Session booking calendar
Every room on one calendar with rates, half and full day blocks, setup buffers and online booking.
Recording studio software: bookings, engineers & files
Recording studios: sessions booked, engineers sorted. More takes, less admin.
Sessions get booked over Instagram DMs, engineers get juggled in a group chat, deposits get forgotten and stems go out on transfer links that expire before the band opens them. We build booking, engineer, rehearsal room and file delivery systems for recording studios, then we host them and look after them.
Looking for recording studio booking software that handles rooms, engineers and files?
A recording studio sells time in a room with the right person behind the desk. That sounds simple until you've got two rooms, three freelance engineers, a rehearsal space out the back and a band that wants Saturday but only if Dave's engineering. Most studios run it on a Google Calendar, a notes app, bank transfers and a lot of 'sorry mate, can you resend that link'.
Wollopit builds custom recording studio software around how your studio actually runs. Artists book the room and the engineer they want, pay a deposit and fill in a pre-session form before they walk in. Hours are logged on the night, overtime is agreed on the spot and the mixes land in a project library they can always get back to. We connect the tools you already like, replace the ones getting in the way and look after the lot on our own servers, so you can stay in the control room.
01The problems
What we hear from recording studios
Does your recording studio have these problems? Here's how we'd fix them.
Most studios we talk to sound incredible and run the business side from a phone between takes. It holds together until two bands turn up for the same room.
- The problemBookings by DMSessions locked in over Instagram, texts and email. Someone forgets to add one to the calendar and two bands rock up on the same Saturday.How we fix itOnline session booking by room with your rates, minimum blocks, setup buffers and instant confirmation.
- The problemEngineers juggled in a group chatFreelance engineers post their availability in a chat, the band asks for one by name and nobody's sure who's actually on.How we fix itEngineer availability, client requests by name, assignments with confirmations and their hours tracked per session.
- The problemNo-shows and late cancellationsA band cancels the morning of a full-day lockout. The room sits empty and the engineer still wants paying.How we fix itOnline deposits at booking, a clear cancellation policy they tick and automatic reminders the week before.
- The problemOvertime argumentsThe session runs three hours over and nobody wrote down when it started. Now it's an awkward chat at the door.How we fix itA session sheet that logs actual start and finish times, with overtime agreed and signed off on a tablet before they leave.
- The problemRehearsal rooms on a separate sheetBands book jam rooms by the hour on a different calendar, ring for the door code and forget to say they need the drum kit.How we fix itHourly rehearsal room hire online, door codes sent by SMS and backline add-ons like kit, amps and PA.
- The problemFiles sent by transfer linkStems, roughs and masters go out on links that expire in a week. Months later the band wants the multitracks and you're digging through drives.How we fix itA project library per client with every bounce, stem and master in one place they can log in to anytime.
- The problemMix notes lost in email'Vocal up a touch at 2:13' arrives in a text, an email and a voice memo. Nobody knows which mix version it was about.How we fix itA revision tracker with timestamped notes against each mix version, round limits and a final approval button.
- The problemPackages explained over and overEvery enquiry asks what an EP package includes, what mixing per song costs and whether mastering's extra.How we fix itPackage pages for tracking, mixing, mastering and EP bundles that can be booked and paid for straight away.
- The problemMasters out before the money's inFinal files go out, the invoice sits unpaid and chasing a band for the balance gets old fast.How we fix itFinal masters unlock once the balance is paid, with invoices and payments flowing into Xero or MYOB.
- The problemBands turn up unpreparedNo tracklist, no tempos, no reference songs and the bass player forgot he needed to borrow an amp.How we fix itA pre-session form for songs, BPMs, references, lineup and gear needs, so the room is set before they arrive.
- The problemOld sessions on a mystery driveA band comes back two years later wanting a remix and the session is on one of eight unlabelled drives under the desk.How we fix itA session archive register that records which drive and folder every project lives on, with retention and archive fees if you charge them.
02What we build
Solutions
What we build for recording studios. 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.
Engineer roster & assignment
Staff and freelance engineers, their availability, client requests by name and session confirmations.
Deposits & payments
Deposits at booking, balances on the night or before delivery and card payments through Stripe or Square.
Rehearsal room hire
Hourly jam room bookings with SMS door codes, backline add-ons and regular weekly slots for bands.
Pre-session intake forms
Tracklists, tempos, keys, reference songs, lineup and gear needs collected before the session starts.
Session sheets & overtime
Actual start and finish times, breaks, overtime agreed on a tablet and notes for the next session.
Client project library
Roughs, stems, mixes and masters per project, organised by song and version and always downloadable.
Mix revision tracker
Timestamped notes against each version, revision rounds, approvals and a clear history of changes.
Packages & quotes
Tracking, mixing, mastering and EP bundles with online quotes that turn into bookings.
Invoicing & Xero sync
Invoices built from session sheets, engineer costs split out and everything synced to Xero or MYOB.
Session archive register
Which drive, which folder and when it was archived, plus restore requests and archive fees.
Gear & backline hire
Mics, amps, kits and outboard available to hire with sessions or rehearsals, with damage notes.
Workshops & lessons
Production courses, recording workshops and one-on-one lessons with tickets, capacity and reminders.
