Run your music, dance or art classes like a calm, well-kept studio
One kit for the whole studio office: timetable and fill rate, fees and policies, trials and enrolment, registers and progress, safeguarding, teachers, shows and the monthly numbers. Built for class-based creative studios anywhere in the world.
- A 15-sheet Class Manager Workbook with fill rate per class, term billing and arrears, make-up credits, consent flags, teacher check alerts, a show countdown and a traffic-light dashboard
- 4 fillable PDF files holding six forms: enrolment and consent, trial feedback, progress report, recital participation and costume, incident report and teacher observation
- 52 ready-to-edit parent and student messages, a handbook with five studio policies, a safeguarding policy starter and a teacher agreement discussion sheet
- A 6-page print pack for the wall and the show kit, a studio year calendar with a show countdown, and 30 AI prompts with privacy rules
The Music, Dance and Art Class Manager · Bodhih Pro Kits · 283 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do I run a music, dance or art class business?
Build the timetable from capacity and fill rate, set fees from your costs with written policies, follow up every trial within two days, keep consent and background checks on file, plan shows six months out, invite re-enrolment with a hold date and read a few numbers monthly. The Music, Dance and Art Class Manager from Bodhih Training gives you every tool for it.
Want the full free guide first? Read How to Run a Music, Dance or Art Class Business, Step by Step.
You already feel the problem. Here is what it is costing you.
Busy every night, money always tight
Some classes are full with a waiting list while others run half empty in the same room for the same rent. Without fill rate and revenue per class hour for each class, you cannot see which is which.
Forty versions of the same conversation
Refunds for holidays, make-ups, sibling discounts and late fees get negotiated family by family. A written policy, applied the same way to everyone, ends most of it kindly.
Trials that never hear back
Open days fill the room and the sign-up sheet goes missing. Families who would have enrolled with one friendly message two days later simply drift away.
Consent, checks and collection in a box file
Photo consent, medical notes, who may collect which child and when each teacher's check expires are the records you need most on the day you least expect it.
A show planned in five weeks
Costumes arrive late, nobody asked the venue about licences and a parent films children whose families said no photos. A countdown from six months changes the whole experience.
Picture the next few weeks with the kit open beside you.
Imagine a Monday morning a month from now. You open the dashboard with your coffee and see the studio in one view: fill rate by class, fees still owed, which trial families need a follow-up and which teacher's first aid expires in June. Two cells are red. You fix those first, and the rest of the morning is yours.
When a family asks about a missed class, you open the handbook and read them the same make-up rule every family agreed to. When a new parent asks whether their daughter can start on Tuesday, you check the consent column before you say yes. When a space opens in the full Street Dance class, the waiting list tells you who to offer it to, in order, in writing.
As you plan the summer show, the countdown is already running from the date you typed on Settings. Costume forms went out three months ahead, the venue confirmed its licence in writing, and the photographer has the consent list and a quiet badge colour key so no child is singled out.
Whether you start with the timetable tonight or the safeguarding card tomorrow morning, every file arrives with sample rows from one fictional studio, so you can see what good looks like before you type a single name of your own.
21 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
The Music, Dance and Art Class Manager (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: studio map
The whole studio job in ten steps with the file to open at each, your first hour, your first week, a Brand it in five minutes box and a 30/60/90 day plan.
Class Manager Workbook
15-sheet workbook: settings with fee bands and policies, timetable with fill rate, room clash and teacher cost share, student register with consent flags, enquiries and trials, waiting list, term billing with arrears, attendance with make-up credits, progress records, teacher register with check alerts, show planner, inventory, re-enrolment, monthly P and L and a traffic-light dashboard with four charts.
Class price, fill rate and teacher cost calculator
8-sheet calculator for one class: term revenue, teacher cost share and contribution, breakeven students and fees, a price-by-enrolment grid, a format comparison from one-to-one to workshops, and two charts.
Student enrolment and consent form
Four-page fillable form for every new student: details and contacts, classes and fee terms, health and collection, photo and video consent and declarations.
Trial class feedback and progress report forms
Four-page fillable pack: a trial class feedback and offer sheet the teacher completes on the day, and a termly progress report for students and families.
Recital participation and costume form
Three-page fillable form for shows, recitals, concerts and exhibitions: participation, rehearsals and tickets; costume sizes and fees; show-day consent, collection and volunteer offers.
Incident report and teacher observation forms
Four-page fillable pack: an incident and accident report with follow-up, and a teacher observation sheet with scored practice areas and an agreed development point.
