Twelve roles from owner to choreographer, each with the weekly tasks of one full-time person and an honest status for every task. Teachers stay in the hall; AI agents take the repeated messages, trial-lesson bookings and follow-ups.
In a dance, music or art school the teaching, choreography, rehearsals and the hall belong to people. Much of the admissions, front-desk and retention day is repeated messages, trial-lesson bookings and follow-ups, which AI agents can take on in Instagram, messengers and by phone once a person has set them up. Accounting, payroll, tax and legal work stay with people; routines can only log Stripe payments and invoice emails into sheets for them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Student retention and pass renewals · Group fill and teaching quality · Margin and team stability
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Read a weekly summary of what families and leads asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Check chat volume, AI cost per chat and recorded orders by channelSales figures come only from recorded orders, so passes sold at the desk do not appear. | 1.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Set the style mix, groups, levels and prices for the season | 6 | Person | — |
| Lead the team: teacher standards, one-to-ones and cover for absences | 7 | Person | — |
| Teach own classes and open lessons, and cover groups when a teacher is out | 7 | Person | — |
| Settle escalated complaints, refund decisions and sensitive parent conversationsThe assistant hands these chats over only when its instructions say so; the owner decides. | 4 | Person | — |
| Negotiate hall rent, venue terms and partnerships with local brands | 5 | Person | — |
| Review accounts, taxes and payroll with the accountant and sign off | 5 | Person | — |
What AI agents handle: AI agents write the weekly summary of what families and leads asked and what went unanswered, and report chat volume, AI cost and recorded orders by channel. The owner reads them and decides.
What stays with the person: The season's styles and prices, the team, hall contracts and every money decision stay with the owner, along with the classes the owner teaches and the escalated complaints.
What a manager tracks: Trial lessons and new students by channel · Cost of a new student · Response to season-start offers and campaigns
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the season-start campaign, open days and the offer calendar | 7 | Person | — |
| Set up, run and adjust paid ad campaignsMyChatBot does not edit campaigns, bids or budgets in ad platforms. | 8 | Person | — |
| Capture lead-ad sign-ups and send a first message from the forms you enableNeeds a Facebook page and Meta Ads add-on; enable each form and a first-message channel such as email. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Build and publish a landing page for an open day or a new group intakePublishes one scrolling page to a page.mychatbot.app address; a person writes the brief and checks the result. | 4 | MyChatBot does it | Build and publish a landing page from a written brief |
| Create ad image variants with captions for one trial lesson or seasonal offerStarts from one product; image spend has no confirmation step and draws from the agents balance. | 3 | MyChatBot does it | Create product images and ad variants with captions |
| Run a countdown funnel with reminders for an open day or a workshopTelegram bot only; people must open it first; a person sets the event date and writes the offer. | 3 | MyChatBot does it | Run a step-by-step Telegram funnel with buttons and reminders |
| Announce new groups and offers to past leads and former studentsA person picks the audience from contacts and saves it; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Build partnerships with schools, kindergartens, companies and local brands | 6 | Person | — |
What AI agents handle: AI agents capture lead-ad sign-ups, produce ad image variants and landing pages, run Telegram countdown funnels and send one-off announcements to chosen groups. The marketing manager sets up each piece and checks the result.
What stays with the person: The season plan, offer calendar, partnerships and paid campaigns stay with the marketing manager, who decides what to run and what to stop.
