Class booking
Term classes, drop-ins and short courses with live spots left, online payment and confirmations.
Art school software: class bookings, materials & exhibitions
Art schools: classes booked, materials ready. More making, less admin.
Term enrolments come in by phone, the materials list gets emailed three times and somebody still turns up without a palette knife. The kiln schedule is a scrap of paper taped to the door and the end-of-year exhibition gets organised in a spreadsheet at 11pm. We build booking, materials, studio and exhibition systems for art schools that all talk to each other, then we host them and look after them.
Looking for art class booking software that handles terms, workshops and the exhibition too?
An art school runs a lot more than classes. There are term enrolments and casual drop-ins, kids classes with parents to keep in the loop, weekend workshops with a guest tutor, materials to order, a kiln to load, life models to book and an exhibition at the end of it all. Most studios juggle a booking app, a payment link, a group email and a whiteboard. Then a tutor gets sick and you're ringing twenty people from your car.
Wollopit builds custom software around how your art school actually runs. Students enrol and pay online for the whole term. The right materials list lands in their inbox before week one. Make-up classes book themselves into spare spots. Kiln loads, rooms and tutors sit on one calendar. When the exhibition comes round, entries, labels and sales are already sorted. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from art schools
Does your art school have these problems? Here's how we'd fix them.
Most art schools we talk to are run by artists who'd rather be teaching than chasing payments. The admin creeps in a little more every term.
- The problemBookings by phone and DMEnquiries come in by phone, Instagram, email and a note on the front counter. Someone has to type them all into a list.How we fix itOnline class booking with live spots left, so students pick a class, pay and get confirmed without you lifting the phone.
- The problemTerm enrolments on paperPaper forms, bank transfers to match up and a class list that's wrong by week two.How we fix itTerm enrolments online with full-term payment or instalments, re-enrol links for returning students and class lists that update themselves.
- The problemStudents arrive unpreparedThe materials list was sent once in a group email and half the class turns up with the wrong paper.How we fix itEach class has its own materials list sent automatically on enrolment and again before week one, with a 'buy a kit' option.
- The problemMaterials fees and stockClay, glazes, canvas and paint get used, nobody charges for them and the cupboard is empty mid-term.How we fix itMaterials fees added at booking, studio stock tracked by class and reorder alerts before you run out of clay.
- The problemMissed classes and make-upsA student misses week four and wants a make-up. You check three class lists and a notebook to find a spare easel.How we fix itStudents mark absences themselves and book a make-up into any class with a free spot, within the rules you set.
- The problemWorkshops sold separatelyOne-off workshops live on Eventbrite, terms live somewhere else and nobody has the full picture of a student.How we fix itWorkshops, holiday programs and term classes in one system, with one student record and one set of takings.
- The problemKids classes and parent infoAllergies, pickup permissions and emergency contacts are scattered across forms, texts and memory.How we fix itParent accounts with medical notes, authorised pickups, photo consent and sibling bookings, visible to the tutor on the day.
- The problemThe kiln runs on a scrap of paperNobody knows whose bowl is in which firing and pieces sit on the shelf for weeks.How we fix itA kiln schedule with bisque and glaze loads, pieces tagged to students and a text when their work is ready to collect.
- The problemTutors and life models juggled by textWho's teaching Tuesday, who's covering and did the model get paid for last Thursday?How we fix itA tutor and model roster with availability, cover requests, hours for pay runs and session sign-ups for life drawing.
- The problemExhibitions organised by handEntries by email, artist statements in Word docs, labels typed one by one and sales on a clipboard.How we fix itOnline exhibition entries, auto-made wall labels and price lists, an online gallery and sales tracked with commission.
- The problemGift vouchers that go missingPaper vouchers sold at Christmas turn up in June and nobody knows if they've been used.How we fix itDigital gift vouchers bought online, redeemed at booking and tracked to the cent.
- The problemWaitlists nobody managesPopular classes fill in an hour and the waitlist is a sticky note.How we fix itAutomatic waitlists that offer a spot the moment one opens, with demand reports so you know when to add another class.
02What we build
Solutions
What we build for art schools. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Term enrolments
Full-term or instalment payments, re-enrolment links for returning students and up-to-date class lists.
Workshops & holiday programs
One-off workshops, guest tutor masterclasses and school holiday programs with their own pricing.
Materials lists & kits
A materials list for every class sent before week one, with pre-packed kits students can buy at booking.
Studio stock
Clay, glazes, paper and paint tracked against classes, with reorder alerts and materials fees.
Make-ups & waitlists
Self-serve make-up bookings into free spots and waitlists that fill themselves.
Parent accounts
Kids class details, medical notes, authorised pickups, photo consent and sibling discounts.
Kiln & firing tracker
Bisque and glaze loads, pieces tagged to students and SMS when work is ready to collect.
Open studio memberships
Monthly members who book wheel time, studio hours or shelf space and pay automatically.
Tutor & model roster
Who's teaching what, cover requests, life model bookings and hours ready for payroll.
Exhibitions & student gallery
Online entries, wall labels, price lists, an online gallery and sales with commission tracking.
Gift vouchers
Digital vouchers sold online and redeemed at booking, with balances always known.