Parent and student handbook with studio policies
Brand-ready handbook with five one-page policies (fees, make-ups and cancellations, joining and leaving, behaviour, photos and social media) plus safety, collection, uniform, shows and complaints.
Class message library
52 ready-to-edit messages in 8 groups: enquiries and trials, enrolment, fees, absences and make-ups, progress, shows, re-enrolment and difficult conversations with parents.
Safeguarding policy starter for classes with children
A brand-ready starter policy for music, dance, drama and art classes: roles, safer recruitment, code of conduct, one-to-one and online lessons, shows, what to do if worried, allegations and records. Adapt with your local safeguarding rules and professional body.
Teacher agreement discussion sheet
A plain-words discussion sheet to agree role, pay, standards, safeguarding, intellectual property and notice with a teacher, assistant or accompanist, ready for a lawyer to formalise.
Recital, concert and exhibition programme template
Brand-ready programme: welcome note, running order in two acts, art exhibition list, thank-yous and audience notes on filming, exits and collection.
Worked example pack: a dance and music studio
One fictional composite studio with 180 students in 22 weekly classes, shown through completed forms and workbook views: timetable decisions, enrolment, trial follow-up, progress report, billing, attendance, teachers, observation, incident, show plan, re-enrolment and the year's numbers.
AI prompt pack for studio owners
30 tool-agnostic prompts in 8 groups (offers and timetable, enquiries and enrolment, fees and policies, progress reports, families and newsletters, shows, teachers and admin, numbers and retention), each with what to paste in and what to check.
Class format decision card and mistakes to avoid
Which format for which job, ten 'if this happens, do this' rules, and 15 mistakes studio owners make with what to do instead.
Numbers that matter: studio KPI card
Eleven studio numbers with plain definitions, exact formulas, where they live in the workbook, worked example values and what to do when they move.
Studio rules by country: correct at November 2026
Dated orientation on safeguarding checks, photos and children's data, music and performance licensing, consumer rules, child performers and exam boards, with where to check.
Studio print pack
Six A4 pages for the wall and the show kit: studio rules poster, class sign-in sheet, safeguarding who-to-call cards, recital backstage checklist, parent pick-up rules and show badges with a quiet colour key.
Studio year calendar with show countdown
46 events across one studio year from Monday 4 January 2027: term starts and ends, fee due dates and reminders, monthly closes, trials, progress reports, re-enrolment, teacher checks and a Summer Showcase countdown. Import into Google, Outlook or Apple Calendar, then move dates to match yours.
Studio set-up and operations task board
34 set-up and operations tasks with list, owner, due day, priority and the kit file to use. Import into Trello, Asana, Notion, Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + printable PDF + ICS + CSV
- Files
- 21 files plus a one-click ZIP
- E-book
- 67 pages
- Works with
- Excel, Google Sheets, LibreOffice, Word, Google Docs, Adobe Acrobat Reader, Preview, Google, Outlook and Apple Calendar, Trello, Asana, Notion
- Best for
- Music, dance, drama and art studios with 20 to 400 students
The Studio That Runs on Saturday Mornings
Why a class studio needs a method rather than a busy diary, and the ten-step loop that repeats every term.
Offers and Formats That Fit Your Studio
One-to-one, small groups, term classes, drop-ins, camps, workshops and optional exam pathways, compared per teaching hour.
Timetable, Rooms and Class Sizes
Capacity from room, ratio and teaching quality; fill rate, revenue per class hour and room clashes; merging, moving or adding classes.
Fees, Terms and Studio Policies
Term fees, subscriptions and packs, fee bands, sibling discounts, five one-page policies and a kind, fixed rhythm for chasing fees.
Enquiries, Trials and Enrolment
Enquiry replies, trial classes, two-day follow-up, enrolment with consent and collection on file, and a fair waiting list.
Attendance, Make-ups and Progress
Four register marks, make-up credits, calling home after unexplained absences, and a level and a note for every student each term.
Safeguarding, Safety and Insurance
Safeguarding lead, policy, background checks, photo consent, collection rules, incidents, studio safety and insurance.
Teachers: Hiring, Agreements and Observation
Fair hiring, written agreements with advice on status, checks before the first class, teacher cost share and supportive observation.
Recitals, Shows and Exhibitions
A six-month countdown for recitals, concerts and exhibitions: venue, licences, forms, costumes, rehearsals, programme and backstage safety.
Retention, Re-enrolment and Marketing
Re-enrolment with a hold date, chasing silence, leaving reasons, open days, trials, reviews and local partnerships.
