Pricing

Simple, transparent pricing

Start free. Grow when you're ready. No contracts, cancel anytime.

Free

€0/forever

Perfect to get started and see if RubyManager fits your school.

Full CRM: students, schedule & notes
Gear & equipment tracking
Up to 2 instructors
Mobile PWA
Smart review requests
Analytics dashboard
WhatsApp Bot
Booking automation
API & integrations

How billing works

Your Pro license is billed as a recurring payment via ifthenpay on the billing cycle you choose — Monthly, Annual, or Seasonal. Pay by MB Way, Multibanco reference, or credit card. Secure recurring billing, cancel anytime. The WhatsApp credit add-ons below are one-time top-ups, no subscription, no auto-renewal.

ifthenpay MB Way Multibanco Visa Mastercard

WhatsApp Messages: Add-on for Pro One-time top-up · no auto-renewal

Pay only for what you send: a one-time payment, not a subscription. Credits never expire and land in your CRM automatically. Works with any Pro plan.

500 msgs: €10

1,000 msgs: €18

5,000 msgs: €75

Unlimited: €49/mo

Fair Use Policy. RubyManager's WhatsApp integration is intended exclusively for communicating with your enrolled students and customers. Using it to send unsolicited messages, spam, or any content that violates WhatsApp's policies will result in your WhatsApp Business account being permanently banned by Meta. RubyManager is not liable for account bans caused by misuse.

Bring Your Own API Key. The AI Bot feature requires your own OpenAI (ChatGPT) API key. You purchase API credits directly from OpenAI (openai.com). Typically a few euros/month depending on usage. There are no hidden fees from RubyManager for AI usage. Full control, full transparency.

FAQ

Questions, answered

Everything you need to know before you start.

Yes. The Free plan supports up to 2 instructors with no time limit and no card required — students, schedule, and gear tracking are all included. It is a great way to run a small school or trial RubyManager before upgrading.

When you need a 3rd instructor, or want the WhatsApp bot and booking automation, you can upgrade to Pro (Monthly, Annual, or Seasonal) for unlimited instructors, full analytics, and automation. Your data carries over instantly, nothing to migrate.

The Pro plan includes the WhatsApp bot itself. Message credits are sold separately as an add-on so you only pay for what you send, and credits never expire. Pick a bundle or an unlimited monthly plan.

Absolutely. There are no contracts. Cancel whenever you like and you keep access until the end of your billing period. You can export your data at any time.

Annual Pro (€290/year) runs all year for schools open year-round. Seasonal Pro (€149/year) is for schools that only operate part of the year: you declare your active months, and the WhatsApp bot and booking automation automatically pause outside them, while your core CRM stays available all year.

Card payments are handled securely by our payment provider. (Payment processing is being finalised, contact us to get started today.)

When you choose Seasonal Pro at signup (or later from your Subscription page), you pick which calendar months your school operates — for example May through October. You can review or change your declared months at any time from the Subscription page.

Still not sure which plan?

Start on Free. You can upgrade the moment you need more.

Create your free account