Online lesson booking
Weekly recurring slots by teacher, room and instrument, with trial lessons and lesson length options.
Music teacher software: lesson bookings & practice logs
Music teachers: lessons booked, practice logged. More music, less admin.
Lessons get moved by text, practice diaries live at the bottom of school bags and term fees get chased one awkward message at a time. We build booking, billing and practice systems for music teachers and music schools. Then we host them and look after them.
Looking for music lesson booking software that handles terms, fees and practice?
Running a music teaching studio means being a teacher, a timetabler, a debt collector and a concert promoter all at once. The teaching happens in 30 minute slots. The admin happens at 10pm: rescheduling Tuesday because of a school camp, working out who's owed a make-up, sending invoices for next term and digging out the PDF of that Grade 3 study for the third time this week.
Wollopit builds custom software for music teachers around how your studio actually runs. Families book and swap lessons from your open slots. Students log practice on their phone and parents can see it. Term fees invoice themselves and recitals sell their own seats. Whether you teach from a spare room or run a school with ten teachers, we connect the tools you already like and look after the lot on our own servers.
01The problems
What we hear from music teachers
Does your music teaching studio have these problems? Here's how we'd fix them.
Most music teachers we talk to love teaching and put up with everything else. The admin works fine until week one of term, when it all lands at once.
- The problemLessons rescheduled by textA parent texts at 7am to swap Tuesday's lesson. You shuffle three other families to make it work and still double-book Thursday.How we fix itFamilies request swaps online from your open slots only. Your calendar updates itself and everyone gets a confirmation.
- The problemMake-up lesson argumentsWho's owed a make-up, who cancelled too late and who already had one this term? It all lives in your head and a notebook.How we fix itYour make-up policy built in: credits tracked per student, late cancellations flagged and make-up slots families book themselves.
- The problemThe practice diary is lostThe paper diary is at Dad's place, half-filled or signed in the car on the way to the lesson. You've no idea what really happened all week.How we fix itA practice log on their phone. Tap to log minutes, tick off set pieces and parents see the whole week at a glance.
- The problemLesson notes go nowhereYou set two scales and a new piece, scribble it in their book and by Thursday nobody remembers what was set.How we fix itLesson notes logged in seconds and sent straight to the student and parent, with the pieces and recordings attached.
- The problemTerm fees chasedInvoices go out late, some families pay weekly, some pay never and you hate asking for money from people you like.How we fix itTerm invoices sent automatically through Stripe or Xero, with payment plans, polite reminders and a clear list of who's paid.
- The problemRe-enrolment chaosNobody confirms next term until week one. Then half the timetable changes and you're rebuilding it on a Sunday night.How we fix itRe-enrolment sent in week eight. Families keep their slot or release it so your waitlist can fill the gap before term starts.
- The problemA waitlist on scraps of paperEnquiries come by Facebook, email and the school office. Some get answered. Some get lost.How we fix itAn online enquiry form and waitlist by instrument, age and availability, with spots offered in order when they open.
- The problemSheet music emailed againThe same PDFs, backing tracks and theory sheets sent over and over because the last email got buried.How we fix itA resource library per student: pieces, exercises, backing tracks and YouTube examples, all in one place.
- The problemExam entries on paperAMEB, Trinity or ANZCA deadlines sneak up. Repertoire, grades and fees are tracked on a sticky note.How we fix itAn exam tracker with entry deadlines, repertoire checklists, fees collected and results recorded for every student.
- The problemRecital tickets at the doorPrograms typed in Word, a cash tin at the door and no idea how many grandparents are coming until they arrive.How we fix itRecital bookings online with seat limits, performer running orders and programs built from the student list.
- The problemTeacher pay by spreadsheetIn a music school, counting each teacher's lessons and working out pay is a fortnightly spreadsheet job.How we fix itTeacher timetables, lesson counts and pay reports ready for payroll, with each teacher seeing only their own students.
02What we build
Solutions
What we build for music teachers. 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.
Swaps & make-up credits
Families swap lessons from your open slots. Make-up credits tracked against your cancellation policy.
Practice logs & streaks
Students log minutes on their phone, tick off set work and build streaks. Parents and teachers see the week.
Lesson notes
Quick notes after every lesson with set pieces, scales and goals, sent to the student and parent.
Term billing
Term or weekly invoices, payment plans, sibling discounts and automatic reminders through Stripe or Xero.
Re-enrolment & waitlist
End of term re-enrolment, slot holds and a waitlist that offers spots in order.
Resource library
Sheet music, theory sheets, backing tracks and video examples shared per student or per grade.
Exam entry tracker
AMEB, Trinity and ANZCA entries, deadlines, repertoire checklists, fees and results.
Recitals & concerts
Seat bookings, performer sign-ups, running orders and printable programs.
Online lessons
Zoom links created for every online lesson and sent with the reminder automatically.
Family portal
One login for parents with all their kids: lessons, notes, practice, invoices and recital tickets.
Teacher timetables & pay
Multi-teacher timetables, room bookings, lesson counts and pay reports for payroll.