The Numbers and AI in the Studio Office
Eleven numbers, the monthly close, the August gap, and AI for timetables, reports and newsletters with no children's data.
Grace's Year in Numbers
Grace's year in the workbook's own numbers, and what she does next.
The Studio Year at a Glance
The studio year month by month, with a once-a-year checklist.
Not just reading. Tools you will actually open again.
Start here
- 00-Start-Here-Studio-Map.pdf: the whole job in ten steps, your first hour, your first week, a Brand it in five minutes box and a 30/60/90 day plan
- The e-book: The Music, Dance and Art Class Manager, with a running worked example, 21 illustrations, charts and story strips
Workbooks
- Class-Manager-Workbook.xlsx: 15 sheets including Settings with fee bands and policies, timetable with fill rate and room clash check, students with consent flags, enquiries and trials, waiting list, billing with arrears, attendance with make-up credits, progress, teachers with check alerts, shows, inventory, re-enrolment, monthly P and L and a dashboard with four charts
- Class-Price-Fill-Rate-and-Teacher-Cost-Calculator.xlsx: 8 sheets for one class: contribution, teacher cost share, breakeven students and fees, a price-by-enrolment grid, format comparison and fee split
Forms
- Student-Enrolment-and-Consent-Form.pdf: details, fees and terms, health and collection, photo and video consent
- Trial-Class-Feedback-and-Progress-Report-Forms.pdf: trial feedback with an offer, follow-up note and a two-page termly progress report
- Recital-Participation-and-Costume-Form.pdf: taking part, rehearsals, costume sizes and fees, show-day consent and collection
- Incident-Report-and-Teacher-Observation-Forms.pdf: a two-page incident report and a two-page teacher observation
Word templates
- Parent-and-Student-Handbook-with-Studio-Policies.docx: five one-page policies plus safety, uniform, shows and complaints
- Class-Message-Library.docx: 52 messages from enquiry to re-enrolment, including difficult conversations with parents
- Safeguarding-Policy-Starter.docx: roles, safer recruitment, code of conduct, one-to-one and online lessons, shows and concerns
- Teacher-Agreement-Discussion-Sheet.docx: role, pay, standards, intellectual property and notice, ready for a lawyer
- Recital-Programme-Template.docx: welcome, running order, exhibition list and audience notes
- Worked-Example-Pack-Dance-and-Music-Studio.docx: one fictional studio with 180 students, every main form and sheet filled in
- AI-Prompt-Pack-for-Studio-Owners.docx: 30 prompts with what to paste in and what to check
Cheat sheets
- Class-Format-Decision-Card-and-Mistakes-to-Avoid.pdf: which format for which job, ten if-this-then-that rules and 15 mistakes to avoid
- Numbers-That-Matter-KPI-Card.pdf: 11 studio numbers with exact formulas and what to do when they move
- Studio-Rules-by-Country-Correct-at-November-2026.pdf: safeguarding checks, children's data, music licensing, consumer rules and exam boards, with where to check
Print pack
- Studio-Print-Pack.pdf: 6 A4 pages: studio rules poster, class sign-in sheet, safeguarding who-to-call cards, backstage checklist, pick-up rules and show badges
Calendar and import
- Studio-Year-Calendar.ics: 46 events across a studio year with fee reminders, monthly closes, re-enrolment and a show countdown
- Studio-Task-Board.csv: 34 set-up and operations tasks for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to see the fill rate, revenue per class hour and teacher cost share of every class on one sheet
- You will be able to set fees from your costs and publish five clear, kind studio policies
- You will be able to follow up every trial within two days and enrol students with complete consent and collection records
- You will be able to track attendance, make-up credits and progress for every student, and send honest termly reports
- You will be able to name a safeguarding lead, log every teacher's checks and act on a concern in the right order
- You will be able to plan a show or exhibition from six months out, including licences, costumes and photo consent
- You will be able to run re-enrolment with a hold date and read the reasons families leave
- You will be able to close each month, spot the August gap early and use AI for drafts without sharing children's data
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Classroom Management & Teaching Judgment
Take the assessment →AssessAll assessmentCustomer Interaction Judgement — Contact Centre
Take the assessment →AssessAll assessmentSmall Business Operating Decision Assessment for Shop, Service and Studio Owners
Take the assessment →JobularyTurn what you learn into a measured development plan (Jobulary)
Make it a growth plan →A taste of Chapter 2
Capacity is the most students a class can take. Set it as the lowest of three numbers: the room limit (space, floor area, fire safety and what your landlord or insurer allows), the ratio your training, insurer and local rules set for that age group, and what you can teach well. A sprung floor of 70 square metres may hold 18 children for street dance but fewer for a ballet class using the barre. Online classes have a capacity too: the number of faces you can see on one screen while a second adult watches the chat. Fill rate is enrolled students divided by capacity. It is the single most useful number on a timetable, because it shows where the room and the teacher are working for you and where they are not.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Timetable | A list of classes and times | Capacity, fill rate, revenue per class hour, teacher cost share and room clash check per class |
