Learnings from Creating 40,000 Events

Are you still juggling class times on sticky notes or sending last-minute WhatsApp messages to remind everyone about practice? If you’re a coach running music lessons, dance classes, tennis coaching sessions, or tuition classes, you know how chaotic schedule management can get. Keeping track of who’s coming when, sending reminders, and adjusting on the fly can feel like a full-time job by itself.

At Outcoach, we recently helped coaches schedule 40,000 classes and events in just a few months. In the process, we learned a ton about what works (and what doesn’t) when it comes to class management. We saw firsthand the challenges of moving from old-school methods (like pen and paper or endless text threads) to a streamlined online system, and we uncovered some surprising perks once everything clicked into place.

This blog post will share everything we learned from creating those 40,000 events so you can save time and run your classes more smoothly. We’ll talk about why technology is actually the easy part (and people are the tricky part), and how giving up a little flexibility can lead to big benefits. Let’s dive into the lessons!

Technology is Easy, People are Hard

Setting up classes in an online system is a piece of cake compared to the real challenge: getting everyone to actually use it! While technology can automate scheduling at the click of a button, convincing coaches, students, and parents to change their habits is the tricky part. People get comfortable with their old ways (texts, spreadsheets, paper calendars), so adoption takes patience.

The key is to show the value early. Once folks see the benefits—like automatic reminders or easy attendance tracking—they’ll come around. One tennis coach we know was skeptical until he realized our platform saved him hours of weekly messaging; after that, he was sold.

Moving from Paper to an Online System Feels Less Flexible

Switching from a pen-and-paper planner to a structured app can feel a bit rigid at first. You can’t just scribble a note in the margin or double-book “just in case.” Everything has a set time, a set roster, and a process, which can be uncomfortable if you’re used to keeping things loose.

However, the benefits of structure far outweigh that initial loss of flexibility. You trade a little spontaneity for a lot more clarity and reliability. No more late-night texts from parents asking, “Is there class tomorrow?” — everyone can see the up-to-date schedule online.

Making it a Habit is Hard

Old habits die hard, even with great software. We’ve seen coaches set everything up perfectly in the platform, yet still send out WhatsApp reminders because it’s what they’re used to. Getting into the routine of using a new system for every class takes time.

The solution? Stick with it and ease people in. Consistency is key – use the platform for every class, and gently remind students and parents to check it.

Using a Platform Makes it Real

There’s something about seeing your class officially scheduled in an app or online calendar that makes it feel real. Turning a casual “we might have practice Thursday” into a formal event on everyone’s schedule increases accountability and professionalism.

We’ve noticed attendance often improves once classes are formally scheduled and visible to everyone. Families begin to treat your music lessons or training sessions like they would a doctor’s appointment or school event.

You Don’t Need 100 Students to Use a System

“I’ll use a class management system when my program is bigger.” We’ve heard that a lot, but it’s a myth. You don’t need to wait until you have 100+ students to get organized. Even if you’re teaching just five students or running a few private tuitions each week, an online scheduling system can make your life easier.

Professional class management is a mindset, not a numbers game. Starting to use a platform early on means you’ll have good habits and processes in place long before you grow.

Systematizing Forces Structure

One unexpected benefit of moving to a platform is that it forces you to get organized. When you start inputting all your classes and student info, you suddenly have to gather details that might have been scattered before.

• All contacts in one place: You’ll collect student and parent info in the app, so everyone is easy to reach.
• Consistent schedules: Classes occur at set times, which means no more guesswork or random changes.
• Everyone’s informed: Parents and students see exactly when classes happen.

It’s Easy Once You Know How

Finally, here’s some good news: once you get over that initial hump, using a class management system becomes really easy. After a few weeks of consistent use, you’ll start wondering how you ever managed without it.

Even better, running your classes through a proper system boosts your credibility. Parents and students will see you as organized and professional.

Conclusion

After scheduling 40,000 events, here are our biggest takeaways:

• Technology is the easy part; people are the real challenge.
• Going digital feels rigid at first, but it’s worth it.
• Habits don’t change overnight – consistency pays off.
• Formal scheduling makes classes official and boosts accountability.
• No class size is too small – even tiny groups benefit.
• Systems force organization, preventing mistakes and saving time.
• Once you’re in the groove, you’ll never go back (and you’ll look more professional).

If you’re ready to experience these benefits yourself, why not start a free trial with Outcoach.io? Give it a go and see how it can simplify your life.