Trial classes do not get lost
Each lead gets a next step, a trial class time and a person responsible.
ClubBase for dance studios
Dance studio software
Group and room schedules, student memberships, paying parents, attendance, payments and teacher pay in one system.14 days, no card · one or several locations
Everyday workflows
Your studio’s work on clear screens.
What your team can do in ClubBase during a working day.The schedule warns you
A room or teacher conflict shows up before you save.
Family links in one profile
Student, guardian and payer are linked in one profile.
Teacher pay with a source
Every pay line is tied to the classes held and the studio’s rules.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- groups by age and style
- recurring schedule
- rooms and conflicts
- teacher substitutions
- trial classes
- child and parents
- memberships and freezes
- QR check-in
- payments and debts
- teacher pay
Looking specifically for class booking? How the online booking software works — groups, capacity, memberships and reminders.
Roles and access
Each role sees its own part.
Data and actions are shown to the person who needs them for their work.Owner
Sees the cash, debts, occupancy and teacher pay.
Front desk
Runs the schedule, students, trial classes and payments.
Teacher
Works with their own schedule and groups.
Parents
See the schedule, the remaining balance and the QR code in Telegram.
What people come with
What usually breaks in a dance studio.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- Groups and rooms clash on the most awkward day of the week.
- A teacher substitution lives in a chat, not in the schedule.
- The child attends, the mother pays, and contacts get duplicated.
- Teacher pay is pieced together from check-ins and spreadsheets.
Two groups in one room
The schedule checks the room and the teacher while you are still saving the class. If someone is already booked for that time, you find out right away, not on Monday from parents in a chat.
A substitution the parents never heard about
A teacher substitution is confirmed and stays in the schedule. The team sees it, and the same record goes into the pay calculation at the end of the month, so nobody has to remember who covered for whom.
The child attends, the mother pays
In the profile these are three separate roles: student, guardian and payer. The mother’s contacts do not end up in a "comment" field, and the payment reminder goes to the person who pays.
Pay worked out on a calculator
Teacher pay is based on the classes held and the studio’s rules. You can open any amount down to the classes it came from and show the teacher the same calculation.
A working day
One action changes what everyone sees.
- The front desk sees trial classes and debts.
- A teacher sees their groups and substitutions.
- A student checks in with a QR code at the door.
- The visit is deducted, and every payment and pay line has a source.
The first week
How a dance studio moves into the system.
We bring over what you have
A spreadsheet or notebook of students goes into the import. The system shows rows with errors before anything is saved.
We set up the schedule
You add styles, groups and rooms. A recurring class is created once for the whole season, not again every week.
We connect the parents
Each profile gives a personal link to the Telegram bot. Parents see the schedule, the remaining membership balance and the child’s QR code without asking the front desk.
You see what the week showed
After a week you can see who attends, who dropped off and how much the studio earned. A notebook does not give you that picture.
Compared with a generic CRM
Why a regular CRM falls short in a dance studio.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.A generic CRM tracks deals, a studio runs a schedule
In a regular CRM the main object is a deal or a contact. In a dance studio the main object is the class: it has a time, a room, a teacher, a group list and a limit on places. Everything else hangs off it. You can build this out of a deal pipeline, but then you maintain it yourself, and every new style has to be added by hand.
A membership is more than a one-off payment
A pack of eight classes lasts a month, can be frozen during an illness and has a balance that the front desk and parents see the same way. A generic CRM records that a payment happened. A studio needs to see how many classes are left, when they expire and whether a visit was deducted twice.
The student and the payer are different people
The child comes to class, the mother pays, and sometimes a grandmother does the pick-up. A single "contact" field is not enough here: you need separate roles with separate phone numbers, so the payment reminder goes to the payer and the schedule goes to whoever drives the child.
Honestly
Who it suits and who it doesn’t.
Without this, a demo wastes everyone’s time. If you are in the right-hand column, write to us and we will suggest a simpler option.A good fit
- You have two or more groups and at least one teacher besides you
- Students come on memberships rather than paying for each class separately
- Children’s groups: one person attends, another pays
Not worth it yet
- You teach one group yourself and remember everyone by name
- All classes are private, with no memberships
- The studio has just opened and the schedule still changes every week
Questions about this type of studio
Answers before the demo.
Can a child have more than one guardian?
Yes. The profile keeps the student, guardian and payer roles separate.
Are teacher substitutions taken into account?
Yes. A substitution is confirmed and then counted in teacher pay.
Can I run several rooms?
Yes. Rooms belong to locations, and the schedule shows how busy each one is.
Can one studio teach several dance styles?
Yes. Style and age group are separate fields, so hip-hop for kids and contemporary for adults share one schedule and do not get mixed up in reports.
What happens if a child is ill for two weeks?
The membership can be frozen. The balance and end date move, and the profile keeps a record of when it happened and who did it.
Can a teacher see only their own groups?
Yes. A teacher sees their schedule and the members of their groups. The studio’s finances stay closed to them.
How is pay calculated if three people came instead of twelve?
The studio sets the rule: pay per class held or per person present. The system takes the data from the attendance log, not from the calendar.
Do you track costumes, competitions and grades?
No. ClubBase handles people, the schedule, memberships, attendance and money. Costumes, props and performance results have to be kept elsewhere: these modules do not exist, and we do not present them as ready.
What if the studio has rooms in different parts of the city?
Rooms belong to locations, and the location is used in access rights, the schedule and the summary. A front desk admin works with their own location; the owner sees all of them together and the difference between them.
How much does it cost?
The price depends on the number of active students; the Telegram bot for clients is already included. Current prices are on the pricing page. The first days of access are free, no card required.
Start with your own structure