Applications, placement, groups, attendance, fees and communication for language schools, music academies and sports clubs, on one student record. It’s a custom CRM built around intakes and levels, so the office stops rebuilding the same spreadsheet every term.
A language school has students starting every Monday, arriving from abroad through agents, in different levels, for different numbers of weeks. A music or sports academy has terms, trials, grades and families with three children each. Either way the same people, details and payments appear in the enrolment form, the timetable, the attendance sheet and the fees list, and they disagree. The thing that goes wrong is never the clever part. It is the retyping.
Pick the ones you need. Each is built around how your team already works, then joined up on one set of data.
Multi-step forms with uploads, your own questions and, where you want it, a placement test or assessment. For a language school that might be a short level test; for a music academy it could be audition media. See how MCMA does it.
Applied, assessed, offered, accepted, enrolled, with the owner of each step and a flag for applicants who have gone quiet, so no one waits three weeks for a reply.
Rules put students into classes by level, age, course or instrument, then staff adjust the result. Moving a student between groups updates the timetable, the register and the teacher’s list in one go.
Fixed terms, or rolling starts with a number of weeks per student. Start and end dates drive the timetable, the invoice and the end-of-course certificate or report.
Registers on a phone or tablet, absence reasons, make-up sessions and a report of students falling behind on attendance, for the school or for the agent who placed them.
Card payments and instalment plans, coupons, deposits, and agent or sponsor invoices with commission statements. Reminders go out on a schedule.
Siblings and guardians linked on the record, so one parent sees and pays for all their children without seeing anyone else’s.
Announcements, templates and a shared inbox, with every email logged against the student, plus an audit log of changes to records.
MCMA is a music academy, and that’s the closest named case. I haven’t built for a language school or a sports club by name yet. The applications, levels, groups and fees are the same mechanics.
A music academy run end to end: adaptive applications, an admissions pipeline, auto-grouping by level, scheduling, attendance, Stripe instalments, audit log and two portals.
Read the case study Music & events · LiveMusicPlaygroundMemberships, perks and a community platform with six user roles, co-developed with the MusicPlayground team.
Read the case studyThe same five steps on every project, sized to yours.
Tell me how the business runs today: the tools, the workarounds, the bit that drives you mad. The quote builder takes about five minutes and gives me a scoped brief.
I reply with a fixed price and a phase plan. The must-haves go first, so you are using the system while the rest is still being built.
You see the real system on a private link while it is being built, with your own data in it as early as possible. Changes are cheap at this stage, so this is where we make them.
Spreadsheets, an old system, email threads: the data comes with you, checked against the source so nothing is lost on the way.
Your team gets a walkthrough, and I stay on for fixes and new features, either on a monthly support plan or pay as you go.
Yes, that is a rolling-intake model: each student has a start date and a number of weeks, and classes, invoices and certificates follow from the dates. The grouping rules would use your levels, and I’d agree the placement steps with your academic team.
Yes. An agent login can show only the students they placed, with attendance, invoices and commission statements, and nothing about anyone else’s students.
Yes. Rules assign students to groups by level, age or instrument, and staff can override the result. The MCMA system does this for ensembles; a language school would do it for classes.
It moves across from your spreadsheets or old system and is checked against the source before you switch. Data migration is normally one of the early phases.
Children’s information deserves extra care, so access is by role, guardians manage minors’ accounts, and every change is logged. The data protection set-up is agreed in the proposal.
A focused first version with applications, records and fees is a matter of weeks; the full system with timetables and portals is built in phases. Customer records are roughly 40 to 80 build hours, plus 30 to 50 hours of shared groundwork.
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
IndustryAcademies & schoolsApplications, enrolment, timetables, fees and student and tutor portals.
SystemClass booking and timetable systemTimetables, class capacity, rooms, tutors, make-up sessions, packs and waitlists, synced to calendars.
SystemStudent and parent portalTimetable, fees, homework, progress reports and messages for students, parents and tutors.
Case studyMCMAA music academy run end to end from one platform: applications, scheduling, payments, portals and programmes.
Case studyMusicPlaygroundMalta’s alternative music community on one platform: events, tickets, memberships and curator payouts, built with the MusicPlayground team.
GuideData migration checklistA checklist for moving data to a new system: mapping, cleaning, duplicates, test imports and cut-over.
IntegrationStripeCheckout, deposits, subscriptions and payment links tied to your invoices and bookings.
Enquiries, clients, pipeline and follow-ups in one place, shaped to how you sell.
Academies & schoolsApplications, enrolment, timetables, fees and student and tutor portals.
Client portalsA secure login for clients: invoices, documents, bookings, payments and messages.
Booking systemsOnline booking with your rules: deposits, reminders, waitlists and calendar sync.
How pricing works · Digitalise Your SME grants · All case studies
The quote builder opens with the parts on this page already switched on. Add or remove what you like, and I reply with a fixed quote.