This help guide goes hand-in-hand with the setup video included on this page.
It will walk you through the key steps shown in the video so you can follow along inside your own system.
We recommend watching the video once all the way through, then coming back and working through each section step-by-step as you build.
Watch the Full Setup Video
Step 1: Connect Class Manager to My Studio ManagerBefore building anything, you must connect Class Manager to your main My Studio Manager account.
This creates a secure connection between the two systems so that:
Families created in Class Manager appear in MSM contacts
Students sync automatically
Enrolments and tags apply correctly
No importing or double handling is needed
Open My Studio Manager
Go to Settings
Click Private Integrations
Create a new API key
Name suggestion: Class Manager Integration
We recommend full access
Copy the generated key
Go back to Class Manager β Settings
Paste the key into the integration field
Save
Youβre now connected.
From this point forward, anything created in Class Manager will automatically sync into your main contact system.
Important:
Class Manager sends information into My Studio Manager β not the other way around.
Always create families and students inside Class Manager first.
Step 2: Set Up Your Studio Structure (Correct Order)Before creating classes or adding students, your studio foundation must be built in the correct order.
This prevents confusion later and keeps everything running smoothly.
Locations
Rooms
Seasons
Holidays / Closures
Locations - These represent where classes run. Even if you only have one studio, it must be created first. Each location can also have its own billing cycle.
Rooms - Rooms sit inside locations and represent actual teaching spaces (Studio A, Hall, etc). Classes cannot exist without a room.
Seasons - Your season is your enrolment period (e.g. 2026 Season or Term 1). This keeps classes, billing and enrolments organised within a timeframe.
Holidays / Closures - Adding closures ensures billing, attendance and schedules stay accurate when classes arenβt running.
It can be tempting to jump straight into creating classes, but taking a few minutes to set this structure properly will save time and stress later.
Step 3: Create Categories & StylesOnce your foundation is ready, the next step is organising your programs.
Categories are your broad program groups.
Examples:
Preschool
Juniors
Seniors
Adults
Competition Team
Circus
Private Lessons
Every class sits inside a category.
Styles are the specific class types within those categories.
Examples:
Ballet
Jazz
Hip Hop
Acro
Musical Theatre
These help:
Keep classes organised internally
Improve reporting
Make trial bookings and website displays clearer for families
Keep this simple. Start with what you know you are running β you can always add more later.
Step 4: Create Classes ProperlyThis is where your timetable comes to life.
Take your time with this step β well-set-up classes make everything else easier.
Use a clear, parent-friendly name. Examples: Junior Jazz, Tiny Ballet, Senior Acro.
Only create group classes here. Private lessons should be managed in the private lessons section.
Select the category and style you created earlier. These control how classes appear internally and publicly.
We recommend setting up your teacher list before creating classes, as it makes this quicker. However, teachers can be assigned or changed later at any time.
Select the season or enrolment period the class belongs to (e.g. 2026 Season).
Used mainly for pro-rata billing calculations if students join late. You can leave this blank if not needed.
Set:
Day
Start time
End time
Capacity (maximum students)
Capacity controls when a class shows as full.
This is your base per-class rate. Even if you charge via packages, this helps the system calculate totals and pro-rata amounts correctly.
Select the location first, then the room. Rooms are filtered by location.
Enter minimum and maximum ages. The system will automatically generate an age group label for filtering and suggestions.
Helpful for website display and registration forms so parents understand the class.
Active - If off, the class will not appear or accept enrolments.
Hidden from parent portal - Useful for invite-only or competition classes.
Suggested only - Shows as a recommendation rather than a publicly selectable class.
Turn on trial lessons if students should trial before enrolling. This sends new signups into trial requests instead of direct enrolments.
If enabled, the class will appear on public registration forms. You can also set open/close enrolment dates if needed.
Once complete, click Create Class.
Everything can be edited later β nothing is locked in.
Step 5: Create Pricing PackagesClasses hold base pricing, but packages control what families are actually charged.
This is where you create:
Weekly tuition
Monthly billing
Unlimited packages
Preschool bundles
Competition packages
Package name - Clear and recognisable (e.g. One Class Per Week, Unlimited, Mini Movers).
Description (optional) - Helpful for parents on registration forms.
Active toggle - Controls whether the package can be used.
Applies to
Per student (most common)
Per family (if using family pricing)
Billing frequency - Weekly, monthly or your chosen structure.
Pricing type - Controls how the system calculates cost.
Min/max classes - Set limits if required (for example unlimited packages with minimum enrolments).
Age range (optional) - Useful for filtering packages on public forms.
Show on registration forms - Allows parents to select this package online.
Add-on classes - Optional extras that can be added at special rates.
Included classes - Select which classes belong in this package.
You can mark classes as:
Required
Optional
This allows flexible structures like core classes plus optional extras. Once done, save the package. A well-built package setup means billing will calculate automatically and consistently without manual adjustments.
What To Do NextAfter watching the video and following this guide:
Connect your integration
Build locations β rooms β seasons β holidays
Create categories and styles
Create classes
Build pricing packages
Take your time and build gradually.
You can always return and edit anything later as your studio evolves.