Dance Academy
Studio J Dance Academy
A bespoke dance academy operating system built around Studio J’s real memberships, classes, families and admin workflows — giving the team a branded customer journey and much greater operational control.
Background
The business.
Studio J Dance Academy runs a busy programme of dance classes with students moving between classes, different membership arrangements and an admin team that needs accurate registers, customer records and payment information. The system needed to support the realities of a working dance academy rather than treat every student as a simple one-class booking.
Before
Where things stood.
Day-to-day administration required too much manual intervention around class changes, student records, memberships, registers and billing. Operational changes that are routine in a dance school — moving a student to another class, removing one class without cancelling the wider membership, correcting a register or preventing an incorrect future charge — needed the system to understand the relationship between the student, the class and the membership.
How the operation worked before
The academy needed administrators to keep class registers, memberships and customer information aligned when students changed classes or circumstances changed. Many of those actions were operationally linked but had to be checked separately, creating unnecessary admin and a risk that the register, membership and billing state could fall out of sync.
Existing stack
- Legacy booking and admin workflows
- Stripe
- Manual class and customer administration
The operational problems
- Student class changes needed to update registers without accidentally disrupting the wider membership.
- The team needed cleaner, more usable registers and student records.
- Membership and class status needed to stay aligned when customers changed programmes.
- Future charges needed to reflect operational changes accurately.
- Parents needed a clearer branded booking and account experience.
- Administrators needed better visibility over customers, students, classes and payments in one place.
The system
What was built.
OWND was shaped around Studio J’s actual dance-academy workflows. The system brings together the customer-facing journey and the internal admin environment so parents, students, classes, memberships and payments can be managed as connected records. Administrators can make the kinds of changes that happen in a real academy — including class moves and membership adjustments — without relying on disconnected spreadsheets or manual workarounds.
Core system components
- Branded customer and parent experience
- Parent and student records
- Class booking and enrolment
- Trial booking and conversion journey
- Membership management
- Recurring payment administration
- Class registers and student lists
- Class moves and enrolment changes
- Customer cancellation management
- Admin customer and student dashboards
- Teacher-facing class information
- Finance and payment visibility
- Customer communications
- Operational reporting
Automation
Workflows handled by the system
- Trial booking and post-trial follow-up
- Membership onboarding workflows
- Register updates from enrolment changes
- Recurring payment status handling
- Customer and membership status updates
- Operational communication triggers
Integrations
Connected services
- Stripe
- Email delivery
Results and operating scale
What the system supports.
- A single branded system joining the parent experience to Studio J’s internal administration.
- More control over class changes, memberships and student records without relying on disconnected workflows.
- Cleaner operational visibility for administrators managing day-to-day academy changes.
- A system that can be extended around Studio J’s own processes as new requirements emerge.
- Less dependence on generic software rules when the academy needs a workflow to operate differently.
Timeline
How the build evolved.
Built as a bespoke Studio J implementation and refined around real day-to-day academy administration, with workflows adjusted as the team identified practical operational needs.