Academy management software can cost from a few dozen to more than a hundred euros a month, and the figure depends mostly on how it is priced: per teacher, per student, per module or by tiers. The best way to compare is to calculate the price with your academy's data and pay only for what you will use.
How is academy management software priced?
Academy software is priced in four ways: per teacher, per student, per module or by tiers. Each provider calculates the price differently, which means two similar-looking prices can end up very different for your center.
| Model | How it is calculated | What to ask |
|---|---|---|
| Per teacher | A fee for each teacher with access | Does the administrator have a higher rate? |
| Per student | A fee for each student | Are only active students counted, or old records too? |
| Per module | A base price plus extras for each feature | What is in the base and what is charged separately? |
| By tiers | A fixed fee with a student or teacher limit | How much do you pay when you go over the limit? |
None is better in itself. An academy with many students and few teachers comes out ahead with per-teacher pricing; one with many part-time teachers and few students may not. That is why it pays to run the numbers for your case.
How do you calculate what your academy would pay?
Multiply each provider's price by your academy's figures, today and one course from now. Before asking for quotes, note how many teachers you have, how many active students, how many locations and which features you really need. With that data, calculate what you would pay with each tool.
Fictional example: an academy with 4 teachers and 90 active students that needs schedules, attendance, make-up classes and payments.
| Model | Example price | Monthly fee |
|---|---|---|
| Per teacher | €5 per teacher | €20 |
| Per student | €0.60 per student | €54 |
| Per module | €30 base + €15 payments + €10 student app | €55 |
| By tiers | €39 up to 100 students | €39 |
Repeat the calculation for next course. If you go from 90 to 150 students, the per-student fee rises to €90 and the tiered fee jumps to the next level. With per-teacher pricing, it only changes if you grow the team. Also calculate what you would pay over twelve months, not just the first.
Which modules do you really need?
For most academies, schedules, attendance, make-up classes, fees, class packs, payments and access for students and families are enough. Many apps offer extra features that sound good in the demo but that you will not use: marketing campaigns, an online shop, advanced reports, integrations with tools you do not have. Each one adds to the fee, and in the end you pay for a program much bigger than your academy.
Make a short list of the essentials: class schedules and calendar, attendance, make-up classes, fees, class packs and payments. Then check whether all of it is included in the base price or whether some part is charged separately.
Also check the costs that do not appear in the monthly fee:
- Setup: who configures groups, schedules, fees and rules.
- Migration: who moves student data and whether it costs extra.
- Payments: whether there are fees on each payment.
- Leaving: minimum term and conditions for exporting your data if you leave.
Is software worth it if your academy is small?
It pays off when the time you spend on manual tasks is worth more than the fee. Doing the admin by hand also costs money, even if no invoice arrives. Think about what takes up your month: answering WhatsApps about schedules, checking who has paid, finding a slot for a make-up class, taking attendance on paper and then in Excel, chasing a forgotten fee. Add the noise on top: interruptions while you teach, last-minute messages and the feeling that nothing is ever closed.
Do the maths with your own figures. Suppose those tasks take you five hours a month and you value your hour at €25. That is €125 a month of unseen work. If a €20 or €25 tool removes half of it, it already pays off, without counting mistakes: a single fee you forget to collect can be worth more than the subscription.
During the trial, note how much time you spent before and how much you spend after, including the time spent learning the tool. If you have few students and a simple calendar works for you, you can carry on like that for a while. When every change forces you to fix several sheets and answer messages, it is time to look at alternatives to Excel for academies.
Is there any free academy management software?
You can run an academy for free with Excel, Google Sheets or Notion, but you will have to build and maintain attendance, make-up classes, balances and payments by hand, and that time has a cost too. Software built for academies is usually paid, and many programs offer a free trial so you can check whether it fits before paying.
Clasbi's trial lasts 3 months with no long-term contract: enough time to get through the start of a term with your real groups and see how much work it saves you. If you would rather start at no cost, first compare the alternatives to Excel for academies.
How much does Clasbi cost?
Clasbi is management software for academies and sports centers that brings schedules, attendance, make-up classes, communications and payments together in one place. The price depends on the number of teachers: number of teachers × €5 per month, VAT included, after 3 free months with no long-term contract. An academy with 4 teachers pays €20 a month, and the fee does not change when more students join. Setup in 72 hours and data migration are included.
To see whether it pays off, test a class change, an absence that can be made up and a pending fee, and compare the time it takes with what you do today. If you want to see other options, read our guide to choosing academy management software.
Start your three free months and do the maths with your own academy.