A website that books lessons
Hand-built, quick on mobile, with instruments, teachers and trial lessons, built to rank for 'piano lessons near me'.
03The systems
The big ones
Your whole studio, on one system.
These are the systems music teachers ask us about most. Each one works on its own and they get properly clever when they're joined up.
Lesson booking
A timetable that sorts itself out.
Your weekly timetable lives online with every slot, teacher and room. Families book trials, swap lessons and use make-up credits from your open times only. You stay in charge without answering texts at breakfast.
- Recurring weekly lesson slots
- Trial lesson bookings
- Swaps from open slots only
- Make-up credits per student
- Late cancellation rules
- SMS and email reminders
- Google Calendar sync
- Zoom links for online lessons
- School holiday and public holiday blocks
Practice logs
Students practise when someone's watching.
Students tap to log practice on their phone and tick off the work you set. Parents see the week without signing a paper diary in the car park. You walk into every lesson knowing what actually happened.
- Log minutes in one tap
- Set pieces, scales and exercises
- Tick-off checklists from lesson notes
- Practice streaks and goals
- Parent view of the whole week
- Teacher view across all students
- Recordings uploaded for feedback
- Gentle nudges when practice drops off
Term billing & enrolment
Term fees that collect themselves.
Invoices go out before term starts and payments land in Stripe or Xero. Payment plans, sibling discounts and reminders run without you. Re-enrolment and the waitlist mean next term is sorted before this one ends.
- Term or weekly invoicing
- Payment plans and direct debit
- Sibling and multi-lesson discounts
- Automatic overdue reminders
- Xero or MYOB sync
- Re-enrolment forms in week eight
- Waitlist by instrument and age
- Spots offered in order
Exams & recitals
Exam season and concerts, minus the clipboard.
Track every exam entry from repertoire to results, with deadlines you can't miss. Recitals take bookings online, build their own running order and print the program from your student list.
- AMEB, Trinity and ANZCA entries
- Entry deadline reminders
- Repertoire checklists per grade
- Exam fees collected online
- Results and certificates recorded
- Recital seat bookings
- Performer sign-ups and running order
- Programs printed from the student list
Music school
Ten teachers, one timetable.
For music schools with more than one teacher. Each teacher sees their own students, notes and timetable. The office sees everything, including the rooms and the lesson counts behind each pay run.
- Teacher logins and permissions
- Room and instrument bookings
- Lesson counts per teacher
- Pay reports for payroll
- Teacher availability and leave
- Students moved between teachers
- Studio-wide announcements
- Enrolment numbers by instrument
04How it changes
Before and after
A term of lessons, wolloped.
Here's how a normal teaching week could change. Every studio is different, so we map yours first.
Before
- Parents text to reschedule at all hours
- Make-ups tracked in a notebook
- Practice diary forgotten at home
- Term fees chased one message at a time
- Sheet music emailed for the third time
- Recital tickets sold at the door
After
- Families swap from your open slots online
- Make-up credits tracked automatically
- Practice logged on their phone
- Invoices and reminders go out on their own
- Every piece waiting in their resource library
- Recital seats booked online
05Services
Everything under one roof
Software, websites and systems for music teachers.
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 music teachers
Built around how your music teaching studio actually runs: online lesson booking, swaps & make-up credits and the admin in between, in one system you own.
Websites for music teachers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Music teaching studio 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 music teachers
Practice logs & streaks and lesson notes: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect My Music Staff, TutorBird and Fons so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your music teaching studio, 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 studio platforms you're happy with or replace the ones holding you back.
- My Music Staff
- TutorBird
- Fons
- Teachworks
- Opus 1
- Stripe
- Square
- Xero
- MYOB
- Google Calendar
- Google Workspace
- Microsoft 365
- Zoom
- Mailchimp
- Twilio SMS
- TryBooking
- Humanitix
- Canva
- YouTube
- Dropbox
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 music teaching studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a teaching afternoon and a Sunday admin session, then work out what's actually eating your time.
- 02
Archi-tech
We plan it before writing code: your timetable, make-up rules, practice logs, billing, exams, recitals, 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.
- 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 music teachers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can students log practice on their phone?
Yes. Students tap to log practice and tick off the work you set. Parents can see the week and you can see every student before their lesson.
Can families reschedule without messaging me?
Yes. They swap from the open slots you choose and make-up credits follow your cancellation policy. You can approve swaps or let them go through automatically.
Can it handle term billing and payment plans?
Yes. Term or weekly invoices, payment plans, sibling discounts and reminders, paid through Stripe and synced to Xero or MYOB.
We already use My Music Staff or TutorBird. Do we have to switch?
No. If a platform is doing its job we build around it, adding the practice logs, recitals, exams or website on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
Does it work for a music school with several teachers?
Yes. Each teacher gets their own login and timetable while the office sees everything, including rooms and lesson counts for pay.
How much does a music studio 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 booking or practice logs can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the next term starts.
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 music teachers 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 a music teaching studio 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.