Dance Studio Management Software

Age-Based Scheduling and Family Account Management

GymWyse scheduling engine is built around the age-group structure that defines every dance studio. Configure class categories for each age bracket — Creative Movement for ages three to five, Pre-Ballet for ages five to seven, Junior Jazz for ages eight to ten, Teen Contemporary for ages thirteen to seventeen, and Adult Beginner Salsa for ages eighteen plus, for example — and the system automatically enforces enrollment restrictions based on each student's date of birth. Parents manage all their children's accounts through a single family login, viewing schedules, booking classes, and receiving notifications for every child from one dashboard. The scheduling engine can detect sibling overlaps, suggesting class time adjustments that minimize gaps between siblings' sessions so parents are not waiting at the studio for extended periods. Room assignment logic ensures that children's classes are never double-booked with adult drop-in sessions, and instructor qualifications are matched to age-appropriate teaching — only instructors with early childhood dance training credentials can be assigned to toddler classes. Studios using GymWyse age-based scheduling report a forty-four percent reduction in scheduling-related parent complaints and an eighteen percent improvement in family enrollment rates thanks to the streamlined booking experience.

• Configurable age groups with automatic enrollment restriction enforcement
• Family dashboard for parents to manage multiple children from one account
• Sibling schedule coordination that suggests optimal class times for families
• Instructor-to-age-group qualification matching for safety and quality assurance

Recital, Performance, and Competition Management

Recital season should be a celebration of your students' growth, not an administrative nightmare. GymWyse performance management module handles every aspect of your events from initial planning through post-show financial reporting. Create recitals and showcases with multiple show times, assign dancers to specific routines and rehearsal groups, and build rehearsal schedules that account for students appearing in multiple pieces — the system automatically detects conflicts when a dancer is scheduled for overlapping rehearsals. Costume management tracks orders per dancer per routine, collects costume fees through automated billing (with installment plan options for families), gathers sizing information through the parent portal, and generates consolidated costume orders for your suppliers. Ticket sales can be managed directly through GymWyse with reserved seating charts, family ticket bundles, and digital ticket delivery via the member app. For competition studios, the system tracks competition entry fees, travel expenses, and team-specific costs, keeping competition finances separate from your general studio accounting. Studios using GymWyse recital management report a ninety-seven percent costume fee collection rate compared to the industry average of seventy-four percent, and save over eighty hours of administrative time per recital season.

• Multi-show recital planning with dancer-to-routine assignments and conflict detection
• Costume fee tracking per dancer per routine with installment billing and sizing collection
• Ticket sales with reserved seating, family bundles, and digital delivery via member app
• Competition team management with separate fee tracking and travel expense logging

Studio Room Rental and External Booking Management

Your studio spaces represent valuable real estate that often sits unused during off-peak hours. GymWyse room booking system lets you monetize this idle capacity by renting studio rooms to external choreographers, private event organizers, theatre groups, and community organizations. Configure hourly and block rates for each studio space, set availability windows that automatically prevent conflicts with your regular class schedule, and create different pricing tiers for members versus non-members or weekday versus weekend bookings. External renters submit booking requests through a dedicated portal on your website, and your staff can approve, modify, or decline each request with full visibility into schedule conflicts. The system generates professional rental invoices with your studio branding, manages security deposits with automatic refund processing upon satisfactory room inspection, and handles recurring bookings for choreographers who rent weekly. Rental revenue is tracked separately in your financial reports, giving you clear visibility into how much additional income your spaces generate. Studios using GymWyse room booking generate an average of nine to thirteen percent additional revenue from spaces that would otherwise be empty, with zero scheduling conflicts thanks to the integrated calendar system.

• Configurable hourly and block rates with member vs non-member pricing tiers
• Availability windows that automatically prevent conflicts with regular class schedules
• External renter booking portal with approval workflow and recurring booking support
• Security deposit management, branded invoicing, and separate revenue tracking

Seasonal Enrollment, Family Billing, and Retention Automation

Dance studios operate on a fundamentally different billing model than gyms or yoga studios — seasonal enrollment with registration fees, semester tuition, and layered event charges rather than simple monthly memberships. GymWyse handles this complexity natively. Create registration periods with open and close dates, early-bird pricing windows, and automatic late fees for families that register after the deadline. Semester tuition can be collected as a lump sum, split into monthly installments, or configured as a ten-month payment plan that covers the full dance year. Sibling discounts apply automatically when multiple children from the same family enroll — ten percent off the second child, twenty percent off the third, for example — eliminating manual discount calculations and billing errors. Annual registration fees, recital fees, costume fees, and competition expenses are all tracked separately and can be billed independently or consolidated into a family statement. For retention, GymWyse sends automated re-enrollment campaigns before each new season, showcasing student progress photos and videos from the current term. Families that have not re-enrolled by a configurable deadline receive escalating reminders, and your team receives churn risk alerts highlighting families likely to leave. Studios using GymWyse seasonal billing see a twenty-six percent improvement in on-time enrollment and a nineteen percent reduction in season-to-season student attrition.

• Seasonal registration periods with early-bird pricing, late fees, and capacity limits
• Automatic sibling discounts and family billing consolidation across multiple children
• Separate tracking for tuition, registration fees, recital fees, costume fees, and competition costs
• Automated re-enrollment campaigns with churn risk alerts and retention interventions

“Managing a dance studio with four hundred students across Ballet, Jazz, Hip-Hop, Contemporary, and Tap classes — plus two annual recitals — was overwhelming with our old system. Mindbody could not handle costume fee tracking, age-based scheduling, or recital management. GymWyse brought everything into one platform. Our recital season went from three weeks of administrative chaos to a smooth, automated process. Costume fee collection went from seventy-two percent on-time to ninety-seven percent. I actually enjoy recital season now.”

“Our studio serves kids ages three through eighteen plus a growing adult program, and the age-based scheduling in GymWyse is a game changer. Parents manage all their children's bookings from one account, see costume fees and recital details in the app, and get automated reminders for everything. Our front desk call volume dropped by sixty percent because parents can find answers themselves. The family billing feature alone saved us from hiring an additional admin staff member.”

“We run a competition dance studio with twelve teams, and tracking competition fees, travel logistics, costume orders, and practice schedules was a nightmare of spreadsheets. GymWyse lets us manage each team with its own fee structure, send targeted communications to competition families only, and track all associated revenue and expenses separately. Our competition team enrollment grew by thirty-five percent once parents could see the professional level of organization behind the program.”