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 · Set up in under 10 minutes
Dance
Music
Martial arts
Sports clubs
Gymnastics
Drama
📚 STEM & tutoring
+ more
Registered with the ICO (ZC271550)
Data stored in Europe, under UK GDPR
Published Data Processing Agreement
Data protection pack for schools
Daily encrypted backups
10 founding school places open
Why ActivityOS
Less chasing. Fewer messages.
More time teaching.
Get paid without the chasing
Create a whole term's invoices in one go, let reminders go out on their own, and let parents see exactly what they owe in their own portal.
Parents sorted in one app
Invoices, the timetable, updates, competition schedules and results in one place with your school's name on it, not scattered across group chats.
One flat price. Parents and all.
No per-student fees and no ActivityOS cut of parent payments. Every feature and the parent app are included. See pricing →
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.
Everything in one place
Every student, class and payment in one place
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 and sibling discounts, week overrides, automatic payment reminders and one-click CSV export. Paying in instalments? Record part payments and parents see exactly what's left. Invoice each class separately, or switch off billing for a class a student doesn't pay for.
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. Invite every family in one tap — one email per family — see who's joined and resend to anyone who hasn't. Invite links last 30 days.
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
Take bank transfers, cards (Stripe) or Direct Debit (GoCardless), whichever suits you. Direct Debit families are collected with one click and invoices mark themselves paid. 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.
See everything else that's included
Protecting the information families trust you with
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.
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 |
| Platform cut of parent payments | £0 | Often 1–3%+ |
| Competition management | ✓ | ✗ |
| Parent app | ✓ | Sometimes |
| Staff DBS tracking | ✓ | Rarely |
| Multi-guardian billing | ✓ | Rarely |
| Two-factor authentication | ✓ | Rarely |
Founding schools
Help shape ActivityOS, and lock in today's price.
ActivityOS is in its founding phase. Everything on this page is live today. What gets built next will be shaped by the first schools that use it.
- The same 12 weeks free, no card needed
- £19/month instead of £29, fixed for your first 12 months after the trial
- A direct line to the person who builds it, and a real say in what comes next
In return, founding schools run their week on ActivityOS and say honestly what works and what doesn't. Your data is backed up daily and can be exported at any time. No lock-in.
ActivityOS was built by Steve Butterworth, a dance school parent who saw from the sidelines how much of an owner's week went on spreadsheets, reminder texts and chasing payments.
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
£29/ month
Multiple teaching venues · Up to 300 active 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
Over 300 active students? £49/month or £490/year, same features. 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 pay by bank transfer, card or Direct Debit, and we take £0 of any of it. Card and Direct Debit are optional; Stripe and GoCardless charge their own processing fees, as they would anywhere.
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