What a manager tracks: Reach and saves of reels and posts · Enquiries coming from comments and stories · Posting consistency
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Film and edit reels, class clips and backstage stories at lessons and rehearsalsFilming students, especially children, needs consent from them or their parents. | 10 | Person | — |
| Collect student and parent stories and real results, with written consent | 3 | Person | — |
| Plan the week of posts: formats, topics and hooksNeeds an agents budget; delivers a paste-ready plan with captions, and does not schedule or publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and variants for classes, offers and schedule changesNeeds an agents budget; attach the timetable and price list as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Plan short reels with hooks, captions and optional music for classes and showcasesGenerated clips, not your footage; about $4 a pack. Auto-posting needs connected accounts and a qualifying plan. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish finished posts to connected social accounts on a scheduleNeeds a posting-token custom connector and a Multipro, Corporate or UGC Starter plan or above; no approval step. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Reply to post comments and move real enquiries into DMsDMs follow only real requests such as price; on Instagram the person must accept the message request. | 5 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Agree collaborations, guest workshops and challenges with local bloggers and partners | 6 | Person | — |
What AI agents handle: AI agents draft the weekly plan, captions and reel packs, answer comments and move real enquiries into DMs. With a connector set up by a person, finished posts can go out on a schedule.
What stays with the person: The camera work, the visual style of the school, collaborations and every post that shows a real student or a child, with consent, stay with the SMM manager.
What a manager tracks: Enquiry-to-trial and trial-to-pass conversion · Speed of the first reply · Share of quiet leads who reply again
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer enquiries and voice notes on WhatsApp about styles, levels, groups, passes and pricesOfficial channel needs a WhatsApp Business account; messages the school starts need approved templates. | 5 | MyChatBot does it | Answer customer questions on WhatsApp |
| Greet visitors in the website chat and answer from the school's own contentA person pastes the snippet into the site; popup offers can open on ad landing pages. | 3 | MyChatBot does it | Answer visitors in a chat widget on your website |
| Ask each lead about age, style, experience and preferred days, then set the stageLabels, statuses and fields must be created first; a new status overwrites the previous one. | 2 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Book trial lessons and, where enabled, group class places with the right teacherAdd teachers and lesson types first; seat-limited classes may need MyChatBot support; staff-side changes send nothing. | 4 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Follow up with trial-lesson leads who went quietAttendance is not connected: a person marks Trial done and publishes the sequence; skipped in operator mode. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Take a pass or course order in chat and send a payment linkNeeds Orders, a product list with pass prices and your own Stripe account; no recurring billing documented. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Call hot leads and meet families, handle objections and agree group, level and start date | 14 | Person | — |
| Agree family discounts, corporate packages, instalments and special terms | 6 | Person | — |
What AI agents handle: AI agents answer WhatsApp and website chat enquiries, qualify leads, book trial lessons, follow up with quiet leads once a person publishes the sequence and send payment links for passes and courses.
What stays with the person: Calls and meetings with hot leads, objections, and every agreement on price, discounts, instalments and individual terms.
What a manager tracks: Share of enquiries answered quickly · Group fill and no-shows · Student and parent satisfaction at the front desk
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer questions about timetable, prices and levels in Instagram DMsNeeds a business or creator Instagram account linked to a Facebook page; access can expire. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Answer calls about timetable, prices and trial lessons on the connected numberNeeds a SIP trunk or Twilio number; a person sets the transfer condition for handing calls over. | 3 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Book private lessons and, where enabled, group places; move or cancel them on requestAdd teachers and lesson types first; seat-limited classes may need MyChatBot support; staff-side changes send nothing. | 6 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Queue a one-off reminder in the chat where a student booked a lessonNeeds self-scheduling on and instructions to queue it; Meta channels may refuse it once the messaging window closes. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Add new prospects and their contact details to the client baseRepeat contacts are matched by phone first, then email. | 1.5 | MyChatBot does it | Turn every new conversation into a lead record |
| Greet students, keep the attendance register, handle walk-ins and take payment at the desk | 12 | Person | — |
| Take over chats the assistant flags: injuries, complaints, refunds, parent concernsThe assistant hands over only in cases its instructions describe, so those cases must be written down. | 4 | Person | — |
| Phone students and parents when a class is cancelled or a teacher is illStaff-side calendar changes are silent, so a person tells the student. | 3 | Person | — |
What AI agents handle: AI agents answer routine questions in Instagram and by phone, book and move lessons on the calendar, queue one-off reminders in the chats they booked once self-scheduling is on and record new prospects. They hand chats over only in the cases written in their instructions.
