CRM for Music Schools

• The problem

  Re-enrollment runs on paper forms, and you learn who is leaving only when the new term starts.

  In Kompot.ai

  Open a re-enrollment opportunity for every current student and move it through invited, confirmed, paid. An email campaign sends the invitation to all current families, and the board shows the front desk who has still not answered.

• The problem

  Two teachers are put in the same room, while the room next door sits empty on the busiest afternoon.

  In Kompot.ai

  Each lesson is an event on the shared calendar with the teacher as a participant and the room written into the event. The office sees the whole building's afternoon in one view, and teachers receive their own lessons in Google Calendar through sync.

• The problem

  A teacher calls in sick, and the office phones every family on that day's list one by one.

  In Kompot.ai

  Each student carries the teacher's name in a custom field, so the front desk filters that teacher's students and emails those families as one campaign. Replies and follow-ups by WhatsApp or SMS stay in each family's conversation history.

• The problem

  Term tuition is invoiced by hand, family by family, and siblings make it worse.

  In Kompot.ai

  Tuition goes out as subscription invoices on the schedule you bill by, with lines from your price list for private lessons, theory class and ensemble. Parents pay through the payment link, a part paid at the front desk is recorded by the office, and overdue accounts are flagged for the office manager.

• The problem

  Trial lesson inquiries reach the front desk by phone, email and chat, and some are never answered.

  In Kompot.ai

  Every inquiry lands in one conversation log and becomes a contact with an enrollment opportunity: instrument, age, preferred days. The pipeline shows which families came for a trial lesson and were never offered a place with a teacher.

What you keep on record

Student and family

Parent contacts, the student's instrument, level, teacher and department as custom fields; siblings listed under the same paying parent.

Faculty timetable

Every private lesson, theory class and ensemble rehearsal as a calendar event by teacher, with the room noted.

Enrollment agreements

The signed agreement for each term stored as a document with its audit trail, next to the school policies the parent accepted.

Tuition price list

Private lessons by length, group theory, ensemble and the registration fee in the catalogue used for every invoice.

Questions owners ask

Can we control what teachers can open in the system?

Yes. Roles and permissions work by section of the system. A teacher's role opens contacts, lesson notes and the calendar and can be kept out of invoices, reports and settings, while the front desk and the director see enrollment, tuition and the timetable for the whole school.

How does re-enrollment for the next term work?

Track each student's re-enrollment as an opportunity with stages you define. Send the invitation as an email campaign to current families, send the agreement for e-signature, and let a workflow create a follow-up task for families that have not replied.

Can it handle rooms as well as teachers?

Lessons are calendar events: the teacher is the participant and the room is recorded in the event. The shared calendar shows the day across the school, so the office spots a clash before one class walks in on another.

We have years of student data in spreadsheets. Can we bring it in?

Yes. Contacts import from CSV or Excel together with your own fields such as instrument, teacher and level. On the Business plan we migrate your data and integrations for you, and on Full Service we set the system up for the school.