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Dance school software you use from WhatsApp

Pre-school dance on Tuesday, ballet on Thursday, street dance on Saturday. And in May extra rehearsals, costumes to order and the show at the theatre. Ugo keeps timetables, rehearsals, costume measurements and messages to families in order, so you can stay in the studio.

Try UgoHow to organise a dance school with Ugo

Dance school software has to cope with two years in one: from September to March regular classes, exams and the odd competition; from April to June the race towards the end-of-year show. Ballet, modern, contemporary, tap, street dance, Latin: every class has its own grades, its own choreography and, come spring, its own costumes. And behind every pupil there’s a family asking about times, rehearsals, tickets and measurements.

Ugo works on WhatsApp with your calendar, inbox and documents on Google Drive or OneDrive. Ask when the intermediate group’s dress rehearsal is and it tells you; dictate the measurements taken in the studio and it adds them to the costume sheet; ask it to tell parents about a change of time and it sends the message from your WhatsApp Business, after you confirm.

For competitions, it helps you not lose rules and entry deadlines in your inbox. Photos and videos of pupils stay out of Ugo: they’re sensitive data, to be handled with families’ consent and your school’s rules. Ugo takes care of everything else: class timetables, extra rehearsals, costume measurements, show running orders and notices to families.

What makes life complicated for a dance school

Choreography can be learnt. Organising the show feels new every year.

The end-of-year show

Theatre to confirm, running order, entrances and exits, studio and stage rehearsals, chaperones, tickets for families. It all happens in a few weeks, alongside normal classes.

Costumes and measurements

Measuring sixty pupils, ordering costumes, collecting deposits, checking deliveries. With a messy sheet, someone ends up without a costume at the dress rehearsal.

Extra rehearsals to announce

Extra Sunday rehearsals, studio changes, different times for each group. Every family needs to know exactly when and where to bring their daughter or son.

Competitions and festivals

Rules, age categories, entry deadlines and music to send. Organisers’ emails pile up and the closing date always arrives sooner than expected.

How to organise a dance school with Ugo

From Tuesday’s class to show night.

Costume measurements in one sheet

In the studio you dictate the measurements, pupil by pupil. Ugo adds them to the show’s costume Excel sheet, with group and size, and whenever you need it tells you who’s still missing and which deposits are outstanding.

Skills used

Ugoonline

  1. 🎤 Voice message (0:27)

  2. I’ll add to the “Show costumes 2027” sheet, Modern 9–11 group: • Aurora B. – height 138 cm – age 9–10 • Isla L. – height 145 cm – age 11–12 • Evie T. – height 141 cm – age 9–10 4 pupils in the group are still missing. Shall I go ahead?

Extra rehearsals in the calendar and to families

You set an extra rehearsal: Ugo creates it in your calendar and sends the notice to the group’s families from your WhatsApp Business, one by one, after you confirm.

Skills used

Ugoonline

  1. Sunday 16 May extra rehearsal for Ballet Grade 2, 10–12 in the big studio. Let the families know

  2. I’ll create “Extra rehearsal – Ballet Grade 2” on Sunday 16 May, 10:00–12:00, big studio, and send this to the group’s 11 families: “Good morning, on Sunday 16 May there’s an extra rehearsal for the show, from 10 to 12 in the big studio. Hair in a bun, leotard and ballet shoes, please. Thank you!” Shall I go ahead?

The show running order on Drive

Dictate the order of the dances and Ugo creates the running order document, with group and length, working out the approximate time of each entrance. It updates it with every change, so all the teachers work from the same version.

Skills used

Ugoonline

  1. Create the running order for act one: Pre-school 4 min, Ballet Grade 1 5 min, Junior street 4 min, Modern 9–11 6 min, Ballet Grade 2 7 min. Start 19:30

  2. I’ll create the document “Show 2027 – Running order” in the Show folder: 1. 19:30 – Pre-school (4 min) 2. 19:35 – Ballet Grade 1 (5 min) 3. 19:41 – Junior street (4 min) 4. 19:46 – Modern 9–11 (6 min) 5. 19:53 – Ballet Grade 2 (7 min) I’ve left a minute between dances for changeovers: act one ends at 20:00. Shall I go ahead?

