Simpedia

Ian B., California

In response to a recent post asking for suggestions on spreadsheets and studio organization, I mentioned a free database software app I have used the past few years called “Airtable.” Airtable is a cloud-based database creator with really exciting possibilities, and the FREE version is quite robust. There are paid versions but they’re meant for much larger organizations (with much larger budgets).

Every teacher here that is using multiple spreadsheets to keep track of various student info could benefit from using a database instead? Why, well, the key idea here is “relationships” or links. I can create a table (or upload my existing spreadsheet) and then LINK the fields/cells in that table to any number of fields or other tables. This provides LOTS of amazing possibilities that spreadsheets cannot handle. Because it’s cloud-based, Airtable interacts with hyperlinks, integrates with other software like Google Drive, and is constantly improving!

HOW IT WORKS

Over the past 8 years, as my private piano studio has grown, I’ve had to integrate many different systems and software solutions in an effort to manage the 10-headed hydra of business management, including:

• finances (billing and expenses)
• scheduling
• student information
• parent information
• curriculum information
• lesson planning
• student retention
• recital/event planning
• marketing and advertising
• content management
• and more!…

While I still use a number of complementary software solutions to manage the above, Airtable has allowed me to become much more productive by handling the load of connected info and relationships, as well as integrating easily with other software via Zapier and native connections.
Consider this database your school’s administrative “dashboard.” I have designed most of the relationships to accommodate the typical music lessons business (student and parent contacts along with a scheduling system and a curriculum/lesson planning tracker). But I have included more specific curriculum samples based on the Simply Music Piano program.

If you are unfamiliar with Airtable, or databases in general, simply click the “Help?” button in the top right corner of the screen, or sign up for one of Airtable’s free live training classes.

For any TABLE, VIEW, or FIELD look for the circled “i” symbol. Mousing over or clicking this symbol will provide more information on what it’s used for or how I used it.

HOW IT WORKS

The database is a connected series of 5 main tables:

1. Student Roster – Your studio CRM
2. Scheduled Classes – Not quite a calendar, but a way to PLAN what will be on your studio schedule.
3. Class Types – If you teach a combination of different lesson types (private, shared/group, workshops, etc.), this table will help track each type and connect to both students and the schedule.
4. Song/Project List – A list of songs, variations, and arrangements from the Simply Music program.
5. SM Curriculum – A list of all “programs” (books) from the Simply Music library. This table connects tot he Song/Project List so you can easily see which program each song is from.

In addition to the tables above, I’ve included some other useful tables that I’ve used:

• Certification Record – to help teachers track their progress toward Teacher Certification
• Groups/Tags- create your own custom categories, groups, or tags
• Recital Program – to help teachers plan an upcoming student performance event
• Schools – track which local school students attend
• School Contacts – a contact database specifically for your interactions with teachers and administrators at local schools

Access my Music Studio Database (TEMPLATE) at the private link below. It is VIEW ONLY. However, you can easily create your own free Airtable account and copy the database by clicking “Copy Base” in the top right corner of the screen. You will then be able to customize anything you like to suit your particular studio’s needs.

https://airtable.com/shrJWx4Jvtpujgmc0