A website that books the room
Hand-built, fast on phones, with your rooms, gear list, engineers and live availability, built to rank for 'recording studio near me'.
03The systems
The big ones
Your whole studio, on one system.
These are the systems studios ask us about most. Each one works on its own and they get properly useful once they're joined up.
Session booking
The room is booked, the deposit is in and you didn't send a single DM.
Artists pick a room, a block and a date that's actually free, then pay a deposit to lock it in. Every booking lands on one calendar with the pre-session form attached, so you know what's coming before the van pulls up.
- Live availability by room
- Hourly, half day and full day blocks
- Lockout and multi-day bookings
- Setup and pack-down buffers
- Online deposits at booking
- Cancellation policy ticked at checkout
- Pre-session form for songs and gear
- Reminder emails and SMS
- Repeat bookings for regular clients
- Peak and off-peak rates
Engineer scheduling
The right engineer in the chair, every session.
Engineers keep their own availability up to date and clients can ask for someone by name. Sessions get assigned and confirmed in one place, then their hours flow through to pay and invoicing without anyone copying numbers.
- Staff and freelance engineers
- Availability set from their phone
- Clients request an engineer by name
- Assignment with confirm or decline
- Assistant engineer slots
- Clash warnings across rooms
- Hours logged per session
- Engineer rates and pay summaries
- Session notes handed to the next engineer
- Calendar sync to Google or Apple
Rehearsal rooms
Jam rooms that book, unlock and bill themselves.
Bands book rehearsal rooms by the hour online, add the backline they need and get a door code by SMS. Regular weekly slots repeat on their own so your Tuesday night bands keep their spot.
- Hourly online bookings
- Weekly standing slots
- Door codes sent by SMS
- Drum kit, amps and PA add-ons
- Card payment at booking
- Late cancellation fees
- Damage and issue reports
- Room usage reports
- Upsell to a recording session
File delivery & revisions
No more 'can you resend the stems'.
Every project gets its own library with roughs, stems, mixes and masters sorted by song and version. Clients leave timestamped notes against the exact mix they heard and approve the final once they're happy. Masters unlock when the balance is paid.
- Project library per client
- Files sorted by song and version
- Streaming previews in the browser
- Timestamped mix notes
- Revision rounds and limits
- Final approval button
- Masters unlock on payment
- Stems and multitracks on request
- Links that don't expire
- Shared access for band members and labels
Packages & payments
Quotes, sessions and invoices that add up on their own.
Tracking, mixing, mastering and EP bundles are laid out clearly and can be booked straight off your website. Session sheets turn into invoices with overtime and engineer costs included, then sync to your accounting software.
- Package pages with clear inclusions
- Online quotes that become bookings
- Deposits, part payments and balances
- Overtime added from the session sheet
- Payment plans for bigger projects
- Invoices to Xero or MYOB
- Stripe and Square payments
- Overdue balance reminders
- Gift vouchers for sessions
04How it changes
Before and after
A tracking weekend, wolloped.
Here's how a two-day band lockout could change. Every studio is different, so we map yours first.
Before
- Band books the weekend over Instagram DMs
- Engineer double booked across both rooms
- No deposit taken so it's a handshake deal
- Tracklist and tempos arrive at 10am on day one
- Session runs over and nobody logged the hours
- Mixes go out on a link that expires in a week
After
- Band books both days online and pays a deposit
- Their engineer is assigned and confirmed
- Pre-session form is in with songs, BPMs and gear
- Room is set up before they arrive
- Overtime is logged and signed off on the night
- Mixes land in their project library with notes and approvals
05Services
Everything under one roof
Software, websites and systems for recording studios.
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 recording studios
Built around how your recording studio actually runs: session booking calendar, engineer roster & assignment and the admin in between, in one system you own.
Websites for recording studios
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Recording 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 recording studios
Deposits & payments and rehearsal room hire: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Square and Xero so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your recording studio, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your studio relies on, work alongside platforms you're happy with or replace the ones getting in the way.
- Stripe
- Square
- Xero
- MYOB
- Dropbox
- Google Drive
- WeTransfer
- DISCO
- Google Calendar
- Calendly
- Square Appointments
- Mailchimp
- Shopify
- Google Business Profile
- Humanitix
- Deputy
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 recording 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 the control room and the office, watch how sessions get booked, run and delivered, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your rooms, engineers, rates, packages, files, payments, 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 your next big lockout.
- 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 recording studios ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can bands book rehearsal rooms by the hour?
Yes. Rehearsal rooms can be hired hourly online with backline add-ons, door codes sent by SMS and regular weekly slots for bands that come every week.
Can clients pick the engineer they want?
Yes. Clients can request an engineer by name when they book. The engineer confirms from their phone and you'll get a warning if anyone is double booked across rooms.
Can we hold back masters until the balance is paid?
Yes. Final files can stay locked in the project library until the invoice is paid, then unlock automatically. Roughs and mix previews can still be shared along the way.
Will clients still need transfer links to get their files?
No. Every project gets its own library with stems, mixes and masters sorted by song and version. The links don't expire and band members can all log in.
We already use Square Appointments or Calendly. Do we have to switch?
No. If a booking tool is doing its job we can build around it and add the engineer roster, file delivery and revisions on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a recording 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 session booking or a project library can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
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 recording studios 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 recording 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.