Dance school and zumba studio software

How does a dance school plan courses by level and term?

A course is a class at one level, on set days, with the same group for a whole term. On the calendar it is a recurring series running from the first day of the term to the last, and each session is given a level: Beginner, Intermediate or Advanced. A student who enrols is added to the series with a standing seat, so they never have to book again each week.

• A course is opened as a recurring series from the start to the end of the term; a series spans a year at most
• The student is added with a standing seat: their place is ready in every session
• A student whose package is not entered yet is held as Awaiting Package
• If the instructor changes, the edit applies to that session only, or to it and the ones after

How does a dance school set up term enrollment, monthly packages and drop-ins?

Term enrollment is a Credit package granting as many classes as the term holds and ending with the term. For a student who takes more than one dance style, a monthly package is a Credit package with those classes in its scope. In open classes such as zumba, a drop-in is a one-credit Credit package and monthly unlimited attendance is sold as a Duration package.

The class counts and lengths in the table are examples. Keeping a term package valid a few days longer than the term leaves room to make up a class missed in the last week.

How do booking and capacity work in zumba classes?

A zumba class works not like a course but like an open group class: the student picks that week’s class themselves and joins the waiting list once it is full. Capacity is the number of people who can move freely in the room. The class is usually opened as All Levels, so a newcomer books their first class without running into a level warning.

• The student books a place from their own phone and joins the waiting list of a full class
• When a place opens, the offer goes to the first student on the list, who accepts within the time set
• On a drop-in package the credit is held at booking and used once attendance is taken or the class takes place; on monthly unlimited no credit is counted
• Class reminders go out by WhatsApp or push notification

How is a missed course class made up?

The make-up happens in another group’s class at the same level. With the package’s make-up permission switched on, a credit canceled inside the rule returns to the make-up pool and the student spends it on another session the package covers. When the same course’s group on another day or time is in the scope, the student catches up on the missed topic there. Classes the studio cancels return their held credits straight to the package.

• A make-up credit is used in the classes its package covers
• Adding a course’s parallel groups to the scope gives the student a make-up at the same level
• Booking into a group that does not match the student’s level stops with a warning
• Classes on days blocked for a holiday return their held credits straight to the package

A make-up credit is bounded by the package’s own validity: when the term ends, unused make-up credits end with it.

How does a dance school move to software?

The cleanest move happens at the start of a new term, since course groups and enrollments are set up again that day anyway. Dance styles, rooms and instructors come first, then the term and monthly packages. Courses are opened as recurring series for the whole term, and students are brought over with their packages and added to their groups with a standing seat. The link goes to students last.

1. Define the dance styles, rooms and instructors

   Open each class - salsa, bachata, contemporary, zumba - on its own, and add the instructors with their pay models.

2. Set up the term and monthly packages

   Define term enrollment, monthly packages and drop-ins as Credit or Duration packages, with the classes each one covers.

3. Open the courses for the term

   Save each course as a recurring series to the last day of the term, with its day, time, room, instructor and level.

4. Bring students over and seat them in their groups

   Move the student list across with the help of Dakik’s team, then add each student to their course’s series with a standing seat.

5. Send students the link

   With the invitation email students enter their own panel, add it to their phone, book open classes and plan make-ups.

How do you run a dance school and zumba studio in Dakik?

In Dakik courses sit on the calendar as recurring series for the term, and zumba and one-off classes as open sessions. Term enrollment, monthly packages and drop-ins are defined as Credit or Duration packages, with the cancellation, make-up and freeze rule written on the package. Students pick classes and plan make-ups from their own panel; instructor pay is calculated from attendance on its own.

• Session level: All Levels, Beginner, Intermediate or Advanced
• A recurring series spans up to a year, and a student is added with a standing seat
• Group capacity of 1 to 200; a private class holds 1 and a duo class 2
• Three make-up permissions: the credit is lost, rescheduled, or returned to the pool
• Five pay models: Monthly Fixed, Weekly Fixed, Per Class, Per Participant and Revenue Share

Courses and conflict checks: Schedule

Term and monthly packages: Member Packages

The cancellation rule and freezing: Make-up Pool and Freeze

Instructor pay: Instructor Pay

In depth in the guide: Make-ups and Freezing

Frequently asked questions