AI Agent and CRM System for dance schools: Studios, classes, students

Where dance school enquiries come from

A parent asks the starting age under a recital reel; an adult beginner looks for a salsa group at night. Each enquiry becomes a lead with its own chat, handled with the same knowledge and booking rules.

• Instagram. The agent answers DMs and comments on posts and reels. Instagram Keyword Responder watches up to 100 selected posts for a word such as TRIAL. See Instagram.
• Website widget. The Ad-Oriented widget rotates popup messages on an ad landing page; a click starts a prepared trial-class question.
• Forms and lead ads. Lead Form Instant Outreach turns a form notification email into a lead and can write first; Lead Forms routes Facebook and Instagram lead ads to an agent.
• Telegram. An ad link into a bot funnel stores source and campaign on the lead; a personal Telegram account connected instead answers after 30–40 seconds.
• WhatsApp and phone. WhatsApp Business or personal WhatsApp, plus inbound calls with a transcript and recording.

Personal WhatsApp, a Telegram account, E-Chat Viber, E-Chat Telegram, email, SMS and calls are among the channels that can write first. A Telegram bot, the WhatsApp Business API, Instagram and the widget only reply to people who wrote first.

Three workflows for a dance studio

1. From a first question to a booked trial class

1. Add styles, levels, age groups and prices to the Knowledge Base as an FAQ.
2. The agent asks who the class is for, age, experience and a phone number, then sets a status such as trial_requested and a style label such as salsa, both created in advance.
3. It offers open times from your calendar and books the trial class as an ordinary appointment. With Allow agent to self schedule follow-ups on, it can queue a reminder before the class.
4. In the agent instructions, ask it to notify an operator about requests outside your content, such as hall rental. The chat is then flagged for attention, and if a Telegram group is connected under Flight Control, the notification arrives there with a chat link.

2. Season start

1. Import past students from a Google Sheet with a label and pipeline, or use labels already on their cards.
2. Create an Immediate outreach filtered by label, pipeline or a custom field such as branch, and check the Audience Preview.
3. Test with an Audience limit of 1, then add a Sending interval, since mass sends on personal messengers risk anti-spam bans.

3. Students who stopped coming

1. Staff or the agent set a status such as paused; Lead Supervisor fills missing statuses and labels on a schedule.
2. Build a Postponed contextual follow-up on that status: two or three steps after silence, within Follow-up hours.
3. Publish it and attach it under Toolkit → Follow ups; drafts never fire, and any reply stops it. See follow-ups.

Calendars and CRM a dance school connects

Each assistant takes one of Altegio, Wlaunch or Google Calendar and one CRM. The native Calendar can sit next to Google Calendar, but they share no bookings, so pick one as the master schedule.

• Native Calendar. Teachers are staff with working days, the trial class is a service with duration and price, and Booking Instructions map teachers to styles. Missed visits can be marked No Show. Set the timezone first; it defaults to UTC.
• Altegio. A returning student is matched by phone, so the agent can book, move a Tuesday class to Thursday or cancel it in the chat. If your Altegio setup confirms bookings by SMS, the student sends the code in the chat.
• Google Calendar. The agent checks free time, creates and cancels events and can put the student’s name and phone in the description; no statuses or no-shows.
• Built-in CRM. Pipelines per branch or for kids and adults, one status and several labels per lead, notes and tasks. The agent can file a parent’s callback request in Task Manager.
• External CRM. In Kommo, HubSpot or Bitrix24 the record is linked to the student’s phone and carries an AI source plus a link back to the chat. Sync statuses imports CRM stages without writing back. See CRM sync.

Practical limits and where people stay involved

• No attendance or pass tracking. MyChatBot does not log visits, count remaining classes, manage subscriptions or offer a trial-lesson module; a trial class is a booking.
• Group classes need setup. The booking engine can seat several people per session without overbooking, but the Services form has no group-class toggle. The MyChatBot team configures a shared class, such as Wednesday hip-hop, for your account.
• Parents. No parent accounts or consent features. Have the agent ask the student’s age and pass health, injury or progress questions to a teacher.
• Silent calendar. The calendar sends no reminders and no message when staff move or cancel a class, and staff-added bookings can overlap; reminders come from follow-ups.
• Work Hours. Off-hours messages get no agent reply, even after hours resume.
• Shared balance. Replies, outreach and call minutes share one balance; at zero every assistant switches off until you top up, and restarting is not always automatic.
• Plans. Google Calendar, Altegio and CRM integrations start on Pro; several active assistants, such as one per branch, start on Multipro. See pricing.

Handoff Control gives a chat to an operator when a teacher types your stop word or, in implicit mode, on any operator message. It can hide the switch and, with Auto return on, restores the agent after 24 hours or your interval. See human handoff.