Dance Studio Booking System for Classes & Rooms

Picktime’s dance studio booking software organizes instructor schedules, classes, and room rentals in one place. When you set a service to require both a teacher and a studio room, Picktime checks their availability together before offering a time slot. Students can book lessons online, while freelance instructors and rehearsal groups reserve the studio hours you make available. Keep your teaching timetable and room bookings aligned without juggling separate calendars.

Start free See pricing

Free forever plan
Rooms and teachers in one diary
No card required

A class working at the barre seen through the doorway of a second studio, mirrors and a piano beyond

Blu StudiosBook online

Ballet, grade 31h · Studio 1 · Maya$14.00

Studio hire2h · Studio 2$70.00

Rehearsal room3h · Studio 3Book

Next free10:00 AM1:30 PM6:00 PM

Hire booked

11:04 PM

While the building was locked

Hire deposit

$17.50

25% held Studio 2

Room and teacher

Both free

Or the class is not offered

How it works for you

Keep your dance studio rooms, teachers, and class bookings organized

A single dance studio may host group classes, private lessons, rehearsals, and outside rentals throughout the same day. You need the right teacher, an available room, and enough space for everyone attending. Picktime’s dance studio scheduling software helps you manage class bookings, instructor schedules, and room reservations while making unused studio hours available for rent.

Book the teacher and studio room together.

Assign the right instructor and studio room to each bookable session. When a service is configured to require both, Picktime checks their availability together before offering a time slot. For example, a private lesson won’t be offered in a room already reserved for a rehearsal when both bookings require the same room resource.

Rooms and equipment →

Manage teaching schedules and find available cover

Give each dance instructor their own working hours, breaks, and days off. When a teacher is away, check who is available to cover their classes instead of searching through separate schedules. Keep your teaching team’s availability organized in one calendar.

Team management →

Let people book your unused studio hours

Have an empty studio on Sunday mornings or between classes? Offer those hours for rehearsals, private lessons, or dance studio rentals through your booking page. Assign the appropriate room to each rental service and collect payments online. When classes and rentals use the same room resource, Picktime checks its availability to help prevent overlapping bookings.

Online payments →

Keep class sizes within your studio’s capacity.

A small practice room and a large dance hall cannot accommodate the same number of students. Set a booking limit for each class based on the available space and teaching format. When a class waitlist is enabled, students can join after the class fills up, and Picktime can automatically fill an available spot from the waitlist when someone cancels.

Class bookings and waitlists →

September, when the timetable is rebuilt

Set up the term’s classes once, not every week

Most dance studios run the same classes week after week throughout the term. With Picktime’s recurring classes, you can schedule weekly dance sessions with a start and end date instead of adding each one individually. Set up each class with its assigned teacher and studio room, and keep the term’s sessions organized in your calendar. The series ends on its scheduled date, so it doesn’t continue reserving studio time into the summer when you may want to offer rooms for rehearsals and rentals. For school breaks, add your closed dates and review any class sessions already scheduled during those periods.

Recurring bookings →

When someone outside the studio books a room

Turn studio hire requests into confirmed bookings

A freelance dance teacher needs a room for a workshop. A rehearsal group wants a Sunday afternoon. These requests often arrive by message, get penciled into the diary, and sometimes fall through. With Picktime, you can list your available studio hire hours on a booking page and collect the full fee or a deposit when someone books. Set a cancellation cutoff so renters know how late they can cancel. When a studio hire is canceled, the time slot can be offered to another renter if the room is available and the booking window is still open.

Booking rules →

Monday, 5:40 p.m.

Two teachers, one room, and a photographer at the door

It’s Monday evening, and two dance teachers arrive outside Studio One, both expecting to teach there. A cover arrangement agreed in Friday’s group chat never made it onto the timetable. Then a photographer arrives for a 6 p.m. casting, expecting the same room. Someone promised the space, but no booking was recorded and no deposit was collected. Meanwhile, Studio Two has been empty since 11 a.m.

When a bookable session is configured to require both an instructor and Studio One, Picktime checks their availability together before offering that time slot. Studio hire bookings can use the same room resources as lessons and rehearsals, helping your team avoid accepting a rental for a space that’s already reserved. Picktime’s dance studio software helps your team see what’s booked, who’s teaching, and which rooms are available without piecing together messages and a paper timetable.

2Teachers outside studio one, both certain it is theirs

7 hoursOf studio two empty, from eleven until six

Getting started

Get your dance studio ready for bookings before the new term

Add your studio rooms and set their availability

Add each dance studio room as a resource and set when it can be booked. If a room is unavailable before 4 p.m., keep those hours blocked. Add shared equipment as resources for classes or rehearsals that need it, and set class sizes based on the space available.

Set up your teachers and weekly class timetable

Use Picktime’s dance studio management software to organize instructor working hours, breaks, and days off. Use recurring bookings to schedule weekly classes throughout the term, with an end date for each series. For bookable services that need both an instructor and a studio room, assign both before making the service available for booking.

