My Studio Tracker is built so that once your students and their lessons are in, invoicing and chasing run themselves. This guide walks through the first sitting, in the order the app's own Set up your studio checklist suggests.
Sign in without a password
There is no password. On the sign-in page choose Continue with Google (or Microsoft, Apple or Facebook where offered), or type your email and use the link we send you. The first time you sign in, your account is created; after that, the same email always reaches the same account whichever way you sign in. You stay signed in on that device for 30 days.
More in Signing in and your data.
Check your details
Open Settings and check the Profile and defaults section:
- Your name, and a studio or business name if you have one. Both appear on invoices.
- Contact email: replies to invoices come here.
- Lesson price and lesson length. These are the defaults for new lessons; you can change them per student and per lesson.
- Time zone and currency.
Everything else has a sensible default. Press Save settings once; the checklist on the home page then stops asking. The full list is in Settings explained.
Add your students
Go to Students, Add student. Only a name is required. Add an email address or mobile number if you want invoices and reminders sent automatically; without them you can still create invoices and share the pay link yourself.
The Billing choice matters most: monthly (a draft invoice each month for you to review), per lesson (an invoice on the day of each lesson), termly (a block of lessons paid in advance) or manual. It can be changed later. See Choose how a student is billed.
Put lessons in the calendar
From the student's page or the calendar, add a lesson. Tick Repeat weekly for a regular slot; My Studio Tracker creates the lessons 120 days ahead and keeps topping them up. Each lesson picks up the student's price, length and location, which you can override.
After each lesson, mark it Attended (or record a no-show or cancellation) so it can be invoiced. If you forget, the home page lists the lessons waiting to be confirmed. Details in Lessons.
Connect Stripe for card payments
Card payments go through your own Stripe account, so the money is paid straight to you. In Settings, press Connect Stripe and follow Stripe's steps; have your bank details to hand. Until Stripe is connected, invoices show your bank details (from Other ways to pay in Settings) instead of a card button.
Everything Stripe asks for, and what it costs, is in Card payments with Stripe.
Your first invoice
Depending on the billing choice, the first invoice either appears by itself (per-lesson and monthly students), is raised when you start a term (termly students), or is created by you from Invoices, New invoice. Every invoice is a draft first: check the lines, add anything extra (books, an exam fee), then Send. The student gets an email or text with a private link where they can see the invoice and pay.
Reminders go out on the due date and 7 and 14 days after it unless you change the schedule. The home page shows who owes what. See Invoices and Getting paid.
Use it from your phone
My Studio Tracker is a website that works on any phone, with a tab bar along the bottom on small screens. To open it like an app, use your browser's Add to Home Screen (Safari: the share button; Chrome: the menu). Your calendar app can show every lesson too: see See your lessons in your own calendar.