Best Tools to Grow and Manage Your Dance Studio

Olivier Rousseau
27 March 2024 Dance 2 min read

How do you grow a dance studio?

There are many aspects to this question, but having the right tools to market your classes, automate operations, manage staff, and retain students season after season is paramount.

In this article, I take a look at the essential tools that every dance studio owner should have in place to grow and keep their studio running smoothly.

We’ll discuss the following tools and share the best options on the market.

NOTE: We’ll discuss different tools for Dance Studio, each one can be replaced by Activity Messenger as an all-in-one platform to run your dance studio.

Author’s note: I’m Olivier and I share tips and tricks I’ve learned over the past decade as the owner of a children’s sports program. I personally tried and used the tools shared in this article before switching to Activity Messenger for my organization. Today, as the co-founder of Activity Messenger, I help hundreds of dance studios across North America streamline their operations and increase their revenue.

Looking to compare different dance studio software. Here are the 7 best modern dance studio software.

Email Marketing Tool

In the world of dance, communication is key-not just on the floor, but in marketing as well.

With email marketing tools like Mailchimp, ConstantContact or Activity Messenger, you can send beautiful newsletters to keep your community engaged and informed about upcoming classes and events.

With easy-to-use design tools and automation features, an email marketing tool can help you maintain a constant connection with your students and their families, ensuring that your studio stays top of mind.

Key Features:

  • Easy drag-&-drop tools to design on brand email marketing.
  • List building tools and segmentation to reach out to the right people at the right time.
  • Marketing automation to improve retention rate and convert more new dancers to your studio

Email Marketing for Dance Studios

📌 Pro tip: Activity Messenger is the only email marketing platform that allows for non-marketing emails such as start-of-session reminders, end-of-session outreach and rescheduling or cancellation emails.

Staff Management Tool

Streamlining your dance studio’s operations is essential, and incorporating an HR tool like BambooHR or Activity Messenger can significantly enhance your workplace. These tools simplify managing your team by organizing employee information, from refining recruitment to tracking important document completion.

Key Features:

  • PTO management makes it easy for employees to manage and schedule their time off, with instant updates for managers.
  • Applicant tracking helps you streamline the hiring process and ensure that you are finding and retaining the best talent.
  • Hiring documents are signed and securely stored in your database

With mobile-friendly staff management tools, staying connected with your team is simple.

Create a Customizable Staff Portal


📌 Pro tip: Bamboo HR can be expensive, especially for businesses with many part-time employees. Activity Messenger is designed for dance studios, gymnastics clubs, and swim schools that employ part-time and seasonal staff.

Bulk Certificate Tool

Celebrating success and participation is critical to keeping your dance community motivated.

Use a mass certificate tool such as Certifier, CertifySimple or Activity Messenger to create custom bulk certificates.

These could be for various achievements, such as completing a level, performing an outstanding task or simply for participating in their first dance lessons.
These tools allows Dance Studios to automate the process of generating and emailing these certificates.

Key Features:

  • Integrated mass personalization mail merge.
  • Share personalized certificates with bulk emails or mass printing.
  • Some tools, like Activity Messenger, offer full integration with Canva for your designs.

Personalized Dancer Certificates

📌 Pro tip: Choosing a bulk certificate tool that integrates (or is included) with your dance studio software is paramount to streamlining your workflow and avoiding the need to upload files from one tool to another.

Dance Studio Registration Software

An online registration tool like JackRabbit Dance, DanceStudioPro or Activity Messenger can enhance the registration experience for your dance community. Make sure your registration form is easy to use, asking only for essential information to make the process quick and easy.

Use this tool to set up automated confirmation emails once registration is complete, providing students with all the information they need to begin their dance journey at your studio.

Key Features:

  • Online registration and secure payments for Dance Sessions
  • Automated billing for recurring memberships or payment plans
  • Landing page to easily find the right class

Learn more: How to improve your registration process (especially for mobile)

Modern dance studio software

📌 Pro tip: Most dance studio software is outdated and doesn’t look great, especially on mobile. Since most parents are now registering their kids for activities on their smartphones, it might make sense to look for a registration platform that is mobile first.

Bulk SMS Tool

For urgent communications, a bulk SMS tool is invaluable for dance studio owners.

When running a dance studio, cancellations and rescheduling are a fact of life. But when events occur that are out of your control, quick SMS notifications can help reduce the frustration your dance community experiences.

Tools like SimpleTexting and Activity Messenger allow you to set up templates for common messages, such as class cancellations or upcoming event reminders.

Create a protocol for when to use SMS – reserve it for time-sensitive or critical communications – to avoid overloading students and parents with messages, and ensure that when they do receive a text from your studio, they know it’s important.

Key Features:

  • Send bulk SMS from your attendance lists
  • Open the – today tab –  to send mass texts to everyone registered in a class on a given day
  • Send a SMS/Text but only to participants who have not opened an important email you sent out a few days earlier
  • Waitlist management that sends an SMS to parents to ensure they receive the notification and increase the likelihood of enrollment
How to send bulk/SMS to your dance students
📌 Pro tip: You probably don’t want to overwhelm parents with SMS. But they have an important place in your communication tools, depending on the type of communication. Here is a quick guide to when to choose SMS over email when communicating with participants.

Form Building Tool

A form-building tool like Google Forms, Jotform, or Activity Messenger can help with collecting information outside your registration platform: use it to create job application forms, workshop registration forms, or even to gather information for custom choreography requests. Be sure to keep forms short and engaging to encourage completion.

Key Features:

  • Fully customizable with a simple drag-and-drop tool.
  • Doesn’t require respondents to create an account, making it easier to complete.
  • Include conditional logic to guide your customer to the right questions for their situation.

