Talents Music School · Music education · Minneapolis, USA
0
manual payment calculations across 2 locations
They asked for a payment button. We looked at what they actually had.
Run it yourselfUnblock
Run it yourself
Why we said no to the payment button
A music school asked for online payments. The problem was underneath. What we built, and what the director got back.
A music school in Minneapolis came to us with a simple request: add online payments to the website. Reasonable. Most schools do their accounting in a mix of spreadsheets and memory, and online payment feels like the obvious first step.
We said we'd take a look first.
What we found
The school ran on an off-the-shelf CRM built for something like a gym or a clinic: fixed schedules, regular payments, few cancellations. A music school is the opposite. Most lessons are private, one-on-one, and the schedule moves all the time — reschedules, extra sessions, cancellations, teachers changing their availability.
The platform couldn't handle any of that, so the director did it by hand: filled in the teachers' schedules, agreed every student's lesson times, took every reschedule request and told the teacher separately, reconciled payments and passed them to the accountant.
A payment button would have added one more thing to check. The problem wasn't payments. It was that every process ran through one person.
What we built
A system designed around the school's actual processes, not the assumptions of an appointment platform.
- Data the school uses. We went through the CRM with the director and kept only the fields, reports and numbers that mattered. Everything else went.
- Students, teachers, lessons. Payments are tied to specific lessons and students from the moment a lesson is created. Paid, pending and overdue are calculated automatically at the end of each period.
- Three roles. The administrator sees everything: upcoming lessons, approvals, payment alerts and activity across both locations. Teachers see their own day, their students and their availability. Parents see their child's lessons, payment history and a three-step booking form.
- Requests, not phone calls. A parent picks a child, a duration and a time. The request goes to the administrator. Once approved, the lesson appears in the parent's and the teacher's calendars at the same time.
Built on Directus, so the school can add a field, a report or a third location without switching platforms.
What the director got back
These are the director's own numbers, before and after.
| Before | After | |
|---|---|---|
| Teacher schedules | Filled in by the director | Filled in by teachers, approved by the director |
| Student schedules (80% private lessons) | Agreed by the director | Agreed between teachers and students in the app; the director checks lessons match payments |
| Payments | Reconciled and passed on by hand | Arrive automatically, with a copy to the accountant |
| Reschedules | Director takes the request and tells the teacher | Parent requests, teacher and administrator confirm in the app |
| Director's time on admin and messages | 100% | At least a third less, sometimes half |
| Locations | One | A second location opened, with more students |
| Evenings | Work continued at home | Work stays at work |
⅓ to ½
less of the director's time spent on admin and day-to-day messagesThnkers portfolio, director's own figures
Why the time went into growth
Across Europe, 55% of small-business owners spend more than 40% of their time on administration (Visma and Kantar, 2024). The same survey found that 46% put growth first and only 13% put efficiency first.
That matches what happened here. The freed hours didn't go into rest. They went into a second location.
What this means for your school
If you are the person every request passes through, a single feature won't change that. Three questions tell you where to start:
- How many messages a week do you forward from a parent to a teacher, or back?
- How long does the end-of-month payment check take you?
- Which tasks would stop if you were away for a week?
Cost calculator
The full project is in They asked for a payment button. We looked at what they actually had.
Related: The owner's week: where 40% of it goes · Missed lessons and moved lessons
Questions
What does a music school system need beyond payments?
Scheduling that handles constant changes, payments tied to each lesson, and separate screens for the administrator, teachers and parents, so requests and confirmations don't go through the director.
Why not use standard scheduling software?
Many tools assume fixed schedules and regular payments, like a gym. Private lessons move all the time. If the software can't handle that, the director handles it by hand.
How long does a system like this take?
A pilot takes days. A working system for a school typically takes one to three weeks.
From the portfolio
Related goal
Run it yourself
You run it by hand, and you're the bottleneck.
Tell us what's missing.
Thirty minutes. You describe the pain and the result you want. We ask questions. If we can help, you get one email with what we found, what we'd build and what it costs. If we can't, we'll say so.