DancePilot · by Lime Up
Your studio in one system. No spreadsheets, paper or lost messages.
DancePilot is a management system for dance schools, fitness, pilates and yoga studios. It organises enquiries, students and members, memberships and class packs, the schedule, prepaid spot bookings, attendance, make-up classes, payments, seminars and workshops. The owner, the front desk, the instructors and the members each see only what they need. It was designed inside a real school, in daily operation, and it is configured to your studio.
- Mobile first, and computer
- 4 roles with their own permissions
- Memberships and spot bookings
- History for payments, packs and attendance
One system, four roles
Owner, front desk, instructor, member
Everyone has a personal account. Nobody shares a password, and nobody sees data that doesn't concern them.
| Role | What they do | What they don't see |
|---|---|---|
| Owner (Admin) | All management, finances, instructor pay, settings, backup | — |
| Front desk | Enquiries, sign-ups, schedule, attendance, make-up classes, payments, events | Owner finances, instructor pay |
| Instructor | Their own schedule, today's classes, attendance | Student payments, profitability |
| Student / member | Their next class, their membership or pack, spot bookings, make-up classes, announcements, workshops | Any data about other members or staff |
DancePilot features
Below is only what works today with real data. What is still being prepared is listed separately further down.
Enquiry form
A public form for your website or Instagram. Every submission automatically becomes an enquiry for follow-up.
- Class types, level, available days
- How they found you
- Separate consent for marketing
From enquiry to member
Every person exists once. An enquiry becomes a student without a second sign-up, and anyone who comes back months later is found.
- Statuses: new, contacted, follow-up, became a member
Member profile
Active pack, expiry, balance, classes, make-up classes, payments and notes on one screen.
- Activity history: why a pack changed, who changed it
- Pack changes mid-month, with history
Schedule & capacity
Every class with time, room, instructor and free spots. The system won't let anyone move into a full class.
- Capacity based on equipment, e.g. poles, reformers or mats
Attendance
On a phone, one tap per student. On a computer, a grid like the paper register.
- Present, absent, make-up, cancelled by the school
- A cancellation by the studio doesn't use up a member's class
Make-up classes
Rules are set per pack, not one for everyone. The front desk sees classes with free spots and assigns them.
Payments
A payment with amount and method (POS, cash, bank, IRIS etc.). Collection and receipt are tracked separately.
- Corrections and cancellations only with a reason
- Nothing is deleted silently
Memberships & spot bookings
Membership packs and prepaid spot bookings for classes. A spot counts towards the class capacity from the moment it is booked.
- Memberships and class packs in the same system
- A spot can only be booked if one is available
Seminars, workshops & events
A public page for every event or one-off seminar, with a poster. Bookings from non-members too, without an account, with prepaid spots.
- The spot is held temporarily so it can't be filled twice
- The front desk confirms
Notifications & announcements
In-app messages to groups or specific members. A public news page for a new class, workshop or open day.
Owner finances
Expenses, fixed costs, instructor costs and result (revenue minus costs). For the owner only.
- A picture for decisions, not accounting software
Mobile app
The member scans a QR code and adds the studio to the phone's home screen, on Android and iPhone.
Backup & export
A full backup to Excel (human-readable) and JSON (technical), with one button. No passwords inside.
Status
What's ready and what's coming
What works today, what is being prepared and what it doesn't do.
| Feature | Status | What it means |
|---|---|---|
| Enquiry form | Ready | Receives real enquiries |
| Students, schedule, attendance | Ready | Real data every day |
| Payments, corrections, cancellations | Ready | With history and a reason |
| Memberships | Ready | Membership packs in the same system |
| Prepaid spot bookings | Ready | The spot counts towards class capacity |
| One-off seminars with prepaid spots | Ready | Public page and bookings from non-members too |
| Public event page & bookings | Ready | Payment is confirmed by the front desk |
| In-app notifications | Ready | Working |
| Online payment (card) | Coming | No payment provider connected yet |
| Sending email | Coming | The infrastructure exists; it needs set-up per school |
| Push notifications | Coming | Needs provider set-up |
| Automatic nightly backup | Coming | Today backup is done with one button |
| Make-up classes booked by the student | Coming | Today the front desk handles them |
| Profitability per class | Coming | The basis exists; it needs more data |
What DancePilot doesn't do
- It doesn't issue receipts or send them to myDATA.It records whether the receipt was issued, so none is missed. You issue them as you do today.
- It isn't accounting software.The owner's finances are a picture for decisions. They don't replace your accountant.
- Messages, SMS, Viber and email.The app supports communication and messaging within its own interface. It does not currently include sending SMS or Viber messages. Email sending can also be integrated, by arrangement and through connection to a suitable provider, depending on the needs and existing infrastructure of each business.
- It has no AI.It is a clean tool for the studio's daily work, without "smart" suggestions you didn't ask for.
Frequently asked questions about DancePilot
How much does it cost?
The price depends on the size of the studio and on what needs to be set up (class types, memberships, packs, make-up rules). After a demo we send you a written quote.
Is there an app for students and members?
Yes. The member scans a QR code and adds the studio to the phone's home screen, on Android or iPhone. They see their next class, their membership or pack, their bookings and make-up classes, announcements and workshops.
Is it only for dance schools?
No. It is for any studio that works with classes, spots, memberships or packs: dance schools, fitness, pilates and yoga studios. Class types, memberships, capacity and make-up rules are set up for your studio.
Does it issue receipts or connect to myDATA?
No. For every payment it records whether the receipt was issued or is pending, so none is forgotten. You handle issuing and tax obligations as you do today.
What about members' personal data?
Each role sees only what it needs, and every account is personal. The enquiry form asks only "yes/no" about health matters, without a medical description, and has a separate consent for marketing. For your studio's data we sign a data processing agreement (GDPR, Article 28).
Request a DancePilot demo
Book a demo by video call or, if you're in Thessaloniki, in person. Tell us how many members and classes you have.
or call +30 697 998 9881
or email limeup100@gmail.com