Managed Website Service
A professional website, built, hosted and looked after for you, with business email.
- Fully managed, so you never touch the technical side
- Designed around your business
- Your own domain
£50 a month
CRM for music teachers
CRM for Music Teachers: Teach More Students, Manage Less Admin
Simple student management for piano teachers, guitar tutors, and music educators.
CRM
From £100 a month
30-day free trial. No per-seat charges.
- Contact management with notes and history
- Deal pipeline with your own stages
- Email campaigns and marketing lists
- Online booking and embeddable forms
- Workflow automations
- Lead attribution
The challenges you face
What tends to get in the way for music teachers.
- Scheduling lessons around students' availability
- Tracking student progress and repertoire
- Communicating with both students and parents
- Following up with trial lesson enquiries
- Managing cancellations and rescheduling
- Growing your student base
How Kabooly helps
What changes once your enquiries and clients live in the CRM.
- Students and parents linked in one record
- Online booking handles scheduling
- Notes track progress and pieces learned
- Pipeline converts trials to regular students
- Professional email communication
- Know where your new students come from
How a music teaching business runs in Kabooly
Not a feature list. This is the setup most instrumental teachers end up with.
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Pipeline stages that match a term
Stages are yours to define. Teachers usually land on Enquiry, Trial Lesson Booked, Trial Done, Regular Pupil, Paused, and Stopped. A pupil left in Trial Done for two weeks is a follow up you can see rather than one you meant to make.
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Instrument, grade and exam board on the record
Contacts carry tags and custom fields, so instrument, current grade, exam board, lesson length and the parent who pays all sit on the record. When exam entries open, you filter the list rather than scroll through a notebook.
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Parents and pupils kept together
The paying parent and the pupil can be linked with tags and fields, so you can email the adult while your notes and progress detail belong to the child. It is one of the first things a generic diary app gets wrong.
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An enquiry form that starts the conversation
Build the form, ask for instrument, age and preferred times, and embed it on your site. The submission creates the contact with those answers stored, and can start an automation while you are still teaching.
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Trial lessons booked from your own availability
Set up booking types for a trial lesson or a parent consultation, set the after school hours you actually teach, and publish the booking widget. Kabooly sends the reminder email before the lesson automatically.
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Term emails from the same place as your records
Marketing lists, templates and campaigns are built in, so the start of term note, the concert date, and the exam entry deadline reminder go out properly from your own sending domain instead of a bcc list of forty parents.
Three automations worth building in your first week
Each of these is a trigger, an optional wait, and an action. Nothing to code.
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The enquiry answered between lessons
When a form is submitted, send an email with your rates, where you teach and your remaining slots, and create a task to call. Parents enquire with several teachers on the same evening.
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The trial lesson that was never followed up
When a deal moves to your Trial Done stage, wait three days, then send a short email asking whether they would like a regular slot, and say which ones are left. Scarcity is honest here and it works.
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The pupil who stopped over the summer
When you tag a contact as Paused, wait six weeks, then send a September restart email. Most pupils who drift away in July never made a decision to stop, and nobody asked them.
A music school is a harder admin problem than most tuition
One to one tutoring is mostly tutor, pupil and parent. A music school adds layers that break a spreadsheet quickly.
- Multiple peripatetic teachers on different instruments, most self employed, each with their own availability and their own cut of the fee
- Recurring weekly slots that run for a whole term rather than ad hoc bookings, so one dropout leaves a gap that needs filling fast
- Termly fee cycles with deposits, sibling discounts, and the awkward conversation when a parent wants to stop mid term
- Grade exam deadlines from boards such as ABRSM and Trinity, with entry windows closing months before the exam itself
- Instrument hire, ensembles and recitals, each needing their own communication and sign up
The result is a principal who spends more time on logistics than on music. Most schools hold all of it in a wall planner, a WhatsApp group and their own memory, which works until the September intake doubles the roll in three weeks and trial lesson enquiries start slipping.
The enquiry is the part that decides a term. A parent asking about lessons in early September is comparing two or three schools that week, and the trial lesson goes to whoever replies first with a clear next step. Not to whoever is best.
You are holding records about children
That raises the stakes under UK GDPR, and it is the one part of this worth being deliberate about.
You become a data controller the moment you store a pupil's name, age, contact details and progress notes, and extra care applies wherever any health or accessibility information is recorded. It is not onerous, but it is not optional either.
- UK or EU data hosting, with a written data processing agreement
- Encryption at rest and in transit
- Role based access, so a peripatetic teacher sees their own pupils rather than the whole roll
- Only holding what the teaching actually requires
- Being clear with parents about what you hold and why
- A retention period for pupils who have left, that somebody actually runs
What to ignore: B2B deal forecasting, territory and quota management for a sales force you do not have, AI lead scoring, and elaborate marketing automation suites. If the demo opens with pipeline velocity and per seat pricing, it is the wrong category of software.