Turn unused studio hours into bookable rentals

Have rooms sitting empty between classes or during term breaks? Offer those hours for studio hire through your booking page. Create a studio hire service, assign its room, set the rental price and cancellation rules, and share a specific booking link with freelance teachers, rehearsal groups, and choreographers.

AI receptionist

Studio hire calls answered, even when you’re teaching

You’re teaching an evening dance class when someone calls to hire a studio for a weekend rehearsal. There’s nobody at the front desk to answer.

Picktime’s AI Receptionist handles calls 24/7, collects the caller’s details, and helps them book an available room. When the studio hire service is configured with its required room, Picktime checks that room’s availability before confirming the booking, so it isn’t offered during an existing class reservation.
The AI Receptionist can handle multiple calls at once, transfer calls to your team when needed, and provide call transcripts you can review after class.

How the AI receptionist works →

5:40Incoming call
Mon 5:40 PMOn a call

Caller5:40 PM
Hi, can I hire a studio for two hours on Sunday morning?
AI receptionist5:40 PM
Studio 2 is free from 10:00 on Sunday, and two hours is $70. Shall I book it?
Caller5:41 PM
Yes, ten o’clock, please.
AI receptionist5:41 PM
Booked. Can I take a name and a mobile number?

Sun 10:00 Studio hire · Studio 2 · 2hBooked

Answered 24/7 Nobody at the front desk

Transcript saved To review after class

What it costs

Start free. Pay when there is more than one room and more than one of you.

The free plan is a plan, not a trial. There is no date at which it stops, no card to add, and nothing that quietly turns off in a fortnight.

Free, and it stays free

What one studio gets without paying

Your own booking page for classes and hires
Rooms and equipment booked with the class
Hours set per room, not per building
Email notifications on every booking and cancellation

Start free

When there are more of you

What the paid plans add

More teachers, each with their own diary
More than one building, each on its own hours
Approve a hire before it is confirmed
Two-way sync, so the term lands in the calendar you already watch

See what each plan includes

Works with what you use

Keep your studio calendar, website, and bookings connected

Your class and studio hire bookings stay in sync

Connect Picktime to Google Calendar, Outlook, iCloud, or Exchange using two-way calendar sync to keep your Picktime bookings and connected calendar up to date. Add a booking widget to your website, letting freelance teachers and rehearsal groups book available studio hours without emailing the office. For online dance lessons, Picktime can also generate Zoom, Microsoft Teams, or Google Meet meeting links.

Explore integrations →

Check who’s teaching and which rooms are booked, wherever you are

You shouldn’t have to return to the office every time you need to check the timetable. Open Picktime in your phone’s browser or use the iOS and Android apps to check upcoming classes, instructor schedules, and studio bookings. Whether you’re between lessons or moving between rooms, your booking calendar is close at hand.

The Picktime app →

Questions

Dance studio booking: common questions

What is a dance studio booking system?

A dance studio booking system helps you manage dance classes, private lessons, instructor schedules, and studio room reservations online. Picktime brings Class Bookings, Team Management, Rooms & Equipment, and online bookings into one calendar, making it easier to organize your timetable, track reservations, and manage available studio space.

Is there free dance studio software for classes and room bookings?

Yes, Picktime offers a free dance studio booking system with an online booking page, unlimited appointments, three team members, three resources, two locations, and two classes. You can manage lesson bookings and studio room reservations without a subscription fee. For the latest plan features and limits, see Picktime pricing.

Can I stop two classes being put in the same room?

Yes, you can prevent room booking conflicts by reserving class hours against the studio’s resource availability. Picktime lets you manage each room as a resource and blocks additional resource bookings during reserved times. This helps prevent rehearsals, private lessons, and studio rentals from being booked into an occupied room.

How do I handle a teacher covering for somebody?

Use Picktime’s Team Management to check which instructors are available to cover a class. Each teacher can have their own working hours, breaks, and days off, making it easier to find a suitable replacement. You can review the affected class sessions in your calendar and coordinate cover without relying on separate spreadsheets or messages.

Can I hire the studios out when there are no classes?

Yes, Picktime lets you offer unused dance studio rooms for rent through your online booking page. Set the available rental hours, assign the room as a bookable resource, and let freelance instructors, choreographers, or rehearsal groups reserve it online. You can also collect rental fees or deposits through supported payment providers.

Can one account run two buildings?

Yes, Picktime’s Multiple Locations feature lets you manage two or more dance studio buildings from one account. Organize each location’s instructors, classes, room resources, and bookings while keeping track of your studio operations. The Free and Starter plans include two locations, while Pro supports unlimited locations.

Do I have to rebuild the timetable every term?

You don’t have to enter every weekly class individually. Picktime lets you create recurring class sessions with a selected frequency, end date, or number of repeats. When the term ends, you can set up the next series using its new dates. Recurring Bookings are available on the Starter and Pro plans.

Can students book dance classes online when a class is almost full?

Yes, Picktime’s Class Bookings lets you set a maximum number of students for each class session. Students can book available spots through your Booking Page until the class reaches capacity. On the Pro plan, you can also enable Waitlist so interested students can join a waiting list when a class is full.