How to Automate a Pilates Studio Business

A pilates studio sells a fixed number of places. A reformer class holds as many clients as there are machines in the room. A mat class holds as many as the floor allows.

Enter each class once, with its type, level, instructor, room and number of places. The class repeats on the weeks you choose. A substitute instructor or a closed date is set for one day without changing the weekly pattern.

Everything else reads from this record. Booking looks at the places left. Attendance is marked against the same class. Payouts count the classes each instructor taught.

Clients book from a phone, and the desk books walk-ins and phone requests on the same screen. A place taken by a call is gone for the app too. Both sides see one count. Recurring bookings let a regular client hold a standing Tuesday place.

When a class is full, the next client joins a waitlist. A cancellation returns the place to the class, and the first person in line is offered it by WhatsApp or SMS.

Reception sees who was offered and who replied. The late cancellation window is a studio rule, and the system applies it the same way each time.

Packs, monthly plans and drop-ins are sold from one screen. Each has a price, a number of sessions or a period, and a validity date. Reformer packs and mat packs can carry separate balances.

A booking holds a session. Attendance confirms it. Check-in is a tap per name, done by the desk at the door or by the instructor from a phone.

Freezes are recorded with their dates, and the expiry moves by the days frozen. Each of these events is stamped, so a disputed balance can be traced to the class and the date.

Each instructor’s classes, privates and substitutions are counted from the timetable and attendance. At month end the payout is worked out on the basis you pay on, by class, by client or by private session.

Renewals use the same data. Packs near their last session or expiry date are listed, and so are clients who have stopped booking. The desk knows whom to call and when.

Trials and enquiries are recorded too, with the introductory class booked and whether the client bought a pack.

Decide the rules first. These are pack sizes, validity, freezes, the late cancellation window and how instructors are paid. The software applies them. It does not choose them for you.

A single instructor with a few private clients can manage with a diary and UPI. Software starts to pay its way once classes have fixed places or the studio sells packs. A multi-room timetable makes it more useful still.

GullySystem offers a free technology audit that can say plainly whether your studio is at that point yet.