Can a band director track instruments across several schools?

Yes. Units can be grouped by school, ensemble, or class, so a district-level view and a single-school view come from the same records.

Does it produce an audit list for the finance office?

Yes. Export the full fleet with acquisition cost, current condition, assigned student, and cumulative repair spend — the numbers a finance office actually asks for.

Can parents be held to a deposit or damage charge?

Condition photos and notes are recorded at issue and at return, and deposits are tracked as held or returned, so any damage conversation starts from evidence.

What does it cost a department?

$49 a month total, with unlimited instruments, students, and staff users.

School music department

Instrument Tracking for School Music Departments and Band Directors

Directors inherit a cupboard, a spreadsheet from three predecessors ago, and a finance office that wants an asset list. Music Shop Suite turns that into a real fleet record: every instrument assigned, conditioned, serviced, and accounted for across ensembles and schools.

Fleet grouped by school, ensemble, class, or instrument family
Assignment to a named student with guardian contact
Condition photos at issue and at return
Cumulative repair spend and acquisition cost per unit
Audit-ready export for the finance office

Start your shop — $49/month See the dashboard

Know the fleet you actually inherited

Start by getting every unit into one list with a serial, a condition grade, and a location. From there, every later question — what is missing, what is playable, what should be replaced — has an answer.

Import an existing spreadsheet as a starting point
Condition grading per unit
Storage location and school recorded

Assignments a substitute can follow

Anyone covering your program can open the list and see which student has which instrument, when it is due, and who to contact. The knowledge stops living in one person's head.

Repairs planned, not reacted to

Log every service job with cost and turnaround against the unit. Patterns appear fast: the model that eats the budget, the technician who returns work quickly, the horn that has now been repaired past its value.

Work orders with parts, labour, and status
Loaner assigned while an instrument is out
Repair spend rolled up per unit and per family

Numbers the finance office accepts

Acquisition cost, current condition, assigned holder, and lifetime maintenance spend per asset — exported as a file rather than assembled the night before an audit.

Deposits and damage, handled with evidence

Deposits are tracked as held or returned, and condition photos at both ends mean a damage charge is a documented conversation rather than a dispute.

Beside the teaching timetable

Lesson and sectional scheduling, attendance, and student records share the same account, so the instrument, the student, and the lesson are one connected picture.

See the workbench before you sign up

Inventory, pricing, lesson bookings, and instrument lending all live in the same back-office dashboard — no separate apps, no re-keying between them.

Instrument lending and rental tracker with borrowers, due dates, overdue badges and deposits — Instrument lendingLoans and rentals by unit: who has it, when it is due, what deposit is held, and which agreements are overdue.

Music shop inventory dashboard listing instruments with SKU, serial number, condition, cost, price and status — InventoryEvery instrument tracked by SKU and serial with condition, cost, retail price, and live status — for sale, on hold, in repair, or sold.

Pricing and margin report showing revenue, cost of goods, gross profit and per-product markup — Pricing & marginRevenue, cost of goods, gross profit, and markup per product so you price from real numbers instead of gut feel.

Weekly lesson booking calendar with student lessons, teachers, rooms and attendance — Lesson bookingsA weekly teaching calendar with rooms, teachers, and attendance marking — plus the invoice that follows each lesson block.

Frequently asked

Can a band director track instruments across several schools?: Yes. Units can be grouped by school, ensemble, or class, so a district-level view and a single-school view come from the same records.
Does it produce an audit list for the finance office?: Yes. Export the full fleet with acquisition cost, current condition, assigned student, and cumulative repair spend — the numbers a finance office actually asks for.
Can parents be held to a deposit or damage charge?: Condition photos and notes are recorded at issue and at return, and deposits are tracked as held or returned, so any damage conversation starts from evidence.
What does it cost a department?: $49 a month total, with unlimited instruments, students, and staff users.

Keep exploring the workbench

Every part of the shop lives in one system. Follow the workflow closest to what you are trying to fix first.

Run your shop on one workbench — starting today.

$49/month, no contracts, no trial. Import your spreadsheet, invite your team, and have inventory, repairs, rentals, and lessons in one place tonight.