Music School CRM
Because individual lessons depend on the instructor's availability and group lessons on room capacity, a single postponement shifts the whole week; and students who come to a trial lesson and do not enrol are not followed up at all.
A lesson is a record with instructor, room and time fields. When a postponement is made, the affected lessons are listed; a missed lesson moves to awaiting make-up.
- Track which stage each student is at, from the trial lesson through to firm enrolment
- Plan individual and group lessons together with instructor availability and room/studio assignment
- See each instructor's instrument, weekly timetable and student load in a single list
- Track monthly fees, course package and instrument sale payments on an instalment basis
- Send lesson reminders, timetable changes and concert announcements over WhatsApp
| Student Enrolment Management | From the trial lesson to firm enrolment, the same student record moves through its stages; how many candidates are waiting at which step is read from the stage report. |
|---|---|
| Lesson Timetable Planning | A lesson is a record with instructor + room + time fields; the clash rule is defined during setup, and the timetable appears on the calendar. |
| Instructor Management | An instructor is a user record; the instrument and the weekly availability sit in its fields, and the student load comes out of the number of lesson records. |
| Payment and Instalment Tracking | Membership fee, package and instrument sale lines are kept under the student card; the remaining balance is calculated from those lines. |
| Make-Up Lesson Entitlement | A missed lesson moves to awaiting make-up on its own record; the student's accumulated make-up entitlement is the number of those records, and when the make-up is given the same record is closed, so the entitlement is not left to verbal follow-up. |
In a music school the timetable is built around the instrument rather than the number of classrooms: while the piano room is busy, a violin lesson can be moved elsewhere, but there is only one drum studio. On a day an instructor cannot come, the make-up lessons are distributed by hand, and in that distribution there is always a parent who is not told.
Because Rapitek CRM keeps the lesson record together with the trio of instructor, student and place, when a postponement is made the affected lessons are listed and the notification goes out from the same screen. Since payment is tied to the lesson record, how much a student taking how many lessons has paid is visible without waiting for the end of the month. Because those who move from a trial lesson to enrolment and those who do not are counted separately, which instrument's taster lesson works becomes a measurement rather than a guess. At the end-of-year concert, the participant list and the ticket fees collected also run over those same student records.
