Studio Admin Guide

Quick Overview

As a Studio Admin, you have full control over your studio's operations. Think of yourself as the manager who can see and do everything. Your main responsibilities include:

• Dashboard oversight - Monitor studio-wide metrics, activity, and health at a glance
• Student management - Add new students, update their information, and track their journey
• Teacher coordination - Invite teachers, assign students, and manage your team
• Scheduling oversight - View all lessons across your studio and spot conflicts
• Billing & subscriptions - Manage your studio's subscription and payment settings
• Studio configuration - Set up your studio profile, policies, and preferences

Your Dashboard

When you log in, your dashboard is the first thing you'll see. It's designed to give you an instant snapshot of how your studio is doing. No need to click around - the most important information is right there.

What You'll See

At the top of your dashboard, you'll find metric cards that show your key numbers:

• Student Count - The total number of active students in your studio. This updates automatically as you add or archive students. If this number looks wrong, check if you have any archived students that need to be reactivated.
• Active Lessons This Week - How many lessons are scheduled for the current week. This helps you understand your studio's current workload and whether you have capacity for more students.
• Revenue Overview - A quick look at your billing status. This shows your current subscription tier and whether your payments are up to date.

Below the metrics, you'll see a Recent Activity feed. This shows the latest updates from across your studio - new student signups, completed lessons, homework submissions, and more. It's a great way to stay informed without having to check each teacher's activity individually.

Making the Most of Your Dashboard

Get in the habit of checking your dashboard at the start of each day. It takes just a minute and keeps you informed. Look for:

• Any unusual activity (sudden drops in lesson count, etc.)
• New students who need to be assigned to teachers
• Billing alerts or subscription issues
• Recent lesson completions to celebrate wins with your team

Managing Students

Students are at the heart of your studio. The Students section lets you manage your entire roster from one place. You can find it by clicking Students in the main navigation sidebar.

Viewing Your Student List

The Students page shows all students in your studio in a clean, searchable list. Each student card shows their name, assigned teacher, and next lesson date. You can:

• Search by name - Type in the search box to quickly find a specific student
• Filter by teacher - See only students assigned to a particular teacher
• Sort by different criteria - Order by name, next lesson, or date added

Adding a New Student

When a new student joins your studio, here's how to get them set up:

1. Click the "Add Student" button - You'll find this in the top-right corner of the Students page. A form will slide open.
2. Fill in their basic information - Enter their name and email address. The email is important because it's how they'll log in to their student portal.
3. Add parent/guardian contact (if applicable) - For younger students, you'll want to add a parent's name, email, and phone number. This is who you'll contact for scheduling changes or billing questions.
4. Assign to a teacher - Select which teacher will work with this student. If you're a solo studio, you'll assign them to yourself.
5. Add any initial notes - Record anything important: their experience level, goals, schedule preferences, or special considerations.
6. Click Save - The student is now in your system and ready for their first lesson.

Working with Student Profiles

Click any student's name to open their full profile. This is where you'll find everything about that student organized into tabs:

• Overview - Contact information, next lesson, and recent activity. This is your quick reference page.
• Goals - Learning objectives and milestones. Great for tracking long-term progress and keeping students motivated.
• Songs - Their repertoire with recordings. You can see what they're working on and listen to their progress over time.
• Practice Focus - Current and past homework assignments. Check what they've completed and what's still pending.

Editing and Archiving Students

To update a student's information, open their profile and click the Edit button. You can change any of their details, reassign them to a different teacher, or update their contact information.

When a student stops taking lessons, you can archive them instead of deleting. Archiving preserves all their history (lessons, recordings, goals) in case they return. To archive, click the options menu (...) on their profile and select Archive Student.

Managing Teachers

If you have multiple teachers in your studio, the Teachers section is where you manage your team. Click Teachers in the navigation to access it.

Adding a Teacher

To invite a new teacher to your studio:

1. Click "Add Teacher" - This opens the invitation form.
2. Enter their email - They'll receive an invitation to join your studio.
3. Set their display name - How they'll appear to students and in the calendar.
4. Send the invitation - They'll get an email with instructions to set up their account.

