Best Music School Software (2026)
Compare the top management platforms for music schools, studios, and private music teachers.
Quick Answer
We ranked 5 platforms against music-school-specific needs: multi-instrument tracking, recital scheduling, exam grade management (ABRSM/RCM/Trinity), and group+private lesson mix with room assignments. Tutorbase ranked #1 for its automated workflow connecting attendance to invoicing to payroll with room capacity enforcement. My Music Staff is best for solo teachers. Limitation: Tutorbase lacks curriculum tools and a native mobile app.
5 tools compared
Disclosure: Tutorbase publishes this comparison and is included as a ranked option. We list our honest limitations alongside every competitor. All feature data is independently verified.
Top Music Schools software at a glance
Quick comparison of key details to help you narrow down your options
| Software | Best For | Price Range | Action |
|---|---|---|---|
Tutorbase #1 software | Growing music schools that need scheduling, billing, room management, and CRM in one AI-automated system | Free Core + 1% for billing | Get started |
My Music Staff | Solo music teachers who need basic scheduling and automated billing at the lowest price | $14.95/month + $4.95/extra teacher | Compare |
Fons | Established music schools wanting reliable billing automation with music-specific workflows | $29.95–$149.95/month + 2.9% + $0.30/transaction | Compare |
Jackrabbit Music | Large music schools prioritizing proven track record and mobile app for group classes | $49–$315/month (by student count) + $169 setup fee | Compare |
Teachworks | Solo music teachers and small studios prioritizing simplicity and proven track record | $16.49–$89/month + $0.07–$0.32/student-lesson | Compare |
Tutorbase
My Music Staff
Fons
Jackrabbit Music
Teachworks
Pricing spans all available tiers. Check vendor websites for current rates. Updated January 2026.
Which software fits your priority?
Find the best match based on what matters most to your music schools.
| Your Priority | Best Pick | Why |
|---|---|---|
| Growing music school wanting all-in-one | Tutorbase#1 | Automated workflow: attendance → invoice → WhatsApp notification → payroll with room management and group+private lesson support |
| Solo music teacher or small studio (under 5 teachers) | My Music Staff | $14.95/month base—cheapest entry for private lessons with auto-charge and Google Calendar sync |
| Large academy with complex recital and exam tracking | Tutorbase#1 | CRM tracks exam registrations, room management prevents double-booking during recitals, WhatsApp parent communication |
| Established school prioritizing proven track record | Jackrabbit Music | $49–315/month by student count—15,000+ locations, 20-year track record, mobile app, group class focus |
| Budget-conscious school needing basic scheduling | Teachworks | $16.49–89/month + $0.32/lesson—70,000+ users since 2014, reliable but watch per-lesson fees for groups |
Tutorbase
WinnerMusic schools juggle multi-instrument scheduling, recital planning, exam grade tracking (ABRSM/RCM/Trinity), and room assignments across studios. Tutorbase handles all four in one automated flow: when Sophie finishes her advanced piano lesson in Studio A, the invoice reflects the correct per-level rate, parents get a WhatsApp update, her per-instrument earnings log for payroll, and Studio A becomes available—distinct from her beginner guitar rate in Studio B. No other software automates the full multi-instrument, multi-room workflow without spreadsheet workarounds.
Saves 6+ hours/week on admin and eliminates room double-booking that damages parent trust
- No built-in curriculum library or practice log tracking
- No native mobile app yet—web-only experience (mobile responsive)
- Newer software with smaller user base than established competitors
Why Music Schools Have Unique Software Needs
Understanding these differences helps you choose the right software.
Multi-Instrument and Multi-Room Scheduling
Your music school teaches piano in Room A at 10am, guitar in Room B at 10am, and violin ensemble in the Recital Hall at 2pm—each with different capacity limits. When Emma's piano lesson runs late, the system should prevent Room A from being double-booked for the next student. Manual tracking wastes 4+ hours weekly and causes embarrassing parent complaints.
Impact: Drag-and-drop scheduling with room capacity enforcement eliminates 'which room is Emma's lesson in?' confusion—every teacher knows their studio assignment instantly, and the system blocks double-booking before it happens
Recital and Exam Management with Parent Communication
Music schools coordinate ABRSM, RCM, or Trinity exam registrations and annual recitals. Parents need deadlines, practice requirements, and recital dates. Most software limits you to email. In 2026, WhatsApp has 95% open rates vs 20% for email. When recital schedules change or exam results arrive, parents need instant notification on the app they actually check.
