Case studies

DanceBeats got six hours a week back.

How a Derby dance school swapped email, WhatsApp and banking apps for one website that runs its admin. Built by Nexus Studio in three weeks.

Dance schoolDerbyRunning since 2009Built in 3 weeks
  • 6 hrsa weekof manual admin now automated
  • +12%revenue, recovered from missed payments and money owed
  • 3weeksfrom first conversation to live
  • 7systemsworking together in one website
Before

A growing school, run from a phone.

Charli founded DanceBeats in Derby in 2009. As the school grew, the admin grew with it: forms, council paperwork, invoicing and payments, all on top of teaching. It had become a full time job of its own.

That work lived across email, WhatsApp and banking apps. Each task in the week took a couple of hours, and knowing who had paid meant checking payments one by one. The website had not changed in about two years and did none of the work.

I want a website, but I don't just want it to be a page where people can see the colours of our logo. I want it to actually help me.

CharliFounder, DanceBeats
What we built

Seven systems, one website.

Everything Charli used to do by hand now lives in one place, a click away.

  1. 01

    The public website

    Timetables, class information and everything a new family needs, clear on any phone and kept up to date.

    BeforeA site that had not changed in about two years.

  2. 02

    A custom CMS

    Charli edits timetables and pages herself from the admin, so the website always matches the week.

    BeforeNo easy way to keep the website current.

  3. 03

    Taster sessions

    New families book a taster online and the confirmation and follow up run automatically.

    BeforeEvery enquiry handled by hand over email and WhatsApp.

  4. 04

    Registers

    A register for every class, taken in the admin and kept in one place.

    BeforeRegisters kept on paper and in spreadsheets.

  5. 05

    Invoicing and payments

    Invoices go out from the admin, and Charli can see at a glance who has paid and what is still owed.

    BeforePayments checked one by one in a banking app.

  6. 06

    The uniform shop

    Parents buy the correct apparel for their dancer online, with no back and forth about what to order.

    BeforeOrders and questions sent over messages.

  7. 07

    Staff management

    Staff details and staff admin managed in the same system as everything else.

    BeforeSpread across emails, messages and spreadsheets.

Why no screenshots? The admin holds children's details, so it stays private. The public site is live at dancebeats.co.uk.

What changed

Admin that takes care of itself.

  1. 01

    Six hours a week back

    The manual tasks that used to take a couple of hours each are now automated or a click in the admin, so that time goes back into teaching and running the school.

  2. 02

    Revenue up twelve percent

    With every invoice and payment tracked in one place, missed payments and money owed no longer slip through. That recovered revenue is the twelve percent.

  3. 03

    Live in three weeks

    From the first conversation with Mike to a working website and admin in three weeks.

Each one of those took a couple of hours a day to do, and now everything is a click away.

CharliFounder, DanceBeats
In Charli's words

The full transcript.

From the video above, lightly edited for reading.

I don't think anything had been changed on our website for about two years. As the business has got bigger, my workload has got a lot bigger. I have loads of forms. There are lots of council things I need to do now. Invoicing and payments have got bigger as the school has grown.

It's a full time job, and it keeps me super busy. There is a lot to do now it has grown.

So I found Nexus Studio online, had a conversation with Mike, and I said, "Look, I really need some help. I need something where I can do everything together. I want a website, but I don't just want it to be a page where people can see the colours of our logo. I want it to actually help me."

He has managed to create a million different systems within this website that are going to literally save my life. I had systems for lots of different areas and different tasks during the week. Each one of those took a couple of hours a day to do, and now everything is a click away.

It has saved hours of admin that I didn't really have time for. It has made my life so much easier. I used to think a website was quite a basic thing, just somewhere people could type in. I genuinely wish I had found Nexus Studio earlier, because I have really struggled these past few years.

They have been amazing. Mike has listened to everything I've had to say and done it within seconds. I do not know how he does it. I'm really, really grateful to him and to the company for helping me with all my admin and everything they've done. So thank you.

Charli, Founder, DanceBeatsCharli, Founder, DanceBeats, Derby

Run classes, clubs or courses?

We build the same kind of website for dance schools, martial arts clubs, swim schools, music tutors and coaches: timetables, bookings and payments shaped around how your week runs.

Book a CallWebsites for clubs and classes

Questions about the DanceBeats build.

One website that runs the school's admin: the public site with timetables and class information, a custom CMS, an automated taster session system, class registers, invoicing and payment tracking, a uniform shop for parents and staff management.

Three weeks, from the first conversation with Mike to the website and admin going live.

Manual tasks that used to take Charli a couple of hours each, like handling taster enquiries, taking registers and chasing payments, now run automatically or take a click in the admin.

By tracking every invoice and payment in one place. Missed payments and money owed used to slip through when payments were checked by hand in a banking app. Now they are caught, and that recovered revenue is the twelve percent.

Yes. We build for dance schools, martial arts clubs, swim schools, coaches and other class based businesses. Prices start from £199 per month plus a one off setup fee based on what you need, agreed in writing before work begins.

Your admin, a click away.

Book a call with Mike. Tell us how your week runs and we will show you what could take care of itself, whether or not you ever work with us.

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