Institute Portal
Overview
Payment follow-ups
Overdue invoices, oldest first — follow up and mark paid.
Lessons over time
Room utilization over time
Registration
Register an instructor
Full profile, instruments & the courses they teach, plus weekly availability.
Register a student
Full profile, instruments & level, then an auto-matched instructor & first lesson — all in one step.
Extra Lesson
Book a one-time lesson for an existing student — instructor, time, and an auto-assigned room.
Management
Students
| Student | Instruments | Attendance |
|---|
Instructors
| Instructor | Instruments | Availability |
|---|
Pending approvals
Working hours
Add availability windows — pick a day, a time range, and the delivery (in person, online, or both). A day can have more than one window. Days with no window aren't offered; bookings always stay within the institute's business hours.
Reschedule affected students first
These standing lessons fall outside the new hours. Permanently reschedule each, then save the hours again — nothing is applied until every one is resolved.
Instruments
Set every instrument this instructor teaches and, for each, the RCM level range they cover. Leave a level blank for open-ended.
Set rate
Pay per completed lesson, for each instrument this instructor teaches. Leave blank to use the instructor's default rate.
Edit email
The recovery email is private — set only by the account holder, never shown here.
Instructor
Student
Students
Add people
Full profile, instruments & the courses they teach, plus weekly availability.
Schedule
| When | Status |
|---|
Permanent reschedule
We only offer times that are genuinely open — the teacher's hours, a suitable room and your institute's hours. The current teacher is offered first; other teachers appear only if they can't take it.
Stop series
This cancels every future lesson in this weekly series. Past lessons are kept.
Billing basket
Add a weekly class
Pick from genuinely open times — the teacher's hours, a suitable room and your institute's hours are all checked, exactly like registration. The course's current teacher is offered first.
Reschedule one lesson
Move a single upcoming lesson to another open time. The same teacher is offered first; another teacher only if they can't take it.
How often?
Pick from the frequencies your institute offers (Settings → Lesson frequencies). Billing scales with it automatically.
Reassign instructor
Group lesson
Lesson notes
Semestersⓘ
| Semester name | Dates | Reschedules ⓘ |
|---|
Invoices
Billed vs collected
Payroll
Live pay for the selected window (hourly rate × lesson duration). Run payroll to freeze a period and track who's been paid.
| Instructor | Avg rate/hr | Lessons | Pay | Share |
|---|
| Period | Gross | Paid | Status |
|---|
Pricing & items
Define what things cost — semester courses, single lessons, books, exam and concert fees. Assigning and invoicing happen in Student baskets below.
Add each course you charge for. The price is for a WEEKLY course — a student's charge scales with their lesson frequency automatically (2×/week doubles, every-2-weeks halves).
| Semester | Instrument | Framework | Level | Weekly price | |
|---|---|---|---|---|---|
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| Lesson type | Price | |
|---|---|---|
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| Item | Category | Price | |
|---|---|---|---|
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Student baskets — unbilled charges
A basket is each student's running tab. Every charge you assign collects here automatically — then you turn a basket into one invoice.
| Student | Unbilled items | Amount | |
|---|---|---|---|
| Loading… | |||
Invoices
Bill students for tuition, mark payments received and keep an eye on what is still outstanding.
| Student | Period | Amount | Due | Status | |
|---|---|---|---|---|---|
| Loading… | |||||
Communications
Individual message
Send a private message to one student or instructor — it lands in their inbox + email, with read tracking.
Announcement
Send a one-off notice to everyone in the chosen audience. It lands in their Inbox.
Sent announcements
How many recipients have read each message (in-app or email). Open "Needs attention" for the non-readers and their phone, to call or text.
| Title | When | Read | |
|---|---|---|---|
| — | |||
Needs attention
| Name | Role | Phone |
|---|
Email & engagement
Two separate signals per member — App (in-app notifications read; reliable) and Email (emails opened). Anyone who opens neither is flagged "Follow up" with their phone, so you can call or text.
| Name | Role | App | Follow up | |
|---|---|---|---|---|
| — | ||||
Insights
Reschedule requests
| Student | Requested time | Reason | Status | |
|---|---|---|---|---|
| — | ||||
Leads pipeline
Reports
Download a CSV summary for the current date window, generated server-side.
Revenue trend
Billed vs collected, split into equal sub-periods across the window.
Enrolment funnel
Lead pipeline: new to contacted to enrolled.
Instructor utilization
Active (non-cancelled) lessons per instructor in the window.
Lesson outcomes
Completed, upcoming, cancelled and no-show split.
Settings
Generalⓘ
Lobby TV
A public, no-login schedule board for a TV in your lobby — today's lessons and rooms. Anyone with the link can view it, so keep it private; regenerate any time to revoke the old link.
Foundry AI assistant
Your in-app assistant is powered by Foundry AI (a KIOT Wireless Solutions product). Add this institute's Foundry key to meter its usage separately; leave blank to use the platform default.
Lesson frequenciesⓘ
How often a course can repeat — only the frequencies you add here can be chosen for a student. Once a week is the baseline for automated invoicing: the course price you set is the WEEKLY price, and every other cadence scales from it automatically.
Business hoursⓘ
Roomsⓘ
| Room | Status |
|---|
Invoiceⓘ
Sales tax and the studio logo shown on your invoices. Lesson frequencies (below) are the base cadence used for automated invoicing.
Instrumentsⓘ
| Instruments |
|---|
Frameworksⓘ
| Framework | Levels |
|---|
Notificationsⓘ
Optionsⓘ
Holidaysⓘ
| Date | Name |
|---|