Impact: WhatsApp integration captures exam inquiries 24/7 and sends automated recital reminders—reducing last-minute no-shows by 30-40% vs email-only platforms
Group Ensemble + Private Lesson Billing
Most music schools run a mix: Emma takes private piano at $60/hour plus group music theory at $25/session. Billing shouldn't charge per-student for the group class. My Music Staff and Teachworks charge per-student-lesson, so a 10-student ensemble costs 10x the individual rate. For schools running ensemble classes, this pricing model is a dealbreaker.
Impact: Flat-rate group billing means a 15-student chamber music class costs the same as a 5-student jazz ensemble—predictable margins regardless of enrollment
Teacher Payroll with Per-Instrument Rates
Sophie teaches beginner piano at $35/hr, advanced piano at $50/hr, and group music theory at $40/hr. She taught 12 beginner lessons, 8 advanced lessons, and 6 group classes this month. Payroll should calculate $1,100 automatically—not require manual spreadsheet reconciliation across instruments and levels.
Impact: One-click payroll export saves 4+ hours weekly and eliminates calculation errors that damage teacher trust
All 5 Options Compared
Ranked by overall value for music schools.
Tutorbase
Top PickAI-native software with CRM, WhatsApp integration, and automated billing in one workflow
My Music Staff
Affordable scheduling for solo music teachers with auto-charge and Google Calendar sync
Fons
Music-specific platform with automated billing and cancellation enforcement
Jackrabbit Music
Established platform for group-class focused music schools with 20-year track record
Teachworks
Established tutoring management software with strong scheduling
Music Schools software feature comparison
How each tool compares across key capabilities for music schools.
| Feature | | | | | |
|---|---|---|---|---|---|
| Drag-and-drop scheduling | Calendar interface but lacks modern drag-and-drop | Calendar with recurring lesson support | Calendar system but dated UI, not modern drag-and-drop | Drag-and-drop calendar with multiple views | |
| Recurring lesson series | Supports recurring lesson creation with exceptions | Strong recurring lesson and makeup scheduling | Recurring class and lesson scheduling | Recurring lesson support | |
| Group lesson support | Primarily built for private lessons, limited group ensemble support | Group class support with attendance tracking | Strong group class management with roster tracking | Group lessons with attendance but per-student pricing | |
| Automated invoicing | Automatic invoicing with card auto-charge | Automated invoicing with cancellation policy enforcement | Automated billing with family account support | Invoice Autopilot add-on but NO autopay—manual charging required | |
| Package & subscription billing | Supports prepaid lesson packages | Lesson packages with automatic deduction | Supports various pricing models including packages | Supports prepaid lesson packages with tracking | |
| Teacher management & payouts | Basic payroll tracking, limited for multi-teacher studios | Teacher payroll calculation from calendar | Payroll tracking and calculation | Automated payroll calculation from calendar | |
| Built-in CRM & lead tracking | No visual pipeline, CRM, or lead management workflow | No built-in CRM or lead pipeline functionality | Basic contact management, no visual lead pipeline | No built-in CRM or lead pipeline functionality | |
| Parent/student portal | Student portal for viewing schedules and invoices, limited self-service | Student portal with practice logs and payment history | Parent portal with mobile app (Plus plan) | Limited student portal—no full parent self-service | |
| WhatsApp integration | No WhatsApp integration—email and SMS only | No WhatsApp integration—email only | No WhatsApp integration—email and SMS only | No WhatsApp integration; email and SMS only | |
| Automated reminders | SMS and email reminders included | Automated email reminders for lessons and payments | Automated email and SMS reminders | Automated email and SMS lesson reminders | |
| Gamification & engagement | No gamification or engagement tools | No gamification tools | No gamification tools | No gamification or engagement tools | |
| Room management | Capacity limits with automatic conflict blocking for studios and recital halls | No room management or capacity enforcement | No room capacity enforcement or overbooking prevention | Basic room tracking, limited capacity enforcement | No room capacity enforcement or overbooking prevention |
| Multi-location support | No multi-location support | Basic location tracking, limited multi-location features | Strong multi-location support for franchises | Basic location tracking but limited multi-location management | |
| Progress reports | Basic reporting, limited customization | Practice tracking, limited progress reporting | Basic reporting, limited progress tracking | Basic reporting available, limited customization |
Comparison based on publicly available information. Last updated January 2026.
