Tutorbase vs My Music Staff: Complete 2026 comparison
Deciding between Tutorbase and My Music Staff for your tutoring business? This comparison breaks down features, pricing, ease of use, and when each platform is the better choice. Both serve tutoring businesses, but they approach operations differently.
Quick Comparison (2026)
Tutorbase vs My Music Staff: Tutorbase is better for growing tutoring businesses that need scheduling, billing, and CRM in one connected system. My Music Staff works well for affordable at $14.95/month — lowest entry point for music studio management, but lacks integrated CRM and WhatsApp. Choose Tutorbase for automation and growth; choose My Music Staff if you prefer individual tools.
Tutorbase
My Music Staff
Side-by-side comparison based on features, pricing, and user reviews
Overview of Tutorbase and My Music Staff
What is Tutorbase?
Modern tutoring business management platform that connects scheduling, billing, CRM, and WhatsApp communication in one system. Built for growing tutoring businesses that want automation and efficiency.
What is My Music Staff?
Cloud-based music studio management software designed to help private music teachers and small studios handle students, lessons, invoices, payments, attendance, expenses, and billing in one place. Operated by Port 443 Inc.
TLDR (summary)
My Music Staff excels at affordable at $14.95/month — lowest entry point for music studio management. Tutorbase is the better choice if you need CRM, WhatsApp, and billing automation connected in one system. Tutorbase is free to use—try it to see which workflow fits better.
Key Differences: My Music Staff vs Tutorbase
A direct comparison of the most important features for tutoring businesses.
CRM & Lead Management
Tutorbase
Built-in visual pipeline with automated follow-ups
My Music Staff
No CRM or lead pipeline functionality. No way to track inquiries, trial lessons, or conversion funnel.
Communication
Tutorbase
Native WhatsApp integration with 95%+ open rates
My Music Staff
Email and SMS only
Billing Automation
Tutorbase
Lessons automatically trigger invoicing
My Music Staff
Automated invoice generation and sending. Can auto-charge payment info on file for recurring billing.
Pricing Model
Tutorbase
Free Core + 1% platform fee
My Music Staff
$14.95/month
Interface
Tutorbase
Modern drag-and-drop design
My Music Staff
Traditional interface
Summary: Tutorbase offers an all-in-one solution connecting scheduling, billing, CRM, and communication, while My Music Staff focuses on individual features that may require additional tools for a complete workflow.
Tutorbase vs My Music Staff: Feature-by-feature comparison
See exactly which features each platform supports
Comparison based on publicly available information and verified product documentation. Last updated January 2026.
Where Tutorbase excels
Tutorbase is built for tutoring businesses that want everything connected. Instead of managing separate tools, you get one system where each step flows into the next.
Where My Music Staff excels
My Music Staff has built its reputation on specific strengths. Here's what it does well.
Where Tutorbase falls short
No platform is perfect. Here's where Tutorbase may not be the best fit.
Where My Music Staff falls short
These are the common challenges My Music Staff users report.
Pricing comparison
Compare pricing models and plans between Tutorbase and My Music Staff
Tutorbase
Free platform, 1% when you invoice
- Free platform forever
- 1% only when you invoice
- Unlimited students & teachers
- No monthly subscription
Free until you invoice. Then just 1%. No monthly fees, no per-student charges.
My Music Staff
Fixed monthly subscription fees
- Unlimited students
- Unlimited storage (files under 2GB)
- SMS reminders included
- Student/parent portal
- Single teacher account only
- No CRM or lead pipeline
- All Single Teacher features
- Per-teacher account access
- Becomes difficult to manage at 5+ teachers
- Manual administrative work increases with each teacher added
Key pricing difference
Tutorbase is free to use with a 1% fee only when you invoice through the platform. No monthly subscription, no per-student fees. My Music Staff typically charges monthly fees that you pay regardless of revenue. With Tutorbase, if you invoice nothing, you pay nothing.
Pricing information is collected from public sources and may not reflect current promotions or enterprise agreements. Always verify current pricing directly with each provider.
What users say
Real reviews from tutoring business owners who've used both platforms.
Tutorbase
“I've tried Teachworks and TutorCruncher before, but Tutorbase has been the easiest to use by far. Reliable, simple, and feels like it was actually made for tutoring centers.”
“Focuses on what actually matters: lesson scheduling, invoicing, and payroll—and does those things really well. The UI is clean, setup was fast, and everything just works.”
“Some smaller features from bigger platforms aren't there yet, but the core experience is way smoother and the team keeps shipping updates fast.”
My Music Staff
“If you want to grow and have super automation for registration then this is not it. May not be ideal for larger studios.”
“EVERYTHING is MY MUSIC STAFF branded and you CANNOT opt out. It takes weeks of back and forth to even get them to fix issues.”
“Best investment I've made in 9 years of teaching. The automated invoicing alone saves me hours every month.”
Reviews sourced from Capterra, G2, Trustpilot, and Reddit. Last verified January 2026.
How to migrate from My Music Staff to Tutorbase
Switching from My Music Staff to Tutorbase is straightforward. Most businesses complete the migration in 3-5 days with zero disruption to operations.
Export your data
Download your students, families, and lesson history from My Music Staff. We provide step-by-step guides for every major platform.
Typical time: 5-10 minutes
Map and import
Upload your data files. Our importer maps fields like Student Name, Email, and Lesson History directly to Tutorbase's structure.
Typical time: 15-30 minutes
Configure settings
Set up your lesson types, pricing packages, cancellation policies, and communication preferences with our onboarding team.
Typical time: 1-2 hours
Go live
Run parallel for a week if you want extra peace of mind, then fully switch. Zero disruption to your operations.
