Online booking, schedules, and reports for music schools — all in one place

Organize individual and group lessons for instruments and vocals, set the duration and cost of classes, manage teachers' and classrooms' schedules, send reminders via SMS and Telegram, and track key school metrics without unnecessary calls and spreadsheets.

Automation for a music school and studio

SmartBook for Music Schools: schedules, online booking, and reports — all in one place

SmartBook is a cloud-based system for music schools, studios, and private learning centers. Students book individual and group lessons for instruments (piano, guitar, violin, vocals, etc.) via a form on your website or from their personal account. Teachers and administrators see a single calendar, attendance status, payments, and reports — without endless chats and scattered spreadsheets.

The system supports precise lesson duration and pricing settings, slot step rules (15/30/45/60/90 minutes), tracking of rooms and instruments (classroom, hall, studio, piano room), levels (Beginner/Intermediate/Advanced), and age groups. This prevents schedule conflicts, helps balance teacher and room utilization, and simplifies planning sessions, exams, and concerts.

Why music schools choose SmartBook

Why music schools choose SmartBook

SmartBook increases schedule occupancy, reduces no-shows, and saves admin time by automating key processes:

  • Online booking 24/7: only suitable time windows are shown based on duration, room, instrument, and teacher.
  • Individual and group lessons: seat limits, levels, age, quick enrollment and group closure.
  • Flexible schedules: by weekdays, shifts, or fixed dates — separately for each teacher and classroom.
  • Roles and permissions: teacher, manager, administrator — access only to what’s needed.
  • Reminders: SMS and Telegram notifications about bookings, reschedules, and upcoming lessons.
  • Reporting: attendance, revenue, expected income, teacher efficiency, and room utilization.
  • Student profile: lesson history, trials, selected instrument/level, debts, and notes.
Transparent utilization of rooms and teachers in a music school

A tight schedule without “ragged” slots

SmartBook automatically respects the teacher’s slot step and the availability of a suitable room or studio. If a vocal lesson lasts 45 minutes, the system will show only valid windows and won’t leave “dangling” 10–15 minute gaps between lessons. For acoustic instruments, the availability of a specific room (e.g., a grand piano room) is taken into account.

All changes happen in real time: rescheduling, extending, substituting a teacher or a room — availability updates instantly and notifications are sent to students and staff.

Groups have seat limits and quick group closure; for individual lessons you can choose the teacher, instrument, and level considering workload and breaks.

Flexibility for any music education format

Flexible for any music education format

SmartBook easily adapts to your school’s processes:

  • One room and one teacher — get started in 15 minutes.
  • Multiple classrooms and shifts — balanced loading without schedule conflicts.
  • Groups by level and age — separate enrollment and pricing rules.
  • Combining group and individual lessons for each teacher: reserve windows for one-to-one and leave blocks for ensembles and theory.
  • Intensives, masterclasses, and exam prep — fixed dates and payment for a course or per lesson.
  • Rehearsal rooms — availability schedule, dedicated rates, and ensemble bookings.

Vacations, sick leave, concerts, festivals, and instrument maintenance are reflected in the schedule — booking for these periods is automatically unavailable, eliminating human error and double bookings.

Benefits for music school leaders and administrators

Benefits for the school leader and administrator

  • Access from anywhere: admin, manager, and teacher dashboards.
  • Secure cloud data storage, action logging, and role-based access control.
  • Period reports: bookings, attendance, expected income, revenue, average check, teacher efficiency.
  • Segmentation by teacher, instrument, group, student, lesson type, and completion status.
  • Templates for recurring lessons and quick bookings for regular schedules.
  • Notifications and reminders (SMS, Telegram) — fewer no-shows and last-minute cancellations.
  • Attendance tracking: present/absent marks, rescheduling by school rules.

Key metrics at your fingertips: room and teacher utilization, popular instruments and programs, booking dynamics, and revenue forecast. Manage your school’s growth while minimizing manual work and time costs.

Use cases for music schools

Ready-made scenarios for a music school

  • Individual instrument lessons: flexible duration (30/45/60/90 minutes), custom rates, choice of specific teacher and room.
  • Group classes in theory, solfeggio, and ensembles: seat limits, levels, age categories.
  • Trial lesson: special price/free, auto-suggestion of the nearest available slots.
  • Exam and competition prep: longer slots, lesson checklists, reminders, and progress tracking in the student card.
  • Intensives and masterclasses: fixed dates, payment for the entire course or per lesson.
  • Ensemble and choir rehearsals: recurring bookings by weekdays or fixed dates, booking of the required room.
  • Room and studio rental: availability schedule and separate pricing for external musicians.

Each scenario is configured in minutes: set the price, duration, responsible teachers, rooms, and slot steps — and your schedule will remain dense and predictable even during exams and end-of-term concerts.

Frequently Asked Questions

Yes. In SmartBook you create separate services and groups (e.g., “Piano Beginner 7–10”, “Guitar Intermediate 12+”, “Vocal Adult”), set prices, duration, and capacity limits. Students see only suitable slots with the required duration and room.

Each classroom and teacher can have an individual or group schedule: by weekdays, shifts, or fixed dates. Breaks, vacations, concerts, and sick leave are marked in the calendar — booking for those periods is unavailable, and availability updates in real time.

Yes. Assign roles: teacher (employee), manager, administrator. A teacher sees their own lessons, bookings, and reports. A manager works with schedules and reports of all staff. An administrator manages all sections of the school.

Yes. SMS and Telegram notifications are available: booking confirmation, reschedule, cancellation, and reminders before a lesson. This reduces no-shows; the system records attendance and helps evaluate lesson effectiveness.

Reports by staff, rooms, and periods: number of bookings and attendances, student lists, revenue, expected income (bookings exist but the time has not yet come), average check, teacher efficiency, and room utilization. You can segment by instruments, groups, students, and statuses.

Yes. The booking form can be embedded on your website via a widget (script/iframe) and is also available via a direct link — you can place it on Instagram*, Facebook*, in messengers, and on QR posters at the school. UTM tags are supported to track sources, as well as separate links for instruments/groups. *If the profile allows adding a link/button.

Yes. A service can specify a required room or equipment (grand piano, acoustic treatment, control room, microphones), and the system will only suggest slots where both the room and the resource are available simultaneously.

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