Changing systems is the part studios dread, and the honest answer is that it takes an afternoon of setup and a couple of weeks of running both. This page says what moves across, what does not, and how to do it without a bad Monday.
Spreadsheet import Checked before saving Run side by side No setup feeStudents from your old system
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2 of 4 ready to import, the rest are flagged before anything is saved, not after.
An example with invented names.
With DanceFlow: Imported from a spreadsheet, with first and last names kept apart and guardians linked to their children.
With DanceFlow: Imported as an opening balance: one unpaid invoice per student.
With DanceFlow: Imported, so recurring invoices carry on.
With DanceFlow: Imported from a spreadsheet: balances as prepaid packages (the package, lessons left and expiry), and past lessons as history, with no credit drawn.
Hours, lesson lengths, floors, packages and policies. Add teachers and hand out their codes.
Students and families from the spreadsheet, then money owed as opening invoices.
Import each student's package balance from your old system's export, or enter the few that are missing by hand.
New bookings go into DanceFlow while the old system finishes the lessons already in it.
On a quiet day the front desk moves over, and you invite students and families.
Export your students from your current system as a spreadsheet and import them. Columns are matched by name, and every row is checked before anything is saved, a mistyped email or a phone number with three digits is flagged for you to fix, not quietly imported.
Lesson history comes across from a spreadsheet as history: past lessons with no credit drawn and no money posted. Payments stay in the old system. Balances come across too: each student's package, lessons left and expiry are imported as prepaid packages, checked in a preview first, with no money posted twice.
Most studios book the coming weeks in DanceFlow while the old system finishes the current ones, then switch the front desk over on a quiet day. Teachers only need the app and a code from the studio.
Any spreadsheet saved as CSV. Download our template first if you would like to see the columns we read.
Students, families and guardians, package balances, outstanding balances, membership plans, or memberships. Do students first, since the rest match against them.
Columns are matched by name where they can be, and you pick the rest. Yours do not have to match ours.
Every row is validated before anything is saved. A mistyped email or a short phone number is flagged for you to fix, and an existing student is recognized rather than duplicated.
The import history shows what came in and when.
No. DanceFlow is free for studios during early access, and help getting set up is included.
An afternoon to set up teachers, packages and students, and a week or two of running both systems before switching over.
Not until you invite them. The studio can run on DanceFlow before a single student has logged in.
Owners and admins can download the whole studio as one Excel workbook, the roster exports to CSV, and most reports export to CSV, Excel or PDF, so your records are never locked in. Accounts can be deleted from inside the app.
Yes. Help getting set up is included, and during early access we work closely with each studio moving over. Get in touch.
DanceFlow is one system for the whole of ballroom: the studio, the independent teacher, and the competition.
Studio management For teachers Lesson diaryDanceFlow is in early access, and we are working closely with the first studios and organizers using it.