Ocean Studio SG teaches piano, violin and voice. Admins and teachers plan a whole term of repeating lessons in one timetable, attendance updates each student's lesson credits and make-ups, and invoices are issued from the same records. Separately, the team types a video idea in plain words and the system produces a short social clip with Ocean, the studio's dog mascot.
| Client | Ocean Studio SG, children's music school (piano, violin and voice), Singapore |
|---|---|
| What we built | Staff portal for admins and teachers: timetable, packages and credits, attendance, invoices, and an AI video studio |
| Automated | Make-up credits from attendance, credit use, WhatsApp invites for new staff, video planning and rendering |
| AI used | Yes, for video only: Google Gemini and Veo, and Kling (via fal.ai). Scheduling and credits follow fixed rules. |
What the system had to handle
- Weekly piano, violin and voice lessons scheduled across teachers and students for a whole term.
- Lesson packages, attendance and make-up lessons tracked for every student.
- Attendance reflected in each student's package straight away, without a separate tally.
- A steady flow of short social videos featuring the mascot, without a full production each time.
How a term of lessons flows through the system
- Teachers set up class slots. Slots can repeat weekly or daily for the whole term, created in one go.
- Admins place students. Students are assigned to slots, with a preview step before a term is booked so nothing is half-created.
- Lessons use package credits. Each lesson type is a credit type, and only eligible teachers can teach it.
- Teachers mark attendance. Present, absent, absent with notice, late or no-show.
- Credits update by themselves. Marking attendance uses a credit, and make-up credits are issued from the attendance record.
- Packages ending soon are flagged. Admins see which students are running low on credits.
- Invoices are issued. PDF invoices with a status; PayNow, bank transfer or cash payments are recorded by staff.
How a social video is made
- Type the idea in plain words. Pick a style, portrait or landscape, length, and an English or Chinese voice.
- Optionally set a scene. Scenario videos add a setting, a co-star and spoken lines.
- Press "Make it". The AI plans the shot and draws the first frame with Ocean, the mascot.
- The video renders. A waiting screen shows progress, and a sound plays when it is ready.
- Finishing touches are added. Subtitles exactly as typed, a 2-second Ocean Studio end card and optional music.
- Saved to the library. Ready for Reels, TikTok, YouTube and Facebook.
What runs automatically
| When this happens | The system does this |
|---|---|
| A teacher marks attendance | Uses the student's lesson credit |
| Attendance calls for a make-up lesson | Issues a make-up credit |
| A new teacher or admin is added | Sends them a WhatsApp invite to the portal |
| A video idea is submitted | Plans the shot, draws the first frame and renders the video |
| Each video is generated | Counts it against the studio's video allowance |
What stays with the team
- Admins decide who goes into which slot and confirm the term before it is booked.
- Teachers mark attendance; admins can correct it later.
- Payments are recorded by staff, so nothing is marked paid without a person checking.
- The team writes the video idea and the exact words of any captions, so the mascot never says anything unapproved.
Why AI only for video
Scheduling, credits and invoices follow clear rules, so they run on rules: predictable and easy to check. Video is where AI saves real time, turning an idea into a finished clip without filming, while the team keeps control of the words and the brand.
What we built
- Staff portal for admins and teachers
- Repeating class slots for a whole term
- Bulk scheduling with a preview step
- Lesson packages and credit tracking
- Teacher eligibility per lesson type
- Attendance marking that updates credits
- Automatic make-up credits
- Packages-ending-soon view
- PDF invoices with payment status
- Automatic WhatsApp invites for new staff
- AI video from a plain-words idea
- Scenario videos with scenes and spoken lines
- English and Chinese voices, subtitles and end card
- Saved video library with usage allowance
- Audit log
Could this work for your business?
The same timetable, credit and attendance setup fits most lesson-based businesses: music, swimming, tuition, dance and enrichment classes. The AI video tool fits any brand that wants regular short videos without a shoot. 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, AI automation in Singapore, how a project runs.
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