Dance school software that knows styles and seasons
Ballet, show dance and hip-hop, the same child in three groups, and a season that culminates in a big stage show: Klubio keeps a dance school's students, tuition and performances in one system.
14-day free trial · No credit card required
In a dance school one child attends several groups
What makes a dance school special is the multitude of styles. The same student may attend ballet, show dance and acrobatics: three groups, three schedules and often three different fees. In a spreadsheet that means the same name in three places and an invoice that requires mental arithmetic. On top of that, students move up by age and level, and new intakes start every autumn.
And then there's the season's peak: the spring show or Christmas concert with the whole school on stage at once. Rehearsals, costumes, tickets and hundreds of parents' questions, while ordinary teaching and billing must carry on beside it all. Klubio is built so both halves, the everyday teaching and the season on stage, fit in one system.
From styles to the spring show
Groups by style and level
Ballet, show dance, hip-hop and acrobatics: each style with its own groups, teachers and schedule. The same child can be in several groups at once.
One invoice, several groups
If a child attends three styles, the family gets one invoice with all the group fees, not three separate papers.
Attendance in every class
The teacher marks participation in the app with a couple of taps, even in a hall class of thirty.
Performance logistics
Rehearsals into the calendar, costume fees as one-off invoices to performers, and show information straight to parents by app notification.
Tuition and family discounts
Invoices go out automatically, siblings get tiered discounts and a mid-month joiner can get an exception.
Admissions and new intakes
New students register through an application form on the website; full groups grow waitlists and a new intake opens in minutes.
How Klubio starts working in a dance school
Styles intersect: the system keeps track
A dance school's timetable is a matrix: styles by age groups by halls. In Klubio every group is its own unit but the student is one: their card shows every group they attend, and the family gets it all on one invoice. When a child changes style or moves up to the advanced group, it's one group change that carries the schedule and fee along.
Show season without chaos
The spring show means extra rehearsals, costumes and hundreds of details. In Klubio rehearsals go into the calendar as separate events, kept distinct from regular classes in attendance, the costume and ticket fee is issued as a one-off invoice to exactly the performers, and every change reaches parents by app notification. In show week the director sees in one view who has paid and whose rehearsal attendance is slipping.
Teachers teach instead of administering
A dance teacher's day runs between halls and groups. In the app they carry only their own world: today's classes, group rosters and attendance marking. In the evening nobody fills in a spreadsheet. What the teacher marked during the day is already in the school's statistics and billing.
Autumn admissions planned from numbers
In spring Klubio shows which groups were full, where the waitlist grew and how participation shifted by style. If hip-hop couldn't take everyone who applied while ballet had places left over, the autumn timetable decision is already half made. The application round can open before the summer break, while families are still inside the school year.
Show month in a dance school of 250 students
Four styles, fifteen groups, the show at the end of the month in the culture centre. In Klubio it looks like this:
- Extra rehearsals go into the calendar across three weeks: 250 families' schedules update and notifications reach the app automatically.
- The €30 costume fee is issued as a one-off invoice to 210 performers; reference numbers match the payments on their own.
- A child in both ballet and show dance is in two rehearsal schedules. The family sees both in one app and pays with one invoice.
- In show week the director exports performer lists by group for the stage director: two clicks, not two evenings.
A show month that used to mean paper sheets taped to mirrors and endless messages is a calendar, invoices and notifications in one place.
See how these pieces work in detail
- InvoicingAutomated membership invoices, reference numbers, bank statement import and a debtor overview.
- Members & groupsYour whole membership, training groups, applications and contracts in one database.
- Schedules & attendanceTraining calendar, attendance marking and shared schedules for coaches.
- App for parents & athletesSchedules, invoices and notifications in the iOS and Android app, with the whole family on one account.
- Accounting integrationTwo-way sync with Merit Aktiva, Excellent Books, SmartAccounts and SimpleBooks. Invoices and payments move on their own.
Frequently asked questions
Can the same child be in several groups?
Yes. That's the normal dance school pattern. A child can be in ballet, show dance and acrobatics at once; each group with its own schedule and fee, but the family gets one invoice and one app view.
How do we bill costumes and performance fees?
As one-off invoices to exactly the performers. Costume, ticket or festival fees don't interfere with the group's monthly fee, and payments match automatically by reference number.
Can rehearsals be distinguished from the regular schedule?
Yes. Rehearsals and performances are separate event types in the calendar. Attendance statistics and attendance-based billing count only the right sessions.
Does Klubio suit a small dance studio?
Yes. A studio with two groups pays the least, and it will only outgrow the system if it ever grows. The same billing and the same app work for thirty students and for three hundred.
How do parents stay on top of show information?
Every announcement goes as a app notification to the parent app: rehearsal times, costumes, call times. Anyone not using the app sees the same on the web.
How does a dance school migrate to Klubio?
Export your student list as a spreadsheet or give us access. We import students and groups for free, and a personal manager helps set up the billing rules. Most schools start within a week.
What does Klubio cost for a dance school?
Pricing depends on the number of students and starts at €20/month. Billing, schedules, attendance, apps and the accounting integration are all included. Start with a 14-day free trial.
Run your club the smarter way.
Join clubs who've ditched the spreadsheets and brought their operations into one modern platform.