What stays with the person: The front desk, the attendance register and payments, plus injury questions, complaints, refunds and the calls to families when a class changes.
What a manager tracks: Pass renewals and repeat attendance · Share of quiet students who reply again · Student and parent satisfaction and reviews
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Follow up with students and leads who stopped replying, using timed messagesA person publishes and attaches the sequence; skipped in operator mode; Meta channels may refuse late steps. | 4 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Review who went quiet and draft a follow-up for eachDrafts only: a person copies and sends them from their own channels. | 3 | MyChatBot does it | Find quiet leads and draft follow-ups for review |
| Fill in missing statuses and labels from recent chatsStatuses and labels must exist first; existing values are kept unless overwrite is on. | 2 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Send season-start news and show invitations to chosen student groupsA person saves each campaign; contacts are picked by status, label or last chat activity, not pass date. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Turn a student's or parent's request raised in chat into a task for the teamTask Manager must be connected; tasks arrive unassigned and a person takes them; reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Speak personally with students and parents who are drifting away and resolve complaints | 11 | Person | — |
| Design the loyalty, referral and pass renewal rules and the freeze policyNo pass expiry or freeze tracking is documented; a person sets the label that arms a renewal follow-up. | 6 | Person | — |
| Run student socials, open classes and challenges, and reply to public reviewsNo documented MyChatBot channel covers Google Business Profile messages or public review replies. | 6 | Person | — |
What AI agents handle: AI agents run timed follow-ups to quiet leads and students once a person publishes the sequence, draft follow-ups for a person to send, fill in missing labels and statuses, send group news once a person saves the campaign and turn chat requests into tasks.
What stays with the person: Personal conversations with students and parents who are drifting away, complaints, the loyalty and renewal rules, events and replies to public reviews stay with the retention manager.
What a manager tracks: Student progress and retention in own groups · Group fill and class quality · Technique and safety standards
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Teach group classes and private lessons | 18 | Person | — |
| Create choreography, choose music and plan the structure of each class | 6 | Person | — |
| Rehearse showcase and competition groups | 4 | Person | — |
| Assess new students' level and technique and place them in a group | 3 | Person | — |
| Coach and encourage students and talk to parents between classes | 3 | Person | — |
| Record progress notes and agreed goals for each student | 2 | Person | — |
| Answer routine pre-class questions about level, kit and rulesAnswers come from the school's FAQ; health questions reach a person only if instructions say so. | 2 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Send a one-off notice to a labelled group, such as a time change or costume listA teacher writes it, picks the label and saves it; only chat-opening channels reach people who never wrote. | 1.5 | MyChatBot does it | Send a one-time message campaign to a customer segment |
What AI agents handle: AI agents answer routine pre-class questions from the school's FAQ and, once a person saves a campaign, can send a one-off notice to a labelled group. They do not touch the teaching or the choreography.
What stays with the person: All teaching, choreography, the assessment of each student, safety and technique judgement, and the relationship with every student and parent stay with the teacher.
What a manager tracks: Hall utilisation and clashes avoided · Time to cover a cancelled or missed class · Share of timetable changes communicated in time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Build the weekly timetable: groups, teachers, halls and time slots | 9 | Person | — |
| Check the hall plan against teacher availability and resolve clashesClashes are checked per teacher, not per hall; group classes are never overlap-checked. | 5 | Person | — |
| Arrange cover when a teacher is ill or a hall is unavailable | 5 | Person | — |
| Agree hall hire with venue owners and sort out keys, sound and equipment | 6 | Person | — |
| Book private lessons and make-up sessions with the chosen teacherAdd teachers and lesson types first; set the time zone; staff-side moves send nothing to the student. | 4 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Turn a make-up, schedule or hall request raised in chat into a taskTask Manager must be connected; tasks arrive unassigned and a person takes them; reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Send a one-off timetable-change or holiday-schedule notice to labelled class groupsA person writes it, picks the label and saves it; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Triage emails from venue owners and substitute teachers and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
What AI agents handle: AI agents book private lessons and make-up sessions on the calendar, turn schedule requests from chats into tasks and send one-off timetable notices once a person saves the campaign. A routine can sort the inbox and prepare reply drafts.
