CRM for Art Studios & Classes

• The problem

  A new series starts Monday and you cannot say who signed up, who paid and who is a maybe.

  In Kompot.ai

  Each sign-up is an opportunity with the series or workshop in a field and stages from inquiry to paid. The board for that series shows who already has a place at the table, and the invoice with a payment link goes out the moment someone says yes.

• The problem

  Students arrive without the brushes and paper on the materials list, and the first class is lost.

  In Kompot.ai

  Keep the materials list for every course as a public knowledge base article. A workflow sends it by email or messenger when the sign-up is paid, and a scheduled reminder repeats it shortly before the first class.

• The problem

  A parent books a birthday party, and the details are scattered across a dozen messages.

  In Kompot.ai

  The conversation from WhatsApp, Facebook Messenger or email sits on the parent's record. You send an estimate from your price list — studio hire, the instructor, materials per child. Once it is approved, the deposit goes out as one invoice with a payment link and the balance as a second.

• The problem

  You photograph children at work for the studio website, and the consent forms sit in a drawer.

  In Kompot.ai

  The photo consent and the pick-up authorization are document templates the parent signs electronically, by link or by QR code at the door. The signed PDF stays on the family's record, with the child's allergies in a custom field.

• The problem

  The series ends, and nobody invites the group to the next one until they have moved on.

  In Kompot.ai

  The course a student took is a field on their record, so you select everyone from that series and send them an email campaign with the next dates. A workflow can also create a task to write to the parents personally on the day of the last class.

What you keep on record

Student and parent

The child's age group, allergies and authorized pick-up person as custom fields next to the parent who pays.

Classes taken

Which series and workshops each student has attended, kept on their record so you know what to offer next.

Consent forms

Photo consent and the studio safety waiver signed electronically and stored as PDF documents with an audit trail.

Classes and materials fees

Series tuition, single workshops, party rates and materials kits in the price list; receipts for clay and canvas scanned into expenses.

Questions owners ask

Can people sign up and pay for a workshop online?

Sign-ups arrive through your website chat or a messenger and become contacts. You reply with an invoice whose public payment link takes card payment through Stripe or PayPal. For one-to-one sessions, the online booking page lets a client choose a free time slot themselves.

How do I keep parents' details and consent forms for children's classes?

The parent is the contact; the child's age, allergies and pick-up person are custom fields. Photo consent and waivers are document templates signed electronically, and the signed PDF is stored on the same record.

Can I send the materials list before a course starts?

Yes. Store the list as a knowledge base article or a saved reply and let a workflow send it when the sign-up is paid. A scheduled workflow can remind the group again before the first class.

How do private parties and corporate workshops work?

Treat them as opportunities. Build an estimate from your price list with studio hire, instructor time and materials per guest and see when the client views and approves it. A deposit paid online is its own invoice with a payment link, and the balance is a second invoice.