One connected system for classes, session packs, instructors and billing.
Manage reformer, mat and private pilates sessions in one system. Each class holds a fixed number of places, clients book and join the waitlist from a phone, and every visit is counted against a session pack. Instructor payouts come from the sessions they taught.
- Class timetable, apparatus count and pack rules entered as your studio runs them
- Client list, health notes and every pack balance migrated
- Timetable and payout edits handled by GullySystem staff when you ask
Reformer, mat and private sessions are booked through Pilates Studio Management Software, which GullySystem sets up for a studio. Instructors and the front desk share one timetable. Classes hold a fixed number of places, with waitlists, session packs, client intake and health notes, attendance and invoices on the same screens. Instructor payouts follow the sessions taught.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and trial
A person asks about classes by call, message or the website. She is booked into an introductory class, and her enquiry is recorded with its source.
- 2
Intake
The front desk opens her profile and records her health notes, goals and any injury, so the instructor sees them before the first session.
- 3
Booking
She books a place in a reformer or mat class, a duet or a private session. A full class puts her on the waitlist.
- 4
Class and check-in
Attendance is marked at the studio, and one session is taken off her pack. The instructor’s count for the month goes up by one class.
- 5
Billing
A pack, a monthly membership or a single drop-in is billed with its payment mode. Socks and other retail items go on the same invoice.
- 6
Renewal
When a pack nears its last session or its expiry date, the client is reminded to renew. Clients who have stopped coming are listed for a call.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Class timetable and capacity
Set weekly reformer, mat, tower and chair classes with an instructor, a room and a fixed number of places for each.
Learn moreBooking and waitlist
Take class bookings from the desk or from a client’s phone, with the waitlist and cancellations handled in order.
Learn morePrivate and duet sessions
Book one-to-one and two-person sessions against an instructor and an apparatus, with their own pricing and notes.
Learn moreSession packs and memberships
Sell packs, monthly plans and drop-ins, with sessions used, sessions left, validity dates and freezes recorded.
Learn moreClient intake and health notes
Keep injuries, surgeries, pregnancy notes, goals and the signed intake form on each client’s profile.
Learn moreAttendance and check-in
Mark who attended, who did not turn up and who cancelled late, with the session counted against the right pack.
Learn moreInstructor roster and payouts
Track each instructor’s classes and privates, substitutions and pay basis, ready for the month’s payout.
Learn moreBilling and payments
Issue invoices for packs, memberships, drop-ins and retail, with cash, UPI or card recorded on each.
Learn moreTrials and enquiries
Record each enquiry, the introductory class booked and whether the client went on to buy a pack.
Learn moreRenewals and lapsed clients
List packs nearing expiry and clients who have not booked for a while, so the desk knows whom to call.
Learn moreEquipment and retail stock
Log reformers and other apparatus with their service dates, and count grip socks, bands and apparel sold at the desk.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Appointment Scheduling
One-to-one and duet sessions are booked against an instructor and an apparatus, each with its own pricing and notes.
- Resource and Room Booking
The weekly timetable sets reformer, mat, tower and chair classes with an instructor, a room and a fixed number of places.
- Online Booking Portal
Clients book classes from the front desk or their phone, and the waitlist and cancellations are processed in order.
- Subscription Billing
Packs, monthly plans and drop-ins are sold with sessions used and left, validity dates and freezes recorded for each member.
- Attendance & Time Tracking
The desk marks who attended, who did not turn up and who cancelled late, and each session is counted against the right pack.
- Commission and Incentives
Each instructor’s classes, privates, substitutions and pay basis are tracked, leaving the month’s payout ready for the studio manager.
- Invoice Management
Invoices cover packs, memberships, drop-ins and retail items, with the cash, UPI or card payment recorded on each.
- Lead Management
Every enquiry is recorded with the introductory class booked, and the studio sees whether that client went on to buy a pack.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Reports for Pilates Studio Owners and Managers
These reports come from the bookings, attendance, packs and payments that the front desk already enters.
Learn morePilates Studio Software Connections to WhatsApp and UPI
The studio system connects to the messaging and payment channels that a front desk uses every day.
Learn morePilates Studio Software Views for Owners, Reception and Instructors
Owners, the front desk, instructors and clients each open the part of the system they act on.
Learn moreOne system, each person sees their part.
For studio owners
See class fill by day and time, pack money received, instructor payouts due and the clients who have stopped booking.
For the front desk
Handle bookings, the waitlist, check-in, pack balances, enquiries and billing.
For instructors
See your classes for the week, each client’s health notes, who is booked and your count for the month.
For clients
Book and cancel classes from a phone, see sessions left on a pack and the date it expires.
The numbers the owner asks for.
- Class fill by day, time and instructor
- Pack and membership balances, with expiry dates
- Instructor classes and payouts for the month
- Late cancellations and no-shows
- Trial clients and how many bought a pack
- Clients who have stopped booking
- Retail and equipment service due
Who this is built for.
- Reformer studios with a fixed number of machines per class
- Mat pilates studios running group batches
- Studios offering private and duet sessions with named instructors
- Studios selling session packs, monthly plans and drop-ins
- Multi-room studios with several instructors on one timetable
When it is not the right choice.
- A single instructor taking a few private clients can manage with a diary and UPI.
- A gym with machines, lockers and monthly memberships will find Gym Management Software fits better.
- A studio whose main offer is yoga will find Yoga Studio Management Software closer to its batches.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- UPI and card payments
- Tally export
Questions owners ask before a demo.
Can classes be limited to the number of reformers?
Yes. Each class is given a number of places that matches the apparatus in the room. Once they are taken, further clients join the waitlist.
Can clients book from their phones?
Yes. A client can book, cancel and join a waitlist from her phone, and the desk sees the same places on its own screen.
How are session packs tracked?
A pack is sold once with its number of sessions and validity. Each attended class takes one off, and the balance shows at the desk and to the client.
What happens when a booked client cancels late?
The place goes to the first person on the waitlist. Whether a late cancellation uses up a session is a rule your studio sets.
Can instructors see a client’s injury notes?
Yes. Notes recorded at intake show on the class list for the instructor taking the session. Who can edit them is set by role.
Can it work out instructor payouts?
Yes. Payouts are worked out from classes and privates taught, using the basis you pay on. Your accountant treats the payments in the books.
Is there a link to Tally?
Not built in. Sales and payout reports can be opened there by your accountant. An export to Tally is confirmed and quoted during scoping.
Can packs and clients be moved from our register?
Yes. Your existing client file is loaded with health notes and pack balances, and the front desk checks the loaded list ahead of launch.
Whose data is the client list?
You do. How you take a copy away is spelled out in the proposal terms.
Do we need this for one instructor with a few clients?
Probably not yet. A diary and UPI will do until you run fixed-capacity classes or sell packs. A free technology audit can say so plainly.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Written for this trade.
Practical notes on running the business, not product marketing.
Pilates Class Booking, Small-Group Capacity and Session Packs: A Guide
How a pilates studio sets class places by apparatus, runs bookings and a waitlist, and counts sessions against packs, freezes and late cancellations.
Learn moreHow to Automate a Pilates Studio Business
Learn how a pilates studio moves classes, bookings, session packs, instructor payouts and renewals out of registers and chats into one connected system.
Learn moreBusinesses that use this.
Related products.
Selling these goods online as well?
These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.
See Pilates Studio Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
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