Skip to content

Music school software you use from WhatsApp

Piano at 15:00, guitar at 15:45, a group musicianship class at 17:00. Ugo keeps the lesson timetable, finds room for catch-ups, digs out the right sheet music in Drive and drafts the messages to parents for the end-of-year concert.

Try UgoHow to organise a music school with Ugo

Music school software has to keep up with a timetable made of 30, 45 or 60-minute slots, different for every pupil. Whether you teach piano in pupils’ homes or run a school with ten teachers, the week comes down to fitting things together: rooms, instruments, siblings back to back, catch-ups for lessons missed because of a temperature or a school trip.

Ugo works on WhatsApp with your Google Calendar or Outlook and with your sheet music folder on Google Drive. Ask “when can I make up Emma’s lesson?” and it suggests free slots; ask “what easy guitar pieces have I got?” and it finds them in the right folder. When the concert comes round, it puts together the running order and the notices for parents, which it sends from your WhatsApp Business only after you confirm.

Children switch instruments, grow up, prepare for a graded exam or a junior conservatoire audition. Keep a record for each pupil with pieces, goals and lesson notes: Ugo updates it from a voice note at the end of the lesson and brings it back the following week, before the pupil walks in. So every lesson picks up where the last one left off, even if you’ve seen twenty other pupils in between.

The headaches of teaching music to children

The lesson lasts half an hour. The organising around it, much longer.

Catch-ups that can’t find a slot

A pupil misses a lesson and the parent asks to make it up. Finding a slot that fits around school, sport and a free room takes back-and-forth messages that sometimes go on for days.

Sheet music scattered between paper and folders

Photocopies, downloaded PDFs, arrangements you wrote yourself. When you need the simplified version of a piece for a new pupil, finding it eats up precious minutes between lessons.

The end-of-year concert

Running order, dress rehearsal, a hall or venue to book, times for parents, any music licensing for a public performance. All squeezed into a few weeks, while lessons carry on.

Progress to remember for every pupil

With thirty pupils it’s easy to forget where each one was, what they had to practise and which passage was giving them trouble. And parents, quite rightly, ask how it’s going.

How to organise a music school with Ugo

Four typical moments in a music teacher’s week.

Finding room for a catch-up

Ask Ugo for the week’s free slots based on the length of the lesson. It reads your calendar and, once you’ve agreed with the parent, creates the catch-up appointment with the pupil’s name and instrument.

Skills used

Ugoonline

  1. Emma missed piano on Tuesday, when can I make it up? 45-minute lesson, after 15:00

  2. This week after 15:00 you’re free: • Wednesday 16:30–17:30 • Thursday 15:00–15:45 • Friday 18:15–19:30 Which one shall I suggest to Emma’s mum?

  3. Thursday

  4. I’ll create “Piano catch-up – Emma Gill” on Thursday 15:00–15:45. Confirm?

The right sheet music in a moment

Your sheet music lives in a Google Drive folder organised by instrument and level. Ugo searches by title, composer or level, tells you which files you have and also reads the documents with the teaching notes you’ve written.

Skills used

Ugoonline

  1. I’ve got a new 8-year-old guitar pupil. What easy pieces do I have in Drive?

  2. In the folder “Sheet music / Guitar / Beginners” I found: 1. Jingle Bells – single-line arrangement (PDF) 2. Ode to Joy – melody with tab (PDF) 3. First lessons – your document with open-string exercises In “First lessons” you noted to start with open-string exercises before the pieces.

The concert running order

Dictate the list of pupils and pieces and Ugo creates the running order document on Drive, sorted by age or instrument. Then it drafts the notice for families with the arrival time and sends it after you confirm.

Skills used

Ugoonline

  1. 🎤 Voice message (0:32)

  2. I’ll create the document “Summer Concert 2027” in the Concerts folder, with this running order: 1. Early years musicianship, ages 5–6 – “Frère Jacques”, group 2. Sophie R. – piano – Minuet in G 3. Luke B. – guitar – Spanish Romance 4. Junior choir – 2 songs Everyone arrives at 16:30, start at 17:00. Shall I create the document?

