Swing Studio 22 Connect: The Right Rhythm for Managing a Dance School

Swing Studio 22 is a dance school specializing in swing dances — Lindy Hop, Boogie Woogie, Blues, Balboa, Solo Jazz, Tap Dance — as well as wellness disciplines like Pilates and Stretch & Mobility. Founded by Antonio and Elisa, the school quickly became a reference point for enthusiasts, offering courses at all levels, workshops with international instructors, private and group lessons, and organizing events and festivals that attract dancers from across Italy.

As the school grew, however, Antonio and Elisa found themselves spending more and more time on administrative and management tasks, taking it away from teaching and nurturing the community they had built with such passion. Enrolment management relied on Excel spreadsheets that grew more complex and harder to maintain each day. Payments were tracked manually, with the risk of oversights and difficulty in maintaining a clear financial overview. Receipt generation was a time-consuming process that ate into precious hours.

A particularly critical aspect concerned the management of sports medical certificates, mandatory for physical activity participation. Tracking the expiry dates of dozens (and then hundreds) of students had become a logistical nightmare, with a real risk of allowing students with expired certificates to participate in classes. Communications with students happened mainly via email or messages, without a structured system enabling targeted outreach to specific groups (for example, students enrolled in a particular course or event participants).

We created "Swing Studio 22 Connect", the management software that enables Antonio and Elisa to run every aspect of their dance school, freeing up time and energy for what they truly love: teaching and growing the community. The platform was designed to be intuitive and accessible, even for users without advanced technical skills.

The student records module centralizes all student information: personal data, contacts, enrolment history, payments made, medical certificates, and preferences. Each student has a complete profile providing an instant overview of their status.

The enrolment and payments module manages the entire enrolment lifecycle, from course registration through to payment and renewal. The system supports various payment strategies (single payment, instalments, subscriptions) and automatically generates receipts, completely eliminating manual work. Students can enrol in courses and festivals directly online through an interface integrated with the school's website.

The medical certificates module is one of the most appreciated features. The system tracks every certificate's expiry date and sends automatic notifications to students as the date approaches, reminding them to renew. This has completely eliminated the expired certificate problem and relieved staff of a tedious, error-prone task.

The communications module enables targeted messaging to specific student groups, segmented by course, level, enrolment status, or other criteria — essential for schedule changes, event promotions, or simply keeping the community engaged.

Data security was handled with particular care given the sensitive nature of the information: student personal data, health information related to medical certificates, and payment data. The system implements TLS encryption for all communications and at-rest encryption for stored data. Medical certificate data, classified as health data under enhanced GDPR protection, is stored in separate partitions accessible only to authorized personnel. Authentication supports secure password hashing and two-factor authentication. Payment data is managed through PCI-DSS certified payment gateways. The platform is fully GDPR-compliant with integrated privacy notices and data subject rights functionality. Encrypted daily backups ensure data loss protection.