DanceFlow
For studios and teachers

Season planning for ballroom students

Every good teacher plans a student's year: a competition in November, the spring showcase, a medal test before summer. Usually that plan lives in their head, which means the student never sees it, the budget is a guess, and nobody notices the package running out three weeks before the competition.

Competitions and showcases Heats and scholarships Budget Time away Lesson forecast Season review

2026–27 season

Change the pace, add a holiday

Lessons a week

Autumn Open · Nov 20–22

  • Pro-Am · Smooth · Waltz, Tango, Foxtrot · 3 heats
  • Scholarship · Pro-Am · Smooth · Waltz, Tango, Foxtrot, Viennese Waltz · 1 heat
  • Pro-Am · Rhythm · Cha Cha, Rumba · 2 heats

6

heats

1 scholarship

$740

entries and travel

87

lessons to get there

20 lessons paid for · 67 more needed to hold the pace

An example with invented names.

In practice

A season, from the first conversation to the review

  1. August

    The goals conversation

    James and his teacher agree the season: the Autumn Open in November, the spring showcase, a Bronze medal test before summer, and two weeks away in December.

  2. August

    The entries

    For the Autumn Open: Pro-Am Smooth, the dances and how many heats, and a scholarship marked as a scholarship. The heats and entry fees add up on their own.

  3. September

    Will the lessons last?

    At two lessons a week, leaving out his weeks away, the plan shows the day his paid lessons run out, and how many more hold the pace to November.

  4. October

    The deadline

    The Autumn Open is still only planned and its entry deadline is close, so it is flagged. It shows as entered once the entry exists.

  5. November

    Results

    The result goes beside each category, and the plan shared with James shows it too.

  6. Review date

    Looking back

    A reminder arrives on the review date to go through goals, competitions and budget again, then the season is marked finished and the next one starts.

In detail

What they dance at every competition

A season is made of dates, and a competition date is made of entries. For each one, record the category, whether it is Pro-Am or Amateur, the style, the dances and how many heats, and mark a scholarship as a scholarship. The season adds up the heats and the entry fees on its own, and afterwards you write the result beside each category.

  • Competitions picked straight from the calendar, with their dates filled in
  • Your own showcases, workshops, camps and medal tests on the same timeline
  • Entry deadlines flagged while the competition is still only planned

Will the lessons they have paid for last?

Set a pace, two lessons a week, and DanceFlow works out how many lessons the season needs, leaves out the weeks they are away, takes off anything they owe, and tells you the day their paid lessons run out. "Six more lessons to hold the pace to the Autumn Open" is an honest reason to buy a package, and a far better one than a discount.

A plan the student can see, when you decide

Plans are private to the studio until a teacher shares one. A shared plan shows the student and their family the season, what they are working toward, what they are dancing and their results. It never shows the budget, the costs or the teacher's own notes.

  • A couple's plan shows on both partners' profiles
  • A review date, with a reminder, to go through goals, competitions and budget again
  • Studios can see who is planning a competition and who is not entered yet
Who sees what

What the student sees

Before you share
Nothing. Plans are private to the studio.
After you share
The season, the goals, what they are dancing and their results. On both partners' profiles for a couple.
Never
The budget, the costs, entry fees and the teacher's own notes.
Questions

Common questions

Can students see the budget?

No. A shared plan shows the dates, the dances and the results. Budgets, costs, entry fees and staff notes stay with the studio.

Does it enter students into competitions?

Entries are made in the competition itself. The season plan is where you decide what to enter and track whether it has been done, and it shows a competition as entered once the entry exists.

What happens at the end of a season?

Mark it finished. It moves under past seasons with its results, and you start the next one.

Who can make a plan?

The studio's staff. A student reads a plan once a teacher shares it.

Does it work for students who do not compete?

Yes. Showcases, workshops, camps and medal tests go on the same timeline, and the lesson forecast works the same way.

Part of the same platform

DanceFlow is one system for the whole of ballroom: the studio, the independent teacher, and the competition.

Syllabus tracking Lesson diary Competitions
Early access

Plan a season

DanceFlow is in early access, and we are working closely with the first studios and organizers using it.