Lesson notes from a voice note

At the end of the lesson you send a voice note about what you covered and what the pupil needs to practise. Ugo adds it to their record on Drive and reminds you of it the following week, before the lesson.

Skills used

Ugoonline

  1. 🎤 Voice message (0:17)

  2. I’ll add this to Thomas Reid’s record, with today’s date: “D major scale hands together, left hand still unsure. To practise: bars 9–16 of the Sonatina, slowly, metronome at 60.” Shall I go ahead?

A music teacher’s day with Ugo

An afternoon of lessons, from preparation to the last note.

  1. 9:00

    Scheduled task: Ugo sends you the day’s lessons with pupil, instrument and room, plus any catch-ups booked.

  2. 11:00

    You prepare the afternoon: you ask for last week’s notes for today’s pupils.

  3. 14:30

    A parent messages about a catch-up: Ugo suggests three free slots and you create the appointment.

  4. 16:15

    Between two lessons you ask where you saved the easy arrangement of Ode to Joy.

  5. 19:30

    Last lesson done: a voice note for each pupil and their records on Drive are up to date.

  6. 21:00

    You have the notice for the concert dress rehearsal drafted and send it to families after reading it over.

A music school’s tools

Sheet music, timetables and pupils: all connected to Ugo without changing how you teach.

Your sheet music library on Google Drive

One folder per instrument, subfolders by level, clear file names. Ugo searches it by title or composer and reads the documents with your teaching notes, working only in the folder you choose.

The lesson timetable in your calendar

A recurring appointment for each pupil, with instrument and room in the title. Ugo reads the timetable, finds slots for catch-ups and creates new lessons; if existing ones change, you move them yourself.

Your lesson log in Excel

A sheet on OneDrive with date, pupil, lesson taught or to be made up. Ugo adds the rows and at the end of the month tells you how many lessons each pupil has had, handy for working out fees.

Pupil records from a template

A Google Docs template with {{pupil}}, {{instrument}} and {{level}}: Ugo creates the record for each new pupil and then adds the lesson notes you dictate.

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.

FAQ about music school software

What’s the best software for a small music school?

For a private teacher or a school with only a few teachers, the best software is often the one you don’t have to learn: a well-kept calendar, a tidy sheet music folder and a sheet for lessons and fees. Ugo uses them all from WhatsApp, so you handle timetables, catch-ups and messages with a single text, even between lessons.

How should I organise catch-up music lessons?

Set a clear rule at the start of the year, for example how many lessons can be made up and how much notice is needed for an absence, and put it in your terms. Then keep track of missed lessons. Ugo helps you find free slots of the right length and creates the catch-up in your calendar after you confirm.

Do I need a music licence for our end-of-year concert?

If copyright music is performed at an event open to the public, a licence is usually needed: often the venue already holds one, so check with the venue and with PRS for Music well in advance. Ugo doesn’t handle paperwork, but it can remind you of the deadline with a scheduled task and keep a list of the pieces with their composers in a document, useful for the application.

Can I send parents notes on their child’s progress?

Yes, and families appreciate it, especially at the end of term. With Ugo you dictate a couple of lines about the pupil, it writes them up clearly and sends them to the parent from your WhatsApp Business or by email, only after you confirm. The notes stay in the pupil’s record on Drive.

Can Ugo help prepare a pupil for a graded exam or an audition?

Ugo doesn’t teach or assess a pupil: that’s your job. It can, though, organise the journey: read the requirements published on the exam board’s or school’s website, keep the pieces and scales to prepare in the pupil’s record along with notes from every lesson, and send you a weekly summary of what’s left to do with a scheduled task.

Is my under-18 pupils’ data protected?

Ugo only answers verified numbers, keeps data on servers in Frankfurt and only accesses the Drive folder you choose. Every message to parents and every change to documents needs your confirmation. In the records, it’s good practice to keep only teaching information and parents’ contact details.

Useful references

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

More music, less juggling

Connect your calendar and sheet music folder and try Ugo with this week’s timetable.

Try UgoTalk to us

Works with