How to Manage Yoga Class Schedules, Passes and Teacher Payouts

A yoga timetable is a set of batches. Each one has a style, a hall, a start time, a class size and a teacher. Enter those five things for every batch.

Ashtanga, Hatha, Iyengar and Vinyasa classes can sit side by side in the same week. A holiday or a teacher change is entered once and shown to everyone. Students see it before they book.

The same batch list is what bookings, attendance and payouts read from later. Check it against the printed schedule on the wall before anything else is added.

Most studios sell three things: monthly memberships, multi-class passes and single drop-ins. Workshops and teacher training carry their own fees and intake lists, kept apart from the regular timetable.

Each plan is entered with a price, a validity and a rule for pauses. The rules decide what the system does later, so settle them in writing first.

Retail items such as mats or straps can be billed on the same receipt as a plan. A mat or a strap can be billed on the same receipt as the plan.

A pass is only useful if its balance is right. Each time the teacher marks a student present, one session comes off the pass. A membership counts the day instead.

The desk sees sessions left and the expiry date on the student’s record. So does the student. A pass balance on a paper card can differ from the register. One record removes that gap.

Students whose plan is ending are listed, and a reminder goes out by WhatsApp, text message or email.

Some teachers are paid per class. Others are paid per head, by the number of students who attended. The rate is entered for each teacher, matched to how the studio pays now.

The system counts the classes each teacher took in the month and applies that rate. The result is a payout figure ready for the owner to review. Teachers can see the classes counted for them.

Disputes then start from a list of classes, not from memory. The owner can open any teacher’s month and see which batches were counted.

Decide the rules first. How long is a pass valid? Can it be paused? Is a late cancellation counted as a session? How is each teacher paid? Software applies these rules but does not choose them.

A studio with one weekly batch and no teachers to pay does not need this yet. A register and UPI will do. A gym with machines and trainers is a different product.

When the picture stays murky, a free audit of the studio’s setup by GullySystem will say where it stands.