Happify's admins set up each student's lesson package, and the system sends the invoice and a payment link on WhatsApp. Parents pay by PayNow, upload proof and get their receipt automatically once an admin approves it. Lessons use credits, parents and teachers get reminders the day before, attendance deducts credits and grants make-ups where they apply, and admins build each teacher's salary slip from the classes taught.
| Client | Happify Piano Studio, music school, Singapore |
|---|---|
| What we built | Staff and teacher portal, a parent and student portal, and one shared set of records |
| Automated | WhatsApp sign-up links, invoices and payment requests, receipts, class reminders, teacher next-day summaries, credit use, make-ups and recurring billing |
| AI used | Google Gemini, for a booking assistant in the parent portal and a records Q&A assistant for admins |
What the system had to handle
- Lesson credits and attendance tracked for every student, including make-up lessons.
- Payment reminders and confirmations sent to parents without repeated manual WhatsApp follow-ups.
- Parents and teachers able to see lessons, packages and documents for themselves.
- Teacher pay worked out from the classes they actually taught.
How one lesson package flows through the system
- The admin adds the student. The parent gets a WhatsApp link to sign up; it works once and expires.
- A package is set up. The system creates the invoice and sends a WhatsApp payment request with a link.
- The parent pays. They see the invoice and PayNow QR, upload proof of payment, and admins are alerted on WhatsApp.
- The admin approves. Lesson credits are added, a receipt is created and the parent gets both documents on WhatsApp.
- A class is booked. By the parent in the portal or by an admin; one credit is held for it.
- Reminders go out. The day before, the parent and teacher get a WhatsApp reminder, and each teacher gets a summary of tomorrow's classes.
- The teacher marks attendance. A credit is used, and a make-up credit is granted for an absence or no-show.
- Pay is worked out. The class counts toward the teacher's salary slip, which the admin generates for any period.
What runs automatically
| When this happens | The system does this |
|---|---|
| A new student is added | Sends the parent a single-use WhatsApp sign-up link |
| A package is created, or a recurring package is due | Creates the invoice and sends a WhatsApp payment request |
| Payment proof is uploaded | Alerts admins on WhatsApp |
| A payment is approved | Adds lesson credits, creates the receipt and sends both documents on WhatsApp |
| The day before a class | Reminds the parent and teacher, and sends each teacher tomorrow's class list |
| Attendance is marked | Uses a credit and grants a make-up credit where it applies |
| A make-up credit passes its date | Expires it and records the change |
| A parent messages on WhatsApp | Shows it as a chat in the admin portal, with any photos saved |
Three portals, one set of records
- Admins: dashboard, timetable, students and teachers, package renewals, payments, recurring billing, WhatsApp chats, settings and an audit log.
- Teachers: create class slots, see their bookings and students, and mark attendance.
- Parents and students: book and cancel classes, see credit balances, upload payment proof and download invoices and receipts. One parent login covers several children.
What stays with the team
- Approving or rejecting each payment, and cancelling or reissuing documents.
- Setting up packages and adjusting credits when needed.
- Assigning teachers and slots, and cancelling bookings.
- Generating salary slips and replying to parents' WhatsApp messages.
- Running, pausing or retrying recurring billing.
Where AI helps, and where it does not
Parents can ask a booking assistant about available classes, and admins can ask a Q&A assistant about their records. The admin assistant is set to answer only from the records it is given. Payments, credits and attendance follow fixed rules, not AI.
Personal details such as phone numbers are stored encrypted, every user has their own login and role, sign-up and payment links expire, and changes are recorded in an audit log.
Watch our collab reel with Happify Piano Studio on Instagram
What we built
- Parent and student portal
- Teacher portal
- Lesson packages and recurring billing
- Lesson credit ledger with make-up credits
- Attendance marking
- PayNow payment with proof upload and approval
- Automatic invoices and receipts
- WhatsApp payment requests and class reminders
- Teacher next-day class summaries
- WhatsApp chat inbox for admins
- Teacher salary slips
- AI booking assistant for parents
- AI records assistant for admins
- Audit log
Could this work for your business?
The same package, credit and reminder setup fits music schools, tuition centres, swimming and sports classes, and any business that sells lessons in packages. Implementation starts from S$3,000, plus a monthly fee based on usage, and a typical system is ready for testing in 2 to 4 weeks. Not sure where to start? Read what to automate first.
Related: all case studies, workflow automation in Singapore, WhatsApp automation, how a project runs.
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