| Fees | A price list | Fee bands on Settings, term fees per student, billing with arrears status and a reminder rhythm |
| Families | A few email templates | 52 messages including fee, show and difficult conversations, plus a handbook with five policies |
| Safety | Not covered | Consent flags, teacher check alerts, a safeguarding policy starter, incident form and who-to-call cards |
| Shows | A to-do list | A countdown that moves with the show date, participation and costume form, programme and backstage checklist |
| Country rules | Assumes one country | A dated sheet naming official sources for several countries |
Made for you if…
- Music teachers running private lessons and group classes from a studio, home or online
- Dance school and studio owners with one to ten teachers
- Drama clubs and musical theatre schools in rented halls
- Art and craft studios running children's clubs, holiday camps and adult evening classes
- Studio managers and office staff who keep the registers, fees and forms
- Teachers starting their first class business who want the systems right from day one
Probably not for you if…
- Academic tutors (see the Teachers and Tutors kits) or trainers running adult professional workshops (see The Group Programme and Workshop Kit)
- Anyone looking for a teaching method, syllabus or exam preparation guide: this kit covers the business and the office
- Studios wanting legal sign-off: the templates are starting points for your lawyer, safeguarding adviser and insurer
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Open the Start-here map and give it one hour
Type your studio name on Settings, add your classes and read the fill rate column before the end of the evening. Whether you begin with the timetable tonight or print the safeguarding card first thing tomorrow, the studio office will feel lighter by the weekend.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
What buyers say
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The Music, Dance and Art Class Manager: FAQs
Read the free guideAlready bought? Resend my linkDoes it work for a solo music teacher as well as a dance school?
Yes. The workbook handles one-to-one lessons, small groups and large classes, and every sheet works with one teacher or ten. A solo teacher can ignore the teacher agreement and observation forms and still use the timetable, billing, registers, progress and re-enrolment sheets.
Can I use this with my staff?
Yes, within your own studio under the personal licence: share the forms, print pack and templates with your teachers, assistants and office staff. Company and multi-site licences are available from solutions@bodhih.com.
Does it work in my country?
The method is universal and the workbook works in any currency. Safeguarding checks, consumer rules, data protection and music licensing differ by country, so the kit keeps those specifics in a dated sheet naming official sources for several countries. Always check your local rules, professional body and insurer.
Is this legal or safeguarding advice?
No. The kit is educational business guidance. The safeguarding policy, handbook policies and teacher agreement are starting points to adapt with your local safeguarding authority, professional body, insurer and lawyer. It covers business and admin only, not teaching method, and makes no claims about exam results.
How do I work out what to charge for classes?
Start from costs, not from competitors. The calculator shows what one class needs to cover its teacher, room and admin, the breakeven number of students, and how fee and enrolment change the result. Then set fee bands on the Settings sheet so every class's term fee calculates the same way.
What is a good fill rate for a class?
There is no universal figure, and the kit does not invent one. Set your own target from your first eight weeks of records and a warning level below it. The workbook flags classes below the warning level so you can merge, move or market them.
How should a studio handle photo consent for children?
Ask families to choose uses on the enrolment form, record the choice on the student register, never exclude a child who has no consent, and brief any photographer with the list. The print pack includes show badges with a quiet colour key so no child is singled out.
Can I measure my starting point before I begin?
Yes. Three AssessAll assessments fit this kit: Classroom Management and Teaching Judgment, Customer Interaction Judgement: Contact Centre, and the Small Business Operating Decision Assessment for Shop, Service and Studio Owners. They are separate products and not included in the kit.
How do I turn what I learn into a development plan?
Use the Jobulary individual development plan to set goals for yourself or your teachers, link each goal to a number on the KPI card, and review it each term alongside the dashboard.
What if a file does not open?
Every workbook opens in Excel, Google Sheets and LibreOffice, and every form in any PDF reader that supports fillable fields. Digital kits are non-refundable once downloaded, but if a file is corrupted we fix or replace it, and you can write to solutions@bodhih.com.
How much does The Music, Dance and Art Class Manager cost?
₹999 including 18% GST for buyers in India, or $29 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
