The easiest software to run a dance school

I’ve run a dance school in Newcastle since 2017. Kanvas One started as the system I built for us, because nothing else did what a dance school actually needs without five different logins.

Here’s what to look for, whichever software you choose.

Fees the way you already charge

Some schools charge monthly, some by the term, some a mix. Your software should fit how you charge, not make you change. Look for monthly memberships taken by card, termly invoices on the first day of term, sibling discounts that apply themselves, and failed payments chased for you.

Shows, tickets and costumes

Show season is when dance schools are busiest and admin goes through the roof. You want:

• show tickets sold online and checked in at the door from a phone
• costume and uniform orders paid for in the same place as fees
• event fees and deposits for competitions and exams

Every separate payment link and spreadsheet is another thing to chase.

Trials that turn up

New starters come from trials, and lots of trials never arrive. A good system confirms every booking straight away and reminds families before the class. We send four messages before every trial, and 15 of our last 22 turned up.

Parents who want to be in the loop

Dance parents want to know what’s happening: rehearsal changes, show dates, what to wear, photos from class. Group chats get chaotic. One app with news, photos, notifications and messages keeps it all in one place.

Registers and safety on the coach’s phone

Teachers need registers, emergency contacts and medical notes in their pocket, not in a folder in the office. QR check-in at the door makes registers take seconds.

Your own name on it

Parents trust your school. An app and website with your name and logo feel like part of your school, not a third party’s.

A checklist

1. Charges monthly, termly or both, with sibling discounts.
2. Sells show tickets, costumes and uniform.
3. Confirms and reminds every trial booking.
4. Keeps parents up to date in one app.
5. Puts registers and medical notes on teachers’ phones.
6. Carries your school’s name, not the software’s.

Questions