How We Evaluated
The key criteria we used to rank these options for music schools.
Multi-instrument and room scheduling
Music schools manage multiple instruments across different studios. The software must prevent double-booking of both teachers and rooms while tracking which student is learning which instrument.
Group ensemble and private lesson mix
Music schools run group classes (music theory, chamber music, jazz ensemble) alongside private lessons. Billing must handle both without per-student multiplication for group classes.
Recital and exam management
Annual recitals require blocking rooms for rehearsals and performances. Exam registrations (ABRSM, RCM, Trinity) need deadline tracking and parent communication about results and practice requirements.
Parent communication for practice updates
Parents expect updates about practice assignments, exam deadlines, and recital schedules. Look for WhatsApp integration (95% open rate) over email-only platforms (20% open rate).
Teacher payroll with per-instrument rates
Teachers often charge different rates by instrument and proficiency level. Automated payroll calculation across instruments and levels saves hours of manual spreadsheet work.
Hands-on testing
Rankings based on actual usage, not marketing claims.
How to Choose the Right Software
Follow these steps to find the best fit for your music schools.
Count your teachers and calculate true monthly cost
If you have 5+ teachers, avoid per-teacher pricing models. My Music Staff at 6 teachers = $14.95/month base + $24.75/month for 5 extra teachers = $39.70/month. Calculate your 12-month total cost including hidden fees like per-lesson charges (Teachworks $0.32/student-lesson), transaction fees (Fons 2.9%), or student-count tiers (Jackrabbit Music $49-315/month).
Assess your group ensemble complexity
Do you run group classes like music theory, chamber music, or jazz ensemble alongside private lessons? If group classes have flat rates (not per-student), you need flat-rate billing. Only Tutorbase and Jackrabbit Music handle this without per-student multiplication—others require manual invoicing or spreadsheet workarounds.
Evaluate your room and recital management needs
How many studios do you manage? Do recitals require blocking multiple rooms for rehearsals? If you have 3+ rooms or host recitals, you need room capacity enforcement. Only Tutorbase blocks overbooking before it happens. Others let you double-book and discover conflicts later.
Test the parent experience yourself
Sign up as a parent would. Can they register for lessons online, see practice assignments, and pay invoices without calling you? My Music Staff has no parent portal at all. Teachworks requires manual payment collection. If parents can't self-serve, you'll spend 6+ hours weekly answering basic questions.
Which Music Schools alternative is right for you?
Different tutoring businesses have different needs. Here's our honest assessment of which tool fits which scenario.
Solo music teachers
Recommended:
My Music Staff
Lowest cost at $14.95/month for private lesson scheduling with auto-charge—no need for room management or CRM.
Growing music schools (5-15 teachers)
Recommended:
Tutorbase
AI-native automation handles multi-instrument, multi-room complexity—CRM, WhatsApp, billing, payroll, room management in one workflow.
Large music schools (15+ teachers)
Recommended:
Tutorbase or Jackrabbit Music
Need room capacity enforcement, recital scheduling, and advanced payroll. Jackrabbit if you prioritize 20-year track record and mobile app over modern UI.
Music schools with physical studios and recitals
Recommended:
Tutorbase
Room management blocks double-booking during recitals, CRM tracks exam registrations, WhatsApp keeps parents informed—no other platform combines all three.
When to Choose Each Option
Different tools excel for different needs. Here's our guidance.
Choose Tutorbase if you want AI to run your admin...
- AI-native automation—one action triggers invoice, WhatsApp notification, and payroll
- Room capacity enforcement that actually blocks double-booking before it happens
- WhatsApp captures recital and exam inquiries 24/7 and puts them in your pipeline
- Group ensemble + private lesson support without per-student fee multiplication
- One system for everything (no spreadsheets, no separate tools)
- CRM tracks exam registrations and recital RSVPs in visual pipeline
Choose My Music Staff if you need...
- The absolute lowest monthly cost ($14.95)
- You're a solo teacher doing private lessons only
- Basic scheduling with auto-charge and Google Calendar sync
- You don't need CRM, WhatsApp, or room management
- You're comfortable managing leads in spreadsheets
Choose Fons if you need...
