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Software for kids’ classes and clubs that lives on WhatsApp

Workshops, after-school clubs, language, music and sports classes. Ugo collects bookings from your emails, keeps the class timetable, updates the register and drafts messages to parents, which go out only after you confirm.

Try UgoHow Ugo helps you run kids’ classes and clubs

If you’re looking for software for kids’ classes and clubs, chances are you currently juggle an Excel sheet, a calendar and a chat with dozens of parents. It works while the groups are small. Then September arrives, with sign-ups, waiting lists, absences, catch-up sessions and parents asking what time Thursday’s class finishes. Teachers, tutors, play leaders and instructors end up spending more time answering messages than preparing activities.

Ugo is an assistant on WhatsApp that uses the tools you already have: Google Calendar or Outlook, your inbox, Google Drive or OneDrive. You write “who’s signed up for the Saturday workshop?” and it reads the emails and the booking sheet; you say “mark Jack and Ruby absent” and it updates the register. Before changing anything or messaging a parent, it shows you what it will do and waits for your confirmation.

This page covers all kinds of classes and clubs for children and teenagers. If you teach music or coach a youth team, there are dedicated pages with examples from your world. One principle applies to everyone: keep only the information about children that you need, and share it only with their parents. Ugo only works in the folder you choose and only answers verified numbers.

What weighs on people who run kids’ classes

Teaching is the heart of the job. Around it, though, there’s a small office to keep going.

Bookings scattered everywhere

Forms by email, messages, paper slips left at reception. Working out who’s really booked, who’s paid and who’s on the waiting list means checking by hand every time.

Timetables that change

Bank holidays, half term, rooms that fall through, sessions to make up. Every change has to reach all the parents concerned, without forgetting anyone or mixing up the groups.

Registers to keep in order

The register matters for catch-ups, for fees and sometimes for the school or venue hosting the class. Filling it in from memory at the end of the day almost always leads to mistakes.

Messages to parents

Every family has different questions: times, kit, trips, costs. Answering everyone well, in the right tone and without sharing other children’s details, takes care and time.

How Ugo helps you run kids’ classes and clubs

Examples that work for workshops, after-school clubs, language, art, music and sports classes.

Bookings from your emails to your sheet

Booking requests arrive by email. Ugo finds them, gives you a summary and, if you confirm, adds each child to the class Excel sheet with name, age and parent’s contact. No copying and pasting.

Skills used

Ugoonline

  1. Any new bookings for the Saturday French club?

  2. 3 emails have arrived since Monday: 1. Emma Walsh for Thomas, 7 2. Paul Green for Alice, 8 3. Martha Hill for Peter, 6 (asking whether he can do a taster session) Shall I add Thomas and Alice to the “French Saturday 2026-27” sheet and Peter to the “Tasters” tab?

  3. Confirm

  4. Done. The Saturday group now has 11 children booked out of 12 places.

The register at the end of the session

At the end of the session a voice note is enough: who was absent, who left early. Ugo updates the register in Excel and flags anyone who has already missed several sessions, so you know who to offer a catch-up.

Skills used

Ugoonline

  1. 🎤 Voice message (0:09)

  2. I’ll mark today’s register, Art Club 6–8: • Absent: Grace M., Leo B. • Present: the other 9 Grace has now missed three sessions in October. Shall I update the sheet?

A notice to every parent in a group

The room isn’t available because of an event? Ugo creates the catch-up session in your calendar and sends the notice to parents from your WhatsApp Business, after you confirm. Each parent gets an individual message, with no group where everyone’s number is on show.

Skills used

Ugoonline

  1. The school’s closed on Thursday because it’s a polling station, we’ll make it up on Saturday 10–11. Let the Thursday group’s parents know

  2. I’ll create “Catch-up session – Thursday group” on Saturday 10:00–11:00 in your calendar and send this to the 10 parents in the group, from your WhatsApp Business: “Good morning, the school is closed on Thursday as it’s being used as a polling station. The session will be made up on Saturday from 10 to 11, in the same room. Thank you!” Shall I go ahead?