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Contact Management
Keep all your customer information in one place, accessible to your whole team.
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Deal Pipeline
Track every opportunity from first contact to closed deal with visual pipelines.
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Email Campaigns
Create and send professional email campaigns to your contacts and marketing lists.
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Workflow Automations
Automate repetitive tasks with visual, trigger-based workflows.
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Booking System
Let clients book appointments directly with you, synced to your calendar.
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Lead Attribution
Understand exactly where your leads come from and which marketing channels work.
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CRM Starter
Perfect for small teams getting started with CRM.
£100 a month
- 1,000 contacts
- 3 team members
- 5 marketing lists
- 10 email templates
- 10 active deals
- 3 forms
- 3 automations
- 3,000 emails per month
- All core features
- Email support
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CRM Professional
For growing businesses that need more capacity.
£200 a month
- 7,000 contacts
- 10 team members
- 10 marketing lists
- 20 email templates
- 20 active deals
- 10 forms
- 10 automations
- 10,000 emails per month
- Everything in Starter
- Priority support
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CRM Enterprise
For larger teams with high-volume needs.
£500 a month
- 30,000 contacts
- Unlimited team members
- Unlimited marketing lists
- Unlimited email templates
- Unlimited active deals
- Unlimited forms
- Unlimited automations
- 100,000 emails per month
- Everything in Professional
- Priority support
Start your 30-day free trial
Every account starts with a free trial and moves up a plan as you reach its limits.
The bundle
Also for music teachers
Get the website, Marketing and the CRM together for £100 a month.
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Marketing
Adverts for Facebook, Instagram and Nextdoor, written and designed around your business.
- Advert text in your tone of voice
- Images sized for Instagram, Facebook and Nextdoor
- Your logo and brand colours picked up from your website
£40 a month
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All three
£100 a month
The CRM plus the other two, for one monthly price.
Get the bundle
Questions from music teachers
Can I manage both students and parents?
Yes, create linked contacts for students and their parents. Communicate with parents while tracking each student's musical progress.
How do I track student progress and repertoire?
Add notes after each lesson. Track pieces learned, techniques covered, exam progress, and practice assignments. Everything is stored for easy reference.
Can students or parents book lessons online?
Yes, share your booking link and let them schedule lessons directly. Set your teaching hours and they choose available times.
How do other music teachers use Kabooly?
Music teachers typically use Kabooly to manage student and parent details, track progress and repertoire, schedule lessons, convert trial lessons to regular students, and stay organised.
How do I convert trial lessons to regular students?
Use the deal pipeline to track enquiries from first contact through trial lesson to regular booking. See which trials need follow-up.
Can I send practice reminders or updates?
Create email templates for practice reminders or progress updates. Send to individual students or create lists for group communications.
How do I manage cancellations and rescheduling?
Online booking lets students request changes. Your pipeline and calendar keep everything organised so nothing falls through the cracks.
How do I know where new students come from?
Lead attribution tracks which marketing brings enquiries. Know whether students find you through Google, music schools, word of mouth, or local advertising.
How is a music school different from general tutoring?
Three things. Teachers are usually peripatetic and self employed, each with their own availability and fee split. Slots are recurring for a whole term rather than booked ad hoc, so a single dropout leaves a gap that costs real money until it is filled. And the calendar is driven by grade exam entry windows that close months before the exam. None of those exist in one to one tutoring.
What is the most time sensitive part of the year?
The September intake, by a long way. A parent enquiring in early September is comparing two or three schools inside the same week, and the trial lesson goes to whoever replies first with a clear next step. An automatic acknowledgement with a booking link is worth more in that fortnight than in the rest of the year combined.
Can it handle sibling discounts and termly fees?
The discount and the fee cycle live on the record as fields, and the invoicing follows from them. What the CRM genuinely fixes is the visibility: seeing which families are mid term, which have a deposit outstanding, and which have a sibling who could be on a discounted second slot. The arithmetic was never the hard part.
Should each teacher see the whole pupil roll?
No, and this is what role based access is for. A peripatetic teacher needs their own pupils, their own slots and the parent contact details for those pupils. Giving every self employed teacher the full roll of children's records is a larger exposure than most schools have thought about.
How do I track grade exam entries?
As dated reminders against the pupil, set to the entry window rather than the exam. The entry deadline is the one that bites, because it closes months earlier and a missed window means a pupil waits an entire session. Put the reminder four weeks ahead of the entry close, not the exam date.
CRM for music teachers, from £100 a month
Or get the website, Marketing and the CRM together for £100 a month.