An owner's week is money, people and time: who has paid, who is about to stop coming, who is teaching what, and whether the numbers add up at the end of the month. DanceFlow keeps all three in one place, so the answers are a glance rather than an evening.
Packages and balances Teacher pay Renewals Students drifting away Showcases ReportsAn example with invented names.
With DanceFlow: Every package counts itself down as lessons are completed, a double lesson draws two, and the balance is on her profile for anyone at the desk to read.
With DanceFlow: A lesson taught without a package is listed as owed, by date. The next package pays it first, or you settle it as paid, on the house, or not taught.
With DanceFlow: Renewals ranks who needs a conversation, and the drifting list shows who has gone quiet, with a dated reminder to call them.
With DanceFlow: Calculate pay shows every lesson counted, and every lesson it could not price, before anything is recorded.
With DanceFlow: Find cover lists the teachers who are actually free for each lesson, hands the lessons over, and tells each student once.
With DanceFlow: Tickets, guests and routine fees sit in one list of due, paid and still owed, and it exports to a spreadsheet.
Nothing here is a special mode. It is what the screens show on an ordinary week.
Outstanding invoices, booking requests waiting for an answer and unread messages sit at the top, with any note pinned for the whole staff.
A weekly meeting note with five fixed headings that saves as you type. Follow-ups get an owner and a tick, and carry into next week's note.
Each payment is recorded by tender under the studio's own business date, with who took it. A mistake is voided with a reason and stays visible, struck through.
His lessons show as needing cover, with the teachers free at each time. Hand them over and the students hear about it once.
Renewals lists who is nearly out of lessons or about to expire. A season plan on a student's profile shows how many lessons they need before their next competition, which is the honest reason to renew.
A studio event flags the lessons it clashes with as needing a new time instead of deleting them. The running order, the RSVPs and who has paid for a routine are on the event.
Run teacher pay for the period, check lessons paid for but not yet taught, and export the reports your accountant asks for to PDF, Excel or CSV.
Sell a package and each lesson draws from it as it is taught; a double lesson draws two. A lesson taught without a package shows as owed on the student's profile, and the next package they buy pays it first. If a lesson turns out to be a no-show, the credit goes back on its own.
Renewals lists the students whose packages are nearly used or about to expire. The drifting list shows the ones who have gone quiet, with a reminder to call them. A student's season plan shows the lessons they need to reach their next competition, which is the most honest reason to renew there is.
Teachers see their own week and their own students. Owners see the whole studio, teacher pay for the period, the showcase running order and who has paid for their routine, and an activity log of who changed what.
The same studio in both places, so a change made on one is on the other.
Roles decide this, not trust. A teacher cannot stumble into the studio's money.
A setup checklist on Home walks through the first steps and ticks them off as you go.
Name it and choose its web address. Then set opening hours per weekday, lesson lengths, dance floors, time zone and your cancellation policy.
Each teacher gets a ten-character access code, read down a telephone without the letters that get confused. You never see or set anybody's password.
Import students, families, package balances and money owed from a spreadsheet, or add them by hand. What moving over involves.
A package is a count, a price, an optional expiry and what it may be spent on. A membership is a recurring price that produces invoices.
The studio can run on DanceFlow before a single student has signed in. Students and families join with their own codes.
Yes. Every sale and payment records the person who took it, and voids record who voided them and why.
No. Teachers see their own lessons, students and pay. Studio totals, other teachers' pay and the activity log are for owners and admins.
A teacher can work at several studios with one account. Each studio keeps its own students, money and settings.
Where the studio connects its own Stripe account, yes, and the money goes to the studio with nothing taken by DanceFlow. Without Stripe, students see your payment instructions and a way to message you.
Yes, and they are off until you switch them on. Lesson reminders go by email or text, 24 or 2 hours before, and notices go by email when a lesson is booked, moved or cancelled. A studio turns each one on in Settings, under Messages, and texts go only to people who have agreed to them.
Daily cash, the staff report, the marketing report, renewals, attendance, lessons paid for but not yet taught, receivables by age, and the activity log, among others. Most reports export to PDF, Excel or CSV.
Not yet. More than one location in a single studio account is on the list of things not built. A teacher who works at two studios can use one login for both.
DanceFlow is one system for the whole of ballroom: the studio, the independent teacher, and the competition.
Studio management Season planning Switching to DanceFlowDanceFlow is in early access, and we are working closely with the first studios and organizers using it.