What stays with the person: The timetable, the hall plan, clashes, hall hire and cover for absences stay with the coordinator, who also tells families in person when a class changes.
What a manager tracks: Attendance and ticket or place sales · Student participation in performances · Event margin and family feedback
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the showcase calendar: concept, venue, rehearsal schedule and run of show | 8 | Person | — |
| Book the venue, sound, light, costumes and photographer, and run the event on the day | 9 | Person | — |
| Coordinate rehearsals with teachers and prepare students and parents | 5 | Person | — |
| Agree terms with sponsors, guest teachers and partner schools | 3 | Person | — |
| Build and publish a one-page site for a showcase, workshop or intensivePublishes one scrolling page to a page.mychatbot.app address; a person writes the brief and checks the result. | 3 | MyChatBot does it | Build and publish a landing page from a written brief |
| Invite families and past students to a showcase or workshopA person picks the audience from contacts and saves it; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Take ticket and workshop-place orders in chat and send a payment linkNeeds Orders, a product list with ticket prices and your Stripe account; a person watches the place limit. | 3 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Run a countdown funnel with reminders for a showcase or workshopTelegram bot only; people must open it first; a person sets the event date and writes the offer. | 3 | MyChatBot does it | Run a step-by-step Telegram funnel with buttons and reminders |
What AI agents handle: AI agents publish event pages, invite chosen groups, take ticket and workshop orders in chat with a Stripe payment link and run Telegram countdown funnels. The events manager writes the briefs and checks each result.
What stays with the person: The concept, venue, rehearsals, suppliers, partner terms and everything that happens on the day stay with the events manager and the teachers.
What a manager tracks: Reports and filings submitted on time · Share of payments reconciled · Accuracy of the monthly close
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Keep the books: record income and expenses and reconcile bank statements | 10 | Person | — |
| Run payroll for teachers and staff, including pay per class or hour | 6 | Person | — |
| Prepare and file tax returns and statutory reports | 5 | Person | — |
| Issue invoices and completion acts and chase unpaid passes and feesIssuing and chasing invoices is not covered; only invoice emails can be read and logged. | 5 | Person | — |
| Log Stripe payments for passes and workshops into a revenue sheetNeeds Stripe and Google Sheets; checkouts only, at most 12 an hour; cash and desk payments stay manual. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Collect hall-rent and supplier invoice emails into an expenses sheetNeeds Gmail and Google Sheets; Gmail events are checked about every 15 minutes; the accountant books each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Review what the AI agents spent and whether the balance is running lowA read-only report on your own account usage; each run is billed from the agents balance. | 1 | MyChatBot does it | Report what the AI spent and warn when balance is low |
| Prepare the budget and cash-flow plan with the owner | 4 | Person | — |
What AI agents handle: Routines can log Stripe payments and hall and supplier invoice emails into sheets once connected, and a report shows what the AI itself spent. Bookkeeping, tax, payroll and legal work are not covered.
What stays with the person: Bookkeeping, reconciliation, payroll, tax filings, invoices and every decision on money stay with the accountant, who also reviews anything logged into sheets before it is posted.
What a manager tracks: Time to fill an open group · Candidates reaching a trial class · Retention of new teachers
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Review quiet Work.ua candidates and draft follow-upsAdd the Work.ua recruiter agent first; it drafts follow-ups and a person sends and decides. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Research candidate teachers and their public profiles into a sourced listNeeds an agents balance; protected sites may block the browser; a person checks the list. | 2 | MyChatBot does it | Research leads or candidates into a sourced table |
| Triage candidate emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
| Write vacancy briefs with the owner: style, level, hours and teaching fit | 3 | Person | — |
| Interview candidates and run trial classes with the owner and a senior teacherHiring decisions and candidate scoring are not automated. | 9 | Person | — |
| Check references, certificates and first-aid training, then decide and make the offer | 4 | Person | — |
| Onboard new teachers: school standards, safety, music and parent communication | 8 | Person | — |
| Hold check-ins, build the substitute bench and keep team culture | 7 | Person | — |
What AI agents handle: AI agents show which Work.ua candidates went quiet and draft follow-ups, and compile sourced lists of candidate teachers. A routine can sort the inbox and prepare reply drafts.