Typical time: 30 minutes
Free migration support included with every plan
Our team helps you every step of the way—no extra cost
Start free with TutorbaseThe verdict
For tutoring businesses that want everything connected—scheduling, billing, CRM, communication—Tutorbase is the stronger choice. My Music Staff serves well for affordable at $14.95/month — lowest entry point for music studio management, but lacks the integrated workflows that growing businesses need. If you're comparing these two platforms, you're likely at a growth stage where Tutorbase's automation will provide more value.
Choose Tutorbase if...
- You want scheduling, billing, and CRM in one connected system
- WhatsApp communication is important for your market
- You're planning to grow beyond 5 tutors
- You want automated workflows to save time
- Modern, drag-and-drop interface matters to you
Choose My Music Staff if...
- Affordable at $14.95/month — lowest entry point for music studio management is your top priority
- You prefer managing separate specialized tools
- You're a solo tutor with basic needs
- Lowest price point in category ($14.95/month vs Tutorbase 1% model)
- Your current workflow already works well for you
Bottom line: Both platforms serve tutoring businesses with different strengths and trade-offs. The right choice depends on your specific business model, operational needs, and growth plans. We recommend trying demos of both to see which aligns better with your workflows.
Frequently asked questions
Is Tutorbase or My Music Staff better for tutoring businesses?
Tutorbase is better for businesses wanting an all-in-one platform with CRM and WhatsApp. My Music Staff suits those who prefer affordable at $14.95/month — lowest entry point for music studio management. Consider your need for integrated workflows vs individual tools.
How does Tutorbase compare to My Music Staff on features?
Both offer scheduling and billing. Tutorbase adds built-in CRM, WhatsApp integration, and automated workflows. My Music Staff focuses on affordable at $14.95/month — lowest entry point for music studio management. See the comparison table for detailed differences.
What does My Music Staff cost compared to Tutorbase?
My Music Staff starts at $14.95/month. Tutorbase is free to use with a 1% fee only when you invoice. No monthly subscription, no per-student fees. My Music Staff may charge monthly regardless of your revenue.
Can I switch from My Music Staff to Tutorbase?
Yes. Export your data from My Music Staff and import into Tutorbase. Our team provides free migration support. Most businesses complete the switch in 3-5 days without losing data.
Does Tutorbase have features My Music Staff doesn't have?
Yes. Tutorbase includes built-in CRM with visual pipeline, WhatsApp integration for messaging, and automated billing workflows. These features aren't available in My Music Staff.
Is My Music Staff easier to use than Tutorbase?
Both are designed for tutoring businesses. Tutorbase has a modern interface built for drag-and-drop. My Music Staff has its own interface style. Tutorbase is free to try—just sign up.
Which has better customer support: Tutorbase or My Music Staff?
Tutorbase offers live chat, email, and onboarding calls. My Music Staff provides email, knowledge-base, video-tutorials. Response times: Tutorbase within hours, My Music Staff Within 24 hours (some users report 2-3 day waits).
Should I use Tutorbase or My Music Staff for a small tutoring business?
For solo tutors, My Music Staff may suffice for basic needs. For businesses with 5+ tutors planning to grow, Tutorbase's integrated CRM and automation provide better value long-term.
What integrations does Tutorbase have vs My Music Staff?
Tutorbase integrates with Stripe, WhatsApp, Google Calendar, and Zoom. My Music Staff integrates with Google Calendar, iCalendar, Stripe. Key difference: Tutorbase has native WhatsApp.
Is Tutorbase worth the switch from My Music Staff?
If you need integrated CRM, WhatsApp messaging, and automated workflows, yes. If My Music Staff meets all your current needs and you don't plan to grow significantly, staying might be simpler.
Is My Music Staff or Tutorbase better for tutoring in 2026?
My Music Staff works well for affordable at $14.95/month — lowest entry point for music studio management. Tutorbase is better if you want an all-in-one system where scheduling triggers billing automatically. Consider your business size, growth plans, and integration needs.
How long does it take to switch from My Music Staff to Tutorbase?
Most businesses complete the switch in 3-5 days: export data (10 min), import (30 min), configure settings (1-2 hours), connect workflows (30 min). Our onboarding team guides you through each step.
Can I try Tutorbase before switching from My Music Staff?
Yes. Tutorbase is free to use—no credit card required. Explore all features including CRM and WhatsApp. You only pay 1% when you invoice. Many users run both systems in parallel before fully switching.
What do users say about switching from My Music Staff to Tutorbase?
Users cite improved workflow integration: faster billing, automated lead follow-ups, and better parent communication via WhatsApp. They appreciate having one system instead of multiple disconnected tools.
Does Tutorbase support the same features as My Music Staff?
Yes, Tutorbase covers affordable at $14.95/month — lowest entry point for music studio management that My Music Staff offers, plus adds CRM, WhatsApp, automated workflows, and teacher payouts. See the comparison table above for detailed feature-by-feature differences.
Compare other alternatives
See how Tutorbase compares to other tutoring management platforms
Tutorbase vs Appointy
Online Appointment Scheduling Software
Tutorbase vs Calendly
Popular scheduling tool that solves booking but leaves tutoring businesses without billing, attendance, or payroll
Tutorbase vs EdisonOS
Specialized test prep content delivery with adaptive SAT/ACT practice tests
Tutorbase vs Flowclass
All-in-one automation platform for education businesses
Ready to try Tutorbase?
Get started free—no credit card required. See why tutoring businesses are switching from My Music Staff.
Data Sources & Verification
Transparency matters. Here's where our data comes from:
Last Updated
January 27, 2026
Pricing
www.mymusicstaff.com/pricing/(verified January 27, 2026)
Migration Data
Based on actual customer migrations from My Music Staff 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.