The operating system for activity schools
Run your school,
not your spreadsheets.
Students, invoices, timetables, competitions and a parent portal — all in one place. Built for school owners and teachers who'd rather teach than do admin.
Free for 12 weeks · No credit card needed · Cancel anytime
Dance
Music
Martial arts
Sports clubs
Gymnastics
Drama
📚 STEM & tutoring
+ more
Student management
Invoice generation
Parent portal
Competition entries
Timetable builder
Competition results
Class recommendations
Trial class booking
Payment tracking
Analytics dashboard
Sage & Xero export
Push notifications
Billing automation
Student management
Invoice generation
Parent portal
Competition entries
Timetable builder
Competition results
Class recommendations
Payment tracking
Analytics dashboard
Sage & Xero export
Push notifications
Billing automation
Why ActivityOS
One flat price.
Everything included — parents and all.
Competition management
Import schedules by photo or PDF, track entries, record results and share medals with parents the instant they're entered. Competition management built in from day one — unlike most booking and membership platforms.
Simple, flat pricing
From £19/month with no per-student fees, no percentage cut of payments, no hidden charges. Free for 12 weeks to get started.
Parent portal included
A full parent-facing app with invoices, timetable, results and push notifications — included at every price point.
UK-first
UK term structures, bank transfer invoicing, GBP, Sage/Xero export and GDPR compliance built in from day one.
Safeguarding built in
DBS expiry tracking, 2FA and GDPR-anchored data retention — most competitors don't touch this at all.
Everything in one place
Built for the way activity schools actually work
Not generic business software. ActivityOS is purpose-built for independent UK activity schools — from one venue to many.
Student management
Add students, assign classes, set term rates and track returning vs new enrolments. Everything in one place per student.
Smart invoicing
Generate invoices by term in one tap. Multi-class discounts, week overrides, automatic payment reminders and one-click CSV export.
Visual timetable
Week and day views with studio columns, colour-coded by room. Clash detection built in. Tap any empty slot to add a class instantly.
Parent portal
Every parent gets their own portal to view invoices, pay, see the timetable, competition schedule and results. Add your logo and brand colour — it looks like your studio, not ours. Installs as an app.
Competitions
Track entries, import schedules by photo or PDF, record results and share medals with parents the moment they're entered.
Analytics
Revenue by term, class popularity, medal tallies, top performers. For teachers and parents — know your school at a glance.
Payment tracking
Parents confirm bank transfers in the portal. Teachers confirm receipt. Card payments via Stripe. One-click Sage & Xero exports, formatted for direct import — no spreadsheet editing required.
Class recommendations
Suggest new classes to parents with a personal message. Set follow-up reminders. Parents can request enrolment directly from their portal.
Multi-teacher logins
Invite teachers by email with module-level permissions. Non-owners only see what they need — settings and billing stay private.
Safeguarding & security
Staff DBS tracking
Track DBS check expiry for every teacher, with automated reminders at 60, 30 and 7 days before renewal is due.
Multi-guardian support
Separated parents, split billing, sibling discounts — every guardian gets their own portal login and notifications.
Two-factor authentication
Secure teacher accounts with authenticator-app 2FA — real protection for the payment and safeguarding data you hold.
Attendance registers
Automatically flag students whose attendance is slipping — before they drop out. Registers take seconds from your phone; everything else happens on its own.
Communication & growth
Trial class booking
Share one link and parents book a trial straight into a class and date — with medical info and consent captured up front. You get an instant notification, and the child shows on the register on the day.
Trial follow-up & conversion
Parents get an automatic confirmation, a day-before reminder and a follow-up asking if they'd like to join. One tap turns a trial into an enrolled student — details carried over, nothing re-typed. Track your enquiry-to-student rate in Analytics.
Two-way messaging
Message a family, a class or the whole school — and they can reply. Send tracked broadcast emails too, so you know who's actually seen your update.
Term renewal automation
Prompt parents to confirm their spot for next term automatically, with a follow-up nudge if they don't respond.
Referral rewards
Parents get a shareable link. When a referred family joins, you review and approve the reward — it's credited to their account, with no manual tracking.
Free class directory listing
Get discovered by local parents searching for classes — opt-in, free, built into ActivityOS.
Extras
Skill & grading progression
Track each student's grade or skill level and share progress with parents in the portal.
Party & one-off bookings
Take bookings and payment for parties and workshops — outside the regular timetable.
Uniform ordering
Parents order and pay for uniform items directly through their portal.
Push notifications
Notify parents the moment an event is created, cancelled, or a result is entered. Teachers get notified when a payment is confirmed or an enrolment is requested. Straight to their phone — no email needed.
Getting started
Up and running in under 10 minutes
No implementation project. No onboarding call. Sign up, enter your details and start managing your school.
1
Create your school
Sign up, add your school name and set up your terms and studios. Takes about two minutes — no credit card needed.
2
Import students & set up classes
Already have a spreadsheet? Upload it and bring your whole student list in at once. Running a dance school? Load our template — 24 class types ready in one tap, ready to customise.
3
Send your first invoice
Generate invoices for the whole term in one click. Parents get a link to their portal where they can view, pay and track everything.
Parent portal
Parents stay informed — without the group chats
Every parent gets their own portal. Invoices, the timetable, competition schedules and results — all in one place on their phone.
- View and pay invoices — confirm by bank transfer
- See the school timetable and request to join new classes
- Competition schedule with dates, times and entry numbers
- Competition results as soon as they're entered
- RSVP to school events — going, maybe, or can't make it
- Installs as a home screen app on iOS and Android
ActivityOS
Harbour Dance Academy
Invoices
Autumn Term 2025
Charlotte Davies
£312
Spring Term 2026
Charlotte Davies
£336
Recommendation
Contemporary — Thursdays
Mrs Fielding thinks Charlotte would love this class
Request place
Speak to Mrs Fielding
How we compare
Built for schools, not just bookings
| ActivityOS | Typical booking software | |
|---|---|---|
| Flat monthly pricing | ✓ | Often % fees |
| Payment processing fee | £0 | 1–3%+ per transaction |
| Competition management | ✓ | ✗ |
| Parent app | ✓ | Sometimes |
| Staff DBS tracking | ✓ | Rarely |
| Multi-guardian billing | ✓ | Rarely |
| Two-factor authentication | ✓ | Rarely |
Pricing
Simple, flat pricing for independent schools
Free for 12 weeks — no credit card needed. After that, one flat monthly price with zero transaction fees — no per-student fees, no percentage cut of parent payments, no surprises.
Starter
£19/ month
Multiple teaching venues · Unlimited students · Cancel anytime
First 12 weeks free — no card needed
- Student & class management
- Invoice generation & reminders
- Parent portal
- Visual timetable builder
- Competition tracking
- Trial class booking & follow-up
- Analytics dashboard
- Push notifications
- CSV export for Sage & Xero
- Billing automation by term
- Multi-teacher logins
Running more than one school under one owner? Add each one yourself from Settings at the same price. Franchise or branch network with a head office? Talk to us
Parents can pay online via card — we take £0 of it. (Stripe's own card processing fee still applies, same as any online payment.)
Free for 12 weeks.
No card, no commitment.
No credit card needed. Set up in minutes. If you're not completely sold after 12 weeks, you don't have to pay a penny.
Start free →Questions? Email us at hello@activityos.co.uk