Student newsletters
Term dates, new workshops and exhibition invites sent to the right students and parents.
An art school website
Hand-built, quick on mobile, with live class timetables and built to rank for 'art classes near me'.
03The systems
The big ones
Your whole art school, on one system.
These are the systems art schools ask us about most. Each one works on its own and they get properly clever when they're joined up.
Class bookings & enrolments
A new term that fills itself.
Your timetable goes online with live spots left on every class. Students enrol and pay for the term or a workshop in a couple of minutes. Returning students get a re-enrol link before bookings open to everyone else.
- Term classes, drop-ins and workshops
- Live spots left on every class
- Full-term or instalment payments
- Early re-enrol window for returning students
- Self-serve make-up classes
- Automatic waitlists
- Gift vouchers and discount codes
- Sibling and multi-class discounts
- Reminders by email and SMS
- Class lists on the tutor's phone
Materials & studio stock
Everyone turns up with the right brushes.
Every class carries its own materials list that goes out on enrolment and again before week one. Students can add a pre-packed kit at checkout. Studio stock is tracked against the classes using it so you reorder before the clay runs out.
- Materials list per class
- Sent on enrolment and before week one
- Pre-packed kits sold at booking
- Materials fees added automatically
- Studio stock levels by item
- Usage tracked by class
- Reorder alerts and supplier lists
- Kit packing lists for staff
- Printable lists for the front desk
Kids classes & parents
Parents in the loop. Tutors in the know.
Parents book and pay through their own account, with their kids' medical notes, pickup permissions and photo consent stored once. Tutors see what matters on the day. Parents get updates without a group chat.
- Parent accounts with multiple kids
- Medical notes and allergies
- Authorised pickup list
- Photo and gallery consent
- Sign in and sign out on a tablet
- Holiday program bookings
- Sibling discounts
- Term updates by email and SMS
- Artwork photos shared with parents
Kiln, studio & tutors
The kiln, the rooms and the roster on one calendar.
Kiln loads, room bookings, open studio sessions and tutor shifts all live in one place. Pieces are tagged to students so they know when work is ready. Tutor hours and life model sessions are tallied for the pay run.
- Bisque and glaze firing schedule
- Pieces tagged to each student
- Ready-to-collect SMS
- Room and wheel bookings
- Open studio memberships
- Tutor availability and cover
- Life model bookings
- Hours ready for Xero payroll
Exhibitions & student gallery
The end-of-term show, without the all-nighter.
Students submit their works online with titles, mediums, sizes and prices. Wall labels, price lists and the catalogue make themselves. The same works go up in an online gallery. Sales are tracked with your commission worked out.
- Online exhibition entries
- Artist statements and photos
- Wall labels made automatically
- Price lists and catalogues
- Online student gallery
- Works for sale online or on the night
- Red dots and sales tracking
- Commission and artist payouts
- Opening night RSVPs
04How it changes
Before and after
A new term, wolloped.
Here's how opening bookings for a new term could change. Every art school is different, so we map yours first.
Before
- Phone rings all week with enrolment questions
- Bank transfers matched to names by hand
- Class lists rebuilt in a spreadsheet
- Materials list emailed to everyone, twice
- Waitlist kept on a sticky note
- Students still arrive without the right paper
After
- Returning students get a re-enrol link first
- Bookings and payments come in online
- Class lists update themselves
- Each class gets its own materials list automatically
- Waitlist offers spots the moment they open
- Students arrive ready with kits already packed
05Services
Everything under one roof
Software, websites and systems for art schools.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for art schools
Built around how your art school actually runs: class booking, term enrolments and the admin in between, in one system you own.
Websites for art schools
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Art school system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for art schools
Workshops & holiday programs and materials lists & kits: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Stripe and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your art school, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside booking platforms you're happy with or replace the ones holding you back.
- Square
- Stripe
- Xero
- MYOB
- Shopify
- WooCommerce
- Squarespace
- Bookwhen
- Acuity Scheduling
- Eventbrite
- Humanitix
- Mailchimp
- Twilio SMS
- Google Workspace
- Microsoft 365
- Google Calendar
- Zoom
- Canva
- YouTube
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your art school: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time in the studio, at the front desk and on a term's worth of bookings, then work out what's actually eating your week.
- 02
Archi-tech
We plan it before writing code: your classes, terms, materials, kiln, tutors, exhibitions, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before next term opens.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things art schools ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can students pay for a term in instalments?
Yes. You can offer full-term payment, instalments or a deposit, with cards charged automatically and failed payments retried.
Can students book their own make-up classes?
Yes. They mark an absence and book into any class with a free spot, within the rules you set, like the same term or the same medium.
Can students sell their work through the gallery?
Yes. Student works can be listed for sale online or at the exhibition if you want, with your commission and their payout worked out for you.
Can it handle kids classes and parent details?
Yes. Parents get their own account with medical notes, pickup permissions and photo consent for each child. Tutors see what they need on the day.
We already use Bookwhen or Square. Do we have to switch?
No. If a platform is doing its job we build around it and add the materials lists, kiln tracking or exhibitions on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does an art school system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online bookings or materials lists can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next term opens.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most art schools we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an art school problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.