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For music school owners

We run four music schools.These are the systems that run them.

Close to 700 students across four locations, $1.5M a year. Every system on this page runs in our own schools first — and none of it asks you to change the software you already use.

Get our read on your schoolSee the systems

Our own business

4 locations, ours · 21 systems running today

  • Billing follow-up4× a month
  • Review asksDaily, 8am
  • Review auto-replyDaily, 8am
  • Review-count watchdogWeekly
  • New customer setupOn booking
  • Past-customer archiveDaily, 5am
  • Staff call-outsOn submit
  • Weather closuresOn submit
  • Social post queueDaily
  • Lead sync + two alarmsOn submit
  • Credential watchdogDaily

Every one of these runs in our four locations. Not a demo, not a roadmap.

If you were waiting on the CRM

We scrapped it, on purpose.

Hundreds of owners told us the same thing: switching systems was scary, it was a hassle, and it was not worth it. Nobody wakes up wanting a new CRM.

What they wanted was money through the door. How to sell. How to close more of the people already calling. Follow-up that happens without anybody remembering. Reviews that show up without begging for them.

So we scrapped it and built that instead — on top of whatever you already run, not in place of it. Then we ran it in our own four schools for months before saying a word.

Sound familiar

You already know where it hurts.

  • A parent calls about lessons

    Whoever picks up is not you. They answer the question and never ask for the enrollment. You find out weeks later they went to the studio across town.

  • Tuition fails

    A card declines in week two. Nobody catches it until you reconcile, and now you are asking a family for two months of back tuition.

  • Six weeks in

    A family loves their teacher and would happily say so publicly. Nobody has ever asked them.

  • A teacher calls out at 6am

    They text a personal phone. Families show up to a locked room. Nobody has a record of how often it happens.

  • A student quits

    You find out from the schedule, not from a system. There is no win-back, because there is no list.

  • Every August

    Enrollment season arrives and the front desk drowns in exactly the weeks the money is on the table.

That is my week. Fix it.

See them run

Nine of them, start to finish.

These are the real steps, in order, including the checks that stop each one doing something dumb. Underneath each is what it actually turned up in our own four locations.

Overdue invoice chase

8th · 14th · 24th · 28th
  1. Reads every unpaid invoice from the payment platform
  2. Skips anyone not yet a full week overdue
  3. Texts the rest from their own studio number, with a pay link
  4. Records it, so nobody is chased twice for the same invoice
  5. Month-end sweep catches anything left from prior months

From the studio’s own number

Hey! We still have an invoice outstanding of $135 on your account. Would you be able to get that taken care of today? I appreciate it!! :)

here’s the link: pay.squareup.com/…

oh shoot, sorry! just paid it

6 invoices · $975 · plus $135 from the month before

Review asks

Daily, 10am
  1. Scans every active family
  2. Finds the ones 42 days past their first day
  3. Checks they are still actively coming in
  4. One ask per household — never per child, never twice

Six weeks after their first day

Hey! Just wanted to thank you for taking lessons with us here. Was curious if you and maybe a couple family members wouldn’t mind leaving us a Google review, if you haven’t yet?? Our teachers always appreciate it as well. :)

just left one! 5 stars ⭐

281 families asked · 40+ new reviews in month one

Review replies

Daily, 8am
  1. Fetches new Google reviews across all four locations
  2. Five stars get a reply posted automatically
  3. Anything under four escalates to the owner with a draft written

New reviews, all four locations

  • 5★ — replied automaticallyok
  • 5★ — replied automaticallyok
  • 3★ — escalated with a draftalert

Nothing sits public and unanswered

New student setup

The moment they book
  1. First booking lands
  2. Builds the family folder and the student file
  3. Siblings land in the same family folder instead of duplicating
  4. Shares it to the family and writes the roster row

First booking lands

  • Family foldercreated
  • Siblingsame folder
  • Shared to familysent
  • Roster rowwritten

Runs on every new student, all four locations

Past-student archive

Daily, 5am
  1. Finds students marked leaving whose last day has passed
  2. Moves their folder into that studio’s past-students area
  3. Marks them archived so the roster stays true

Daily sweep, 5am

  • Active — still enrolledskip
  • Leaving — last day passedarchive
  • Active — still enrolledskip

21 consecutive days, zero errors

Teacher call-outs

On submit
  1. Teacher submits from their phone
  2. Logs to the tracking table so patterns become visible
  3. Texts the director for that specific location — not a group blast

To that location’s director only

Call-out submitted — Elkhorn, 4pm–7pm

Heads up: a teacher just called out at Elkhorn for 4pm–7pm today. Logged it. Families are being sent the reschedule form.

Live across 4 locations, routed to 3 managers

Snow day switch

On demand
  1. Pick the date and the locations affected
  2. Every in-person lesson that day converts to video, in bulk
  3. Each one generates its own link and calendar invite to both sides

Pick the date, pick the locations

  • 2:00pm — in person→ video
  • 3:30pm — in person→ video
  • 5:00pm — in person→ video

An afternoon of phone calls becomes one form

Stale-number watchdog

Weekly, Monday 8am
  1. Pulls the live rating and review count for all four locations
  2. Compares them against every place that number appears on the site
  3. Texts the exact correction when they drift apart

Website vs Google, weekly

  • Site says 470 — Google says 473alert
  • Site says 96 — Google says 98alert
  • Site says 110 — Google says 111alert

Caught 470 vs 473 on day one

The watchdog

Daily
  1. Every system writes a heartbeat on every run
  2. Reads all of them and tests every login they depend on
  3. Texts a human the moment one goes stale or a token dies

Heartbeats, every day

  • Invoice chase — ran 9:00amok
  • Review asks — ran 10:00amok
  • Lead alarm — no heartbeat in 9 daysalert

The reason we found an alarm that had been dead for weeks

This is a sample, not a menu — every business is different, and most of what we build ends up custom. If the thing eating your week is not on this list, it is still the same job: find it, build it, watch it.

I want these running in my school

Who this is for

Want us to look at yours?

We will look at how enrollments reach you and what happens to them, how your team handles the call, and where money goes out that should not. Then we tell you which part is costing you the most and what we would do about it. You keep that whether or not we work together.

  • Music, dance or performing-arts schools
  • One location or several
  • Anywhere in the US — this is not local work
  • You already have students coming in and are losing some of them
  • Brand new, with no enrollment yet — fix demand first, and we will say so
  • Unwilling to let anything change about how the front desk runs

Your growth systems are built, live, and working within 30 days — or you do not pay the setup.

Question 1 of 7

How many new inquiries do you get in a month?

Calls, texts and form fills from people who are not customers yet. A rough number is fine.