Notes for owners · Industry-Specific Software Guides
How to Automate a Yoga Studio from Timetable to Payouts
Start with one weekly timetable that holds every class by style, hall, teacher and batch time. Bookings, attendance, passes and teacher payouts then follow from it. GullySystem’s Yoga Studio Management Software keeps these in one system for the desk, the teachers and the owner, in place of a register and pass cards.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Set the weekly timetable first
Every other record in a yoga studio hangs from the timetable. Enter each class with its style, hall, teacher, batch time and class size, as the studio runs it today.
Holidays and changes are shown to students, teachers and the desk from one place. A class can be marked as in the hall, online or both. The link is then shared with the students who booked.
Do this before anything else. Bookings, attendance and payouts all read from it, so a wrong batch time here repeats everywhere.
Let bookings and attendance share one list
Students reserve a place in a batch from a phone or at the desk. A full class opens a waitlist. A cancelled place goes to the next name on it.
On the day, the teacher opens the class on a phone and marks who is present. The desk can use a list or a QR code at the door. Each mark counts one session against the student’s plan. Students can also check in themselves where the studio uses QR codes.
The same attendance list feeds the teacher’s payout later in the month.
- Class size set per hall and batch
- Waitlist order kept by the system
- Attendance marked by teacher or desk
- Health notes visible to the teacher
Count passes and memberships automatically
A studio sells time, classes or a single visit. Monthly memberships, multi-class passes and drop-ins each carry a start date, an expiry and the rules for pauses.
Sessions left sit on the student’s record, so the desk and the student see the same number. Receipts and GST invoices come from the same plan record. Retail and workshop fees are billed there too.
Students whose plan is ending are listed ahead of time. A reminder goes out by WhatsApp, text message or email.
Work out teacher payouts and track enquiries
Teachers are paid in different ways. Some take a rate per class, others a rate per head. Each teacher’s rate is entered once, matched to how the studio pays today.
At month end the classes taken by each teacher come together with that rate. The owner reviews the figure before paying. Tally export is a quoted extra, not built in.
Enquiries get the same treatment. Each is logged with its source, a trial class is booked, and the outcome is recorded. The owner sees how many trials joined.
When a notebook and UPI still do the job
A teacher with a handful of private students gets by on a notebook and UPI payments. A studio with one weekly batch, no passes to count and no teachers to pay can do the same for now.
The owner decides first how plans are priced, how teachers are paid and which classes run online. Those answers go in as rules, so write them down before any set-up starts.
A gym with machines and lockers needs a different product. Undecided studio owners can book GullySystem’s technology audit, which costs nothing.
Studio week and pass sheet
Each class takes one row: style, hall, teacher, batch time, class size and how the teacher is paid. Add a second tab listing every plan with its price, validity and pause rule. Fill both from this week’s real timetable.
Open a blank worksheet to printQuestions owners ask
What should a yoga studio record first?
Record the weekly timetable first, then the plans and passes on sale, then each teacher’s rate. Student lists and pass balances come across next, and the desk checks them before launch.
Can one system handle in-studio and online classes?
Yes. A class is marked as in the studio, online or both. Students book the same way for each, and the link you already use is shared with those who booked.