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The owners of dance studios have to manage several administrative tasks besides teaching dance. Some of these are enrolling students, scheduling classes, tracking staff and student attendance, and managing payments. Handling these processes manually can be complex and time-consuming. Dance studio software automates and streamlines these tasks to help dance studio owners concentrate on how to grow their business.
Dance studios are sometimes owned, run, and used by more than one dancer/choreographer. Knowing how dance studio software can help you and your partners is key to deciding whether buying one is a good investment. To help you with the decision, we’ve created this buyers guide. Here’s what we’ll cover:
Dance studio software is a solution that assists dance studio owners in automating administrative workflows, such as attendance management, student enrollment, billing and invoicing, instructor management, and class management. The software also offers a self-service portal that students can use to register themselves for classes. This portal has an in-built calendar that helps avoid overbooking of classes.
Dance studio software can be deployed on-premise or in the cloud. When purchasing software, it’s essential to evaluate which deployment option suits your business requirements. Both of these deployment options are discussed below.
Cloud-based deployment: Cloud-based dance studio software is hosted on software vendors’ own servers or third-party servers. This type of software can be accessed from any location or device as long as there is an internet connection. In cloud-based deployment, software vendors take care of maintenance and software updates at no additional cost. Cloud-based software usually has a subscription-based pricing model, which is billed monthly or annually.
On-premise deployment: On-premise dance studio software is hosted on buyers’ onsite servers. These onsite servers are set up and managed by a dedicated internal IT team. Buyers are responsible for maintenance, support, and updates related to the software. This type of software can be accessed only on the system on which it has been installed. The purchase of on-premise software involves a one-time per-user license fee.
Key question to ask a vendor before you buy: Is a dedicated mobile application available for your software? If yes, does it support the online registration of students?
It’s essential to invest in software that provides the features your dance studio needs. Here are some common features that you should look for.
Attendance management: This feature helps track student attendance using built-in online calendars. Instructors can use the attendance details to generate weekly or monthly attendance reports. Dance studio owners can also use this feature to track the attendance records of the staff hired by them.
Attendance record sheet in Jackrabbit Dance
Online registration: This feature allows students to self-enroll for classes, update personal details (name, address, etc.), and choose session dates through a self-service portal. The portal is equipped with a built-in real-time calendar that displays only available slots that students can choose from.
Online registration portal in Mindbody
Billing and invoicing: Using this feature, studio owners can generate bills and accept online payments through various payment methods, such as net banking and credit or debit cards. Studio owners can send reminders about pending payments to their students. They can also generate insightful reports to track and analyze their income and expenditure.
Invoice reports in membermeister
Staff management: This feature helps track the work hours of choreographers or instructors employed by studio owners. It also helps owners delegate tasks to staff members and manage their payroll. This provides visibility into staff bandwidth so that nobody is overworked.
Staff schedule in The Studio Director
Student management: This feature helps studio owners record the personal information, class schedule, and progress of students. Progress details can be used to assess students' skill levels and assign instructors accordingly.
Student details dashboard in The Studio Director
Key question to ask a vendor before you buy: What are the features of your dance studio software?
Note: The applications selected in this article are examples to show a feature in context and aren't intended as endorsements or recommendations. They’ve been obtained from sources believed to be reliable at the time of publication.