Online dance teaching application form

Survey Tool

A survey tool like SurveyMonkey can help you better understand the needs of your dance community. Conduct regular surveys to gauge satisfaction, gather feedback on instructors, or decide on new classes to introduce. You can even offer small incentives, such as a chance to win a free class, to increase participation.

Key Features:

  • Add different types of survey questions like multiple choice, text input, star Rating & Radio Button Grid
  • Share with your dance community on Social Media, with QR Codes or by direct outreach with email or SMS
  • Analyze data based on specific dance classes or types, identify common feedback trends, and use the insights to make targeted enhancements

Designing Your Dance Studio Survey in Canva

📌 Pro tip: As an operator, I’ve simplified feedback collection by automating surveys with Activity Messenger, allowing me to focus on data analysis and adjustments my team and I need to make.

Recital Ticket Tool

A recital ticketing tool like Tututix, Eventbrite or Activity Messenger can streamline your ticket sales throughout the year. With the right tool, buying dance recital tickets online has never been easier.

With just a few clicks, attendees can select their tickets, accept terms and conditions, and digitally sign. Integration with secure payment systems like Stripe makes each transaction seamless and secure.

Key Features:

  • Easy ticket sales with no account creation required.
  • Each attendee receives a branded digital ticket that can be scanned at the door with a smartphone.
  • Automate personalized event reminders via SMS or email.

Dance recital ticket form


Website Builder Tool

A website builder tool like Squarespace or Wix allows you to maintain an attractive and informative online presence.

Make sure your website is updated with the latest class schedules, instructor bios, and event information. Embed videos of classes or performances to showcase your studio’s atmosphere and teaching style.

Use built-in SEO tools to improve your site’s visibility, and regularly analyze visitor data to understand how people are engaging with your content and make adjustments as needed.


📌 Pro tip: To improve your marketing and make the registration process as seamless as possible, you will want to choose a dance management software that is fully customizable and that allows you to embed the class catalog into your website so that parents aren’t redirected when they click to register.


Kids Party Booking Tool

With a Party Booking Tool like Bookeo, PartyPro Manager or Activity Messenger, you can make booking kids birthday parties at your dance studio a breeze. Set clear packages and pricing on your website, and use a party booking tool to manage scheduling.

Key Features:


kids booking party form

📌 Pro tip:Activity Messenger can help you increase party bookings with simple marketing automation. You can set a marketing email to go out to parents 6 weeks before a child’s birthday, exactly when parents are thinking about what to do for their child’s upcoming party.

Dance Progress reports

A skill tracking software tool like My SkillChart or Activity Messenger allows dance instructors to efficiently track and share each student’s progress, highlighting both successes and areas for growth. Implementing a system for regular evaluation encourages continuous improvement and open communication with students and parents.

Key Features:

  • Include essential information such as dancer’s name, class, and dance type
  • Define clear colour-coded evaluation criteria such as behaviour, attitude, and skills
  • Allows for customization and addition of details to meet a studio’s specific evaluation standards

Dance progress report tool

Digital waivers

A liability waiver tool like SmartWaiver, WaiverForever or Activity Messenger is essential for streamlining the informed consent process and ensuring that students and their parents understand the risks associated with dance.

Most dance management platforms offer a waiver during registration, but don’t have an easy way to sign waivers for free trials, drop-in’s, and birthday parties without the hassle of creating an account.

Key Features:

  • Include checkboxes, participant and guarding information as well as a digital signature.
  • Easily share with a unique QR code at your front desk or send a link via email/SMS.
  • Secure storage for all your data.

Liability waiver form for dance studios

AI tools for Dance Studios

AI dance studio tools like Canva Magic, ChatGpt and Activity Messenger can revolutionize the way dance studios engage with their audiences online.

These tools can analyze trends and suggest content that will resonate and optimize posting schedules for maximum engagement.

Incorporating AI for image generation can also provide unique, eye-catching visuals for your posts that capture the essence of your studio’s style and classes, enhancing your digital presence and attracting more students.

Read more: AI prompts designed for Dance studios

ChatGPt prompts for dance studios

How Activity Messenger Replaces Multiple Tools

Activity Messenger is an all-in-one platform designed with the unique needs of dance studios in mind.

It consolidates a wide range of essential tools, from email marketing and staff management to registration and digital waivers, into a single, cohesive platform
Activity Messenger simplifies operations, improves communication, and enriches the studio experience for everyone involved. By streamlining administrative tasks, it allows studio owners to focus more on their passion for dance, making it an indispensable tool for dance studios looking to thrive in their local competitive landscape.

Frequently asked questions

  1. What are the key factors in successfully growing a dance studio? Success is dependent on high quality instruction, a wide variety of course offerings, strategic marketing efforts, and outstanding customer service for student retention.
  2. How can I increase enrollment in my dance studio? Increase enrollment by offering free trials, incentivizing referrals and hosting community events that showcase your unique offerings.
  3. What marketing strategies are most effective for dance studios? Effectively promote your studio through social media marketing, targeted email campaigns, local SEO optimization and community engagement.
  4. How can I improve student retention at my dance studio? Enhance retention by providing personalized feedback, organizing regular performances, and implementing a rewards program for continued enrollment.
  5. Can offering a variety of dance styles help grow my studio? By expanding your class offerings to include a variety of dance styles, you can attract a broader audience and cater to different interests, which fosters growth.
  6. How can community involvement contribute to the growth of my dance studio? Engaging with the community through performances and workshops can increase visibility, build partnerships, and establish your studio as a cultural asset.

Written by Olivier Rousseau Olivier is a kids sports programs owner who has been operating for over a decade with locations in Montreal, Quebec city & Ottawa. He also helps Gymnastics Club, Swim Schools and Dance Studios streamline their operations. He is the co-founder of Activity Messenger an online registration platform for the sports & leisure industry.

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