Answers to the questions that keep coming back

Times, fees, kit, rules: if they’re on your club’s or school’s website, Ugo learns them with Company websites and drafts accurate replies to parents’ emails, quoting the page. You read them over and send.

Skills used

Ugoonline

  1. Peter’s mum is asking how much the class costs and what he needs to bring

  2. From the “Classes 2026-27” page on your website: • Fee: £120 per term, plus a £15 annual membership • Kit: an apron, a pencil case with colouring pencils, a water bottle Shall I draft the reply to her email with this information?

A tutor’s day with Ugo

A morning of preparation, an afternoon of classes, an evening of messages.

  1. 8:00

    Scheduled task: Ugo sends you the day’s sessions, with groups, rooms and numbers booked.

  2. 9:30

    You ask for the booking emails that came in over the weekend and have them added to the class sheet.

  3. 13:00

    A parent asks about a taster session: Ugo finds a free slot in your calendar and creates the appointment.

  4. 17:45

    End of class: a voice note with the absences and the register is up to date.

  5. 19:00

    You have the notice for Saturday’s trip drafted and send it to parents after reading it.

  6. 21:00

    On Fridays, a scheduled task: Ugo lists the parents’ emails still waiting for a reply.

The tools your school or club already uses

Ugo works with what you already have, with nothing to migrate.

Bookings and registers in Excel

A file on OneDrive for each class, with Booked, Register and Waiting list tabs. Ugo adds rows, updates cells and sends you the summary as an image, easy to read on your phone.

Forms and consent on Google Drive

Booking form or trip consent templates with placeholders like {{child}} and {{parent}}: Ugo creates the completed document for each family, ready to print or send.

Your website with times and fees

With Company websites, Ugo reads the pages of your school’s or club’s website and answers about classes, times and prices, quoting the source, so replies to parents are always consistent.

Booking software with an MCP server

If the software you use for bookings offers an MCP server, Ugo can connect to it too with the MCP apps skill. Notion, which many clubs use for programmes and meeting notes, is among the supported apps.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

Ugo for every specialisation

Every sector has different clients, products and rhythms: choose yours.

FAQ about software for kids’ classes and clubs

What’s the best software for running kids’ classes?

A large school with an office may need dedicated software. For a single teacher, a club or a small centre, a calendar, an Excel sheet and well-organised communication are often enough. Ugo brings these tools together inside WhatsApp: it reads and writes to your calendar, email and sheets, and takes the repetitive work off you without changing your habits.

How should I manage bookings for a children’s class?

Keep a single official list, with the date of the request, the main parent contact, fees paid and consents collected, plus a separate waiting list. Requests that come in any other way should be added there straight away. With Ugo, bookings that arrive by email go into that list with one message: it reads them, sums them up and adds the rows after you confirm.

How can I message parents without using WhatsApp groups?

Groups are handy but expose everyone’s number and mix conversations together. One alternative is to send individual messages from a WhatsApp Business number dedicated to the class. Ugo drafts the notice once and sends it to each parent separately, after you confirm, so nobody sees anyone else’s contact details.

How should I handle children’s personal data?

Collect only the data you need, with the parents’ consent, and keep it somewhere secure with limited access. The ICO’s guidance, including its Children’s code, is the reference point, and the NSPCC offers safeguarding advice for anyone working with children. Ugo only works in the folder you choose, only answers verified numbers, keeps data on servers in Frankfurt and does nothing without your confirmation.

Does Ugo work for music and sports classes too?

Yes. The basics are the same: calendar, bookings, registers and parents. On top of that there are specific needs, such as concerts, catch-up lessons and sheet music for music, or team selections, away fixtures and consent forms for sport. You’ll find them on the pages for music teachers and sports coaches.

How much does it cost for a club with several teachers?

Ugo costs €50 a month or €550 a year per person, excl. VAT, with every skill included. A club creates a single team: each teacher connects their own calendar and email, while team skills such as Company websites and Maps are shared by everyone.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

Less admin, more time to teach

Connect your calendar, inbox and booking sheet: Ugo is ready for this week’s classes.

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