[case] Vocal studio / music school · Tvor.20
Turnkey CRM for a vocal studio: the studio's entire operation in one system — Tvor.20 case study
Custom web CRM with Telegram and Monobank integration · Tvor.20
[01] challenge
What the project had to solve
A vocal studio runs on a stream of small actions: booking slots, cancellations, reminders, payments, deducting lessons from packages, calculating teacher payroll. While there are only a few students, it all lives in chats and spreadsheets. The moment the studio grows, the admin drowns: leads get lost, someone underpaid, someone didn't show, package balances are counted by hand, and at the end of the month there's a separate saga — calculating each teacher's pay at their own rate. Off-the-shelf SaaS for music schools doesn't fit a specific studio. The interface is overloaded with hundreds of features nobody uses. Pricing is per student or per teacher, so ~$40–200/mo grows right along with the studio. And the template doesn't know this particular studio's processes: one-off lessons vs. deducting from a package, online / offline / both formats, auto-cancellation rules, the Ukrainian Monobank payment flow, working through Telegram. There's no adequate alternative on the market that combines all the needed functionality and doesn't get more expensive with every new student. So we built our own — and used it to cover the studio's entire operation, from the first booking to teacher payroll.
[02] solution
What we did — and why
The dashboard is an operations hub for "what to do today and tomorrow." Not a showcase of charts, but a work queue: quick actions up top, zones for "waiting tomorrow" (remind / confirm) and "needs attention" (problem payments, no response), plus a "problems only" mode. The admin opens the system in the morning and within a minute sees where it's burning. Schedule — a weekly calendar with slot statuses. A slot moves through the cycle Free → Booking → Scheduled → Confirmed → Completed, tagged online / offline / both. The admin sees the state of the whole week and open windows to sell in a second. Bookings and recurring lessons. One-offs and recurring lessons are tracked separately: the system surfaces recurring ones for confirmation on its own so none get lost. Recurring students are exactly what brings in the revenue. Students — a card with the full lifecycle and churn. The profile shows money and behavior: lesson history, balance and payments, active cycles, packages, marketing source, and a "stopped attending" status. The card makes churn visible before the student disappears. Teachers — a card with work metrics: available windows, upcoming lessons with payment status, lessons delivered per week / month / total, list of regular students, vacation management. The owner sees each teacher's workload without separate spreadsheets. Packages — with auto-deduction. A package deducts itself for each attended lesson. Manual balance tracking is the main source of disputes; automation removes the question. Payments — Monobank integration and a "payment → confirmation" chain. A full transaction history with search and filters; a card payment via Monobank automatically confirms the lesson. Revenue summary for today / month / all time. Money and the schedule are one loop, with no manual reconciliation. Payroll — automatic calculation with live totals. The system computes pay by rates and lesson types; totals recalculate every night, and periods are locked twice a month (on the 1st and the 16th). For each teacher — a breakdown, the teacher's and studio's shares, recalculation when a rate changes. Payroll closes itself and is always reconciled with actuals. Messaging — trigger-based templates. Placeholders ({{date}}, {{time}}, {{teacher}}) and system triggers: reminders, booking confirmation, auto-cancellation after 30 min without payment, cancellation due to overdue payment. Notifications reach the student in Telegram. Marketing — analytics and attribution. Source tracking via Telegram links: how many new students each source delivered, how many made a first payment, and what revenue. Advertising decisions rest on numbers. Control and settings. Action logging, admin roles and access, studio settings, a Training section. How it works technically: a web CRM for the admin, teacher, and student in the browser + an integrated Telegram bot (student auth and notifications) + payments via Monobank. Data and logic live on the studio's own server: the studio owns the system rather than renting access. The only recurring cost is the server, from €60/year. How AI sped up development: we're an AI studio — AI scaffolded the interface and bot code, generated screen variants, prepared templates, and accelerated integrations. That's why we assembled the whole system from idea to result in about a month (plus two weeks for testing).
video walkthrough 🎬
Project walkthrough (Stories) — key screens and interactions in motion, no sound.
project frames
[03] result
→ The studio's entire operation — schedule, bookings, payments, packages, payroll, messaging, marketing — in one system → A Monobank payment confirms the lesson on its own: the admin doesn't reconcile payments by hand → Teacher payroll is calculated automatically, with periods locked twice a month → Routine communication is automated: reminders, confirmations, auto-cancellation when unpaid → Student churn and problem payments show up in the attention queue — before they become a loss → The system was assembled in about a month from idea to result → The only recurring cost is the server, from €60/year, with no per-student monthly fee → The studio owns the system rather than renting access
Recurring cost
від €60/рік
Turnkey build
~1 місяць
Roles in the system
3 інтерфейси
Per-student rental
€0
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