowed slots, make-up lessons. The teacher and the room update themselves, and your phone stops ringing.
- How long until we’re live?
- A working prototype in about a week for €500. The full build usually lands in three to six weeks, depending on how many teachers, rooms and integrations are in scope.
- Who owns the system and the data?
- You do — entirely. It’s your system, hosted for you, and you can export everything at any time. No per-seat lock-in.
Have a mess like this one?
Book a free 30-min call. We’ll sketch what your version of this system would look like — and put a number on it.
More businesses like yours
Find yours →Coaching & consultancy
Clients, sessions, programmes and invoices in one place — reminders and renewals chase themselves, so you spend your day coaching, not chasing.
See the plan
Watersports & beach clubs
Bookings, gear, instructors and sessions on one board — a weather hold is one tap to rebook the whole session, not a morning of refunds.
See the plan
Swim schools
Students, lessons, lanes and instructors on one board — the waiting list places itself, and every badge, assessment and term fee lives in one place.
See the plan