Competition deadlines

Ugo searches your email for competition and festival entry forms and rules, sums up categories, fees and deadlines and drafts the entry or enquiry email, which you send after reading it.

Skills used

Ugoonline

  1. Which competitions have entries open for the junior category?

  2. I found 2 in your inbox: 1. Northern Dance Festival – 14 March, ballet and modern sections, juniors 11–14, entries close 15 February, £25 per dance 2. Solo & Duet Championships – 11 April, solos and duets only, entries close 20 March Shall I draft the entry email for the festival?

A day at a dance school with Ugo

April, six weeks to the show.

  1. 9:00

    Scheduled task: Ugo sends you the day’s classes and rehearsals, studio by studio.

  2. 11:30

    You ask who still needs to be measured for the Modern group’s costumes.

  3. 14:00

    The theatre’s confirmation arrives: Ugo sums up the email and creates the dress rehearsal and the show in your calendar.

  4. 17:00

    Between classes you dictate five pupils’ measurements and the costume sheet is up to date.

  5. 20:30

    Classes over, you have the notice for Sunday’s extra rehearsal sent to families, after reading it.

  6. 21:30

    You update the show running order with a voice note: Ballet Grade 2 moves to close act one.

A dance school’s tools

Connect what you already use and manage it all from WhatsApp.

Costume and deposit sheet in Excel

A file on OneDrive for the show: pupil, group, measurements, size, costume, deposit. Ugo adds rows, updates cells and sends you the table as an image.

Running orders and choreography on Google Drive

A Show folder with the running order, choreography notes and rehearsal schedule. Ugo creates and edits the documents, working only in the folder you choose.

Your class and rehearsal calendar

Regular classes, extra rehearsals, dress rehearsal and show in Google Calendar or Outlook. Ugo reads it all and creates new events when you ask.

Your school website

Classes, times and fees published on your website: Ugo learns them with Company websites and helps you answer the families asking for information in September.

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 dance school software

What’s the best software for a dance school?

A large school may need software with online booking and payments. For a small or medium-sized school, a calendar, sheets for sign-ups and costumes and organised communication with families are often enough. Ugo uses them from WhatsApp: you manage timetables, rehearsals, measurements and notices with a message or a voice note, without changing tools.

How do I organise a dance school’s end-of-year show?

Start from the theatre date and work backwards: running order, studio rehearsals, dress rehearsal, costumes, chaperones, tickets and communication. Keep it all in a few shared documents. With Ugo you create the running order and rehearsal schedule, update the costume sheet with a voice note and send notices to families after you confirm.

How do I manage costume measurements and orders?

A single sheet with pupil, group, measurements, size and deposit avoids most problems. Don’t measure too early, because children grow, but leave enough time for delivery, and set a deadline for deposits. Ugo adds the measurements you dictate in the studio and tells you who’s missing or still owes a deposit.

Do we need a music licence for our dance show?

If you use copyright recorded music at an event open to the public, a licence is generally needed, and the venue may already hold one: check with the venue and with PRS for Music well in advance. Ugo doesn’t handle paperwork, but it can keep a list of the tracks with artists and durations in a document and remind you of the deadline with a scheduled task.

How should we handle photos and videos of pupils?

With care: images of children need parents’ consent and clear rules on who films and where the images are published. The ICO and the NSPCC offer useful guidance, including for shows and performances. Ugo stays out of this part: you use it for timetables, rehearsals, costumes and text messages to families.

Does Ugo work for teachers who freelance for the school too?

Yes. The school creates a single team and every teacher who uses it has their own subscription at €50 a month or €550 a year, excl. VAT. Each one connects their own calendar and email, while skills such as Company websites are shared across the team.

Useful references

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

Get to the show with everything in order

Connect your calendar, Drive and WhatsApp Business and try Ugo with this week’s rehearsals.

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