What stays with the person: Interviews, trial classes, references, hiring decisions, onboarding and the substitute bench stay with the recruiter.
What a manager tracks: Enquiry-to-trial and trial-to-pass conversion · Retention and drop-off by style and group · Completeness and freshness of the data
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Define the metrics: enquiry to trial, trial to pass, retention and group fill | 6 | Person | — |
| Pull weekly chat volume, AI cost and recorded orders by channel from the dashboardPasses count only if recorded as orders; amounts in different currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stalledNeeds follow-up campaigns already set up; read-only, and the analyst decides which changes to make. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Fill in missing statuses and labels on recent chatsRuns daily, every 3 days or weekly; existing values stay unless overwrite is on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Read each team member's quality score from finished hand-offsNeeds operators who take chats over; scores arrive in batches and show as a manager average. | 2 | MyChatBot does it | Review conversations and score human managers' replies |
| Audit dormant leads and students who stopped replying to list who to contact againNeeds a routine built with Claude or Codex and a Sales Platform connector; read-only by default. | 3 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
| Analyse group fill, attendance and drop-off by style and teacher with the teamAttendance data from the school's own system is not connected to MyChatBot. | 9 | Person | — |
| Forecast intake, group sizes, hall load and cash needs for the next seasonPipeline revenue forecasting is not documented; the analyst builds it from the data. | 7 | Person | — |
What AI agents handle: The dashboard shows the weekly numbers, and AI agents fill in missing statuses and labels, score finished hand-offs per manager and report which follow-ups get replies. A routine can list dormant leads once a person has built it.
What stays with the person: Choosing the metrics, interpreting group fill and drop-off with the teachers, forecasting and deciding what to change.
MyChatBot is not a school management system: no pass billing, freeze or expiry tracking, no attendance register and no check-in are documented (the calendar only lets staff mark a booking Completed or No Show by hand), so those stay in your own software or register. Once a person loads your FAQ and price list and adds teachers and lesson types, the assistant answers from them, books lessons on the built-in calendar and can send a one-off Stripe payment link for a pass or course from the Orders integration (confirm that your plan includes both); Stripe is the only payment provider documented. Connecting other systems needs a custom webhook or MCP connection that a person sets up.
In principle yes, with a seat limit: the booking engine seats several people into one session, shows how many places are left and does not overbook. The docs say group classes may need to be wired up for your account by MyChatBot support, so confirm that before you rely on it. Clashes are checked per teacher, not per hall, and group classes are never overlap-checked, so a person keeps teacher and hall clashes out of the timetable. A person adds teachers, class services and the school's time zone, and bookings are made in that zone, not the student's.
Not automatically: the calendar sends no reminders and stays silent when staff move a class, and no attendance or pass-expiry date is connected to MyChatBot to trigger on. The assistant can queue its own one-off message in a chat it handled once self-scheduled follow-ups are on, and a person can publish a follow-up sequence for a status or label, run a Telegram countdown funnel for a showcase or save a campaign to a labelled group. Instagram, Messenger, TikTok and WhatsApp Business reach only people who wrote first, and a message sent there after the messaging window closes may be refused.
The assistant hands over only in the cases its instructions describe, so write down your complaint, refund, injury and welfare cases and who takes them. The chat then switches to operator mode and is flagged for attention, a Telegram group linked under Flight Control can be notified, and it can return to the assistant after a set time, 24 hours by default. Refunds are issued by a person in Stripe, never by the agent, and any health or technique judgement stays with teachers.
Create an account, connect one channel and start with the roles where agents already cover the most hours.