Once they accept the invitation, they'll have their own dashboard where they can manage their assigned students. They can add lesson notes, assign homework, and record audio - but they can only see their own students, not the entire studio roster.

Assigning Students to Teachers

There are two ways to assign students:

• When adding a new student - Select the teacher during the signup process
• From the student profile - Edit an existing student and change their assigned teacher

When you reassign a student to a different teacher, all their history (lessons, recordings, goals) stays intact. The new teacher can see everything the previous teacher recorded.

Calendar & Scheduling Overview

The Calendar gives you a bird's-eye view of all lessons happening in your studio. Unlike teachers who only see their own lessons, you can see everyone's schedule at once.

Navigating the Calendar

The calendar defaults to a weekly view showing all lessons. You can:

• Switch views - Toggle between day, week, and month views using the buttons in the top-right
• Filter by teacher - Show only one teacher's lessons to see their individual schedule
• Navigate dates - Use the arrows to move forward and backward in time
• Click any lesson - Open the lesson details to see student info, notes, and more

Spotting Issues

The calendar is especially useful for catching scheduling problems:

• Double-bookings - If a teacher accidentally schedules two students at the same time, you'll see overlapping blocks
• Uneven distribution - You might notice one teacher is overloaded while another has gaps
• Coverage gaps - If your studio needs consistent hours, you can spot times that aren't covered

Billing & Subscription

Manage your studio's subscription under Settings > Billing. This is where you'll see your current plan, payment history, and update your payment method.

Understanding Your Plan

Coaching Booth offers two main subscription options:

• Per-Student Plan - You pay based on how many active students you have. Great for smaller studios or those with variable enrollment.
• Unlimited Plan - A flat monthly rate regardless of student count. Better value for larger studios with consistent enrollment.

What You Can Do

• View invoices - See your payment history and download receipts
• Update payment method - Change your card on file
• Upgrade or downgrade - Switch between plans as your needs change
• Cancel subscription - If you need to close your account

For Solo Studio Owners

Running a one-person studio? This section is especially for you.

When you're the only teacher, you wear two hats. You're the admin who manages the business side, AND you're the teacher who works directly with students. Coaching Booth is designed to handle both roles seamlessly.

Studio Mode vs Teaching Mode

Look for the mode toggle in your navigation. This lets you switch between two different views:

• Studio Mode - See the big picture. Your dashboard shows studio metrics, all students, billing status, and administrative tools. Use this for business planning and management tasks.
• Teaching Mode - Focus on teaching. Your dashboard shows today's lessons, your student list, and teaching tasks. The interface is streamlined for use during and between lessons.

You don't have to use both modes - you can stay in whichever view works best for you. But many solo teachers find it helpful to be in Teaching Mode during lesson hours and switch to Studio Mode for administrative time.

Learn the Teaching Features

Since you're also the teacher, make sure to read the Teacher Guide for detailed information on:

• Running effective lessons with the lesson detail page
• Recording audio and managing student recordings
• Assigning practice focus and tracking completion
• Using the lesson workflow step by step

A Day in the Life

Here's what a typical day might look like using Coaching Booth as a Studio Admin:

Morning Check-In (5 minutes)

Start your day with a quick dashboard review:

1. Log into Coaching Booth and check your dashboard
2. Scan the activity feed for anything that needs attention
3. Note how many lessons are scheduled today across all teachers
4. Check for any billing alerts or system notifications

New Student Enrollment (10 minutes)

When someone signs up for lessons:

1. Go to Students and click Add Student
2. Enter their contact details and any initial notes from your intake conversation
3. Assign them to the appropriate teacher based on schedule and specialty
4. Set up their first recurring lesson on the calendar
5. Send them an invitation to access their student portal

End of Week Review (15 minutes)

Once a week, take time to review studio health:

1. Check the calendar for next week - any gaps or issues?
2. Review any students who haven't had lessons recently
3. Look at billing status and upcoming renewals
4. Check teacher workloads - is anyone overloaded?
5. Review studio metrics compared to last week

Related Guides

Still have questions? Visit our Support page to get in touch.