- Music-specific workflows designed by a 15-year music teacher
- Automated billing with cancellation policy enforcement
- Practice log tracking in student portal
- You're willing to pay 2.9% transaction fees for integrated processing
- You don't need CRM, WhatsApp, or room management
Choose Jackrabbit Music if you need...
- Proven 20-year track record (15,000+ locations)
- Native mobile app for parents and teachers (Plus plan)
- Strong group class management for ensembles
- You primarily run group classes, not private lessons
- You can accept dated UI and no CRM or WhatsApp
Choose Teachworks if you need...
- Proven track record (70,000+ users since 2014)
- A simple, no-frills scheduling system
- You're a small studio (1-3 teachers)
- You don't need CRM, WhatsApp, or room management
- You're comfortable with manual payment collection
When to Avoid Each Option
No software is perfect. Here's when each option might NOT be right for you.
Skip Tutorbase if...
- You need built-in curriculum or practice log tracking (no lesson plan library yet)
- You require a native mobile app today (web-only, mobile-responsive)
- You want 10+ years of track record (launched 2024)
- You need music-specific features like metronome or tuner integration
Skip My Music Staff if...
- You run 5+ teachers (no CRM means lead tracking in spreadsheets)
- You need room capacity management (no studio conflict detection)
- You want WhatsApp for parents (email and SMS only)
- You need group ensemble billing (built for 1-on-1 private lessons)
Skip Fons if...
- You want predictable pricing (2.9% transaction fees on all payments)
- You need CRM for inquiry tracking (no lead pipeline)
- You want WhatsApp for parents (email only)
- You need room management (no studio assignments or conflict detection)
- You want video lesson integration (no built-in video tools)
Skip Jackrabbit Music if...
- You primarily teach private lessons (group-class focused, clunky for 1-on-1)
- You need modern UI (dated interface reported by users)
- You want WhatsApp for parents (email and SMS only)
- You need CRM for leads (basic contact management only)
Skip Teachworks if...
- You run 10+ teachers (no autopay means 5+ hours weekly chasing payments)
- You need CRM to track inquiries (must manage leads in spreadsheets)
- You want automatic card charging (manual charging only)
- Per-lesson pricing multiplies costs for group classes ($0.32/lesson × students)
Honest recommendations
We believe transparency builds trust.
Why Tutorbase is #1
From a real music school owner
“I used to dread recital season—spreadsheets backstage, chasing payments, coordinating accompanists. Now I can actually enjoy watching our students perform. When a piano teacher calls in sick, I see in seconds which other teachers can cover their Grade 5 students. Per-instrument payroll just works.”
Frequently Asked Questions
Common questions about choosing software for music schools.
Tutorbase ranks #1 for music schools as the only AI-native software—one action triggers the entire workflow from attendance to payroll with room capacity enforcement and multi-instrument rate tracking. For budget-conscious solo teachers, My Music Staff offers basics at $14.95/month. For established schools prioritizing proven track record, Jackrabbit Music has 15,000+ locations and 20 years of experience.
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Best Software for Music Schools
After evaluating 5 tools against criteria specific to music schools, here's our recommendation.
Tutorbase
#1 PickMusic schools juggle multi-instrument scheduling, recital planning, exam grade tracking (ABRSM/RCM/Trinity), and room assignments across studios. Tutorbase handles all four in one automated flow: when Sophie finishes her advanced piano lesson in Studio A, the invoice reflects the correct per-level rate, parents get a WhatsApp update, her per-instrument earnings log for payroll, and Studio A becomes available—distinct from her beginner guitar rate in Studio B. No other software automates the full multi-instrument, multi-room workflow without spreadsheet workarounds.
Saves 6+ hours/week on admin and eliminates room double-booking that damages parent trust
No built-in curriculum library or practice log tracking
Based on hands-on testing of 5 tools against criteria including multi-instrument and room scheduling, group ensemble and private lesson mix, and more.
Set up your music school software in 15 minutes
Free core plan—no credit card, no commitment. See why we ranked #1.
Data Sources & Verification
Transparency matters. Here's where our data comes from:
Last Updated
January 27, 2026
Migration Data
Based on actual customer migrations from Music Schools to Tutorbase
Found outdated info? We strive to keep our competitor data current. Email us at contact@tutorbase.com and we'll verify and update within 48 hours.