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Yoga studio software development

For studio owners who need class packs, memberships, equipment-limited capacity, waiting lists, late-cancellation rules, workshops and teacher substitutions designed around how their studio actually fills, rather than a generic timetable app with a pack feature bolted on.

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The problem

What goes wrong today

Where it usually starts

A reformer Pilates studio with eight beds and a mat room runs its timetable through a generic class app, its packs through a card reader and a spreadsheet, and its teacher cover through a group chat.

  • The app treats every class the same, so the Tuesday reformer flow shows twelve places because that is the mat room number and four students arrive to find no bed.
  • A student bought a ten-class pack in January; the spreadsheet says she has three left, the app says five, and the owner cannot tell which is right because packs were sold in two places.
  • A pack that should have expired in June is still being used in October because nobody checks expiry at the door.

Where it gets harder

Late cancellations are the studio's quiet loss: a 7am class with a waiting list of four has two empty beds because two students cancelled at 6.40am and the rule about losing a class from the pack is applied only when the owner remembers.

  • A teacher goes sick on Sunday night; the owner messages the group chat, a substitute replies, but the booked students are never told and two leave when they see a different face.
  • Workshops are booked by email with payment by transfer, so the owner reconciles them by hand.
  • Private sessions live in the teacher's own diary and clash with studio classes.
  • The owner cannot see which classes fill, which teachers retain students or how many packs are about to expire unused.

Scope of the service

What the build covers

A custom studio build normally covers:

  • A class catalogue where each class type carries a capacity source Either a room's mat count or the number of pieces of equipment such as reformer beds, chairs or towers
  • A timetable with recurring classes Teacher assignment and booking windows
  • Class packs of a chosen size with an expiry period and a transfer rule Alongside unlimited or credit memberships
  • A booking engine that deducts from the right pack or membership Holds a waiting list and promotes from it
  • A late-cancellation window with a rule that deducts the class Charges a fee or records a strike, set per class type
  • Workshops and multi-week courses booked as a whole With a deposit or full payment
  • Teacher substitutions That notify booked students and keep the class open
  • Private and duet sessions booked against teacher availability without clashing with the timetable
  • Reporting on fill rates Pack usage, expiry and teacher retention

How discovery works

Discovery follows one student from buying a pack to using the last class with you: how packs are sold, how a class is booked and from what balance, what happens at 6.40am when a student cancels, who covers when a teacher is ill and how students hear about it, how workshops are paid for and how privates are kept out of class time. Each becomes a named workflow stage in the scope document.

  1. Buy
  2. Book
  3. Attend or late-cancel
  4. Substitute
  5. Renew or expire

Deliberately out of scope

  • Door access control, which studios of this kind rarely need
  • Any form of exercise, posture or health advice, since the intake questionnaire records answers and nothing more
  • Retail stock beyond selling a mat at the desk
  • Accounting

When the scope grows

Scoping scenario

A studio with two rooms, eight reformers and twelve mats, three pack sizes with different expiries, a monthly unlimited membership capped at one class a day, fourteen teachers with a weekly rota and cover list, and a Saturday workshop programme needs capacity that comes from equipment rather than the room, pack deduction that knows which balance to use first, a substitution flow that messages students, and course bookings that reserve a bed for six weeks. That is a different build from a single-room mat studio with one pack size, and the scope document says so.

Deliverables

What you receive

  • Discovery notes from following one student from pack purchase to last class and one teacher through a week with a sickness cover
  • A written scope document naming each booking stage, the capacity sources, the pack and late-cancellation rules and what is out of scope
  • Design of the student booking flow, the teacher class view, the owner timetable editor and the pack and fill-rate reports on phone and desktop
  • The build, deployed to your hosting or ours
  • Migration of student records, open pack balances with expiry dates and future bookings from your current app, where practical
  • Training for the owner, front desk and teachers, with a short written guide
  • Handover material and full ownership of the source code and your data

Process

How a project runs

Each stage maps onto the project view in your client panel. Durations are set in your proposal, never on this page.

  1. Onboarding

    Access, contacts, your current timetable and pack export, the room and equipment inventory and your existing cancellation wording.

    Project stage: Onboarding

  2. Planning

    Discovery with the owner and a senior teacher; the capacity model, pack rules, substitution flow and scope document are agreed with a milestone plan.

    Project stage: Planning

  3. Design

    Clickable designs of the booking flow, the teacher view, the timetable editor and the pack report, checked on the phones students and teachers actually use.

    Project stage: Design

  4. Development

    Built in stages: class types and capacity first, then packs and memberships, then booking with waiting lists and late cancellation, then substitutions, workshops, courses and privates.

    Project stage: Development

  5. Client review

    Your team runs a mock week: a full reformer class with a waiting list, a 6.40am cancellation, a teacher substitution and a workshop sale, and tells us where it does not match the studio.

    Project stage: Client review

  6. Revisions

    Pack deduction order, cancellation windows and substitution messages are adjusted from the review and re-checked against the scope document.

    Project stage: Revisions

  7. Ready for launch

    Students and pack balances migrated, payments tested with the provider, substitution messages tested to numbers you control, launch checklist signed off.

    Project stage: Ready for launch

  8. Delivered

    The studio runs on the new system; optional maintenance and hosting continue under their own agreement.

    Project stage: Delivered

Integrations

Commonly integrated

Systems this kind of business usually asks us to connect. Each integration is confirmed during discovery; none is assumed.

  • Card payment providers for packs, memberships, workshops and late-cancellation fees
  • SMS and email providers for confirmations, waiting-list promotions and substitution notices
  • Accounting software for pack revenue recognition and reconciliation
  • Calendar feeds so teachers see their classes and privates on their own phone
  • Video platforms for livestreamed or recorded classes sold alongside studio packs
  • Mailing-list platforms for timetable changes and workshop announcements
  • Gift voucher systems the studio already sells through

How we would approach it

Worked example

Concept demo

A two-room studio with reformer capacity and a Saturday workshop programme

The situation

A studio with eight reformers in one room and twelve mats in another sold three pack sizes and an unlimited membership, and its generic app kept overbooking reformer classes to the mat number.

Why it is a custom build

This needs a custom build because capacity, pack deduction and substitution all depend on the class type, and a generic timetable that treats every class as the same room with the same rules cannot represent that.

The scope we would propose

  • Class types whose capacity comes from the equipment assigned to the room for that class, so a reformer flow offers eight places and a mat class twelve
  • A deduction order that uses the pack expiring soonest before a newer one, and the membership before any pack
  • A late-cancellation window per class type that deducts the class from the pack, or records a strike for members
  • A cover list per class type so a substitute is offered, accepted and announced to every booked student in one step
  • Six-week courses that reserve a bed for the whole run with a deposit at booking

Concept demo: a scoping scenario written to show how we would approach the work. It is not a delivered client project.

Pricing

What affects the price

Every proposal is priced on scope. These are the factors that move it most for this kind of build.

  • Number of rooms and whether capacity is set by equipment or by mats
  • Number of pack sizes, expiry periods and membership types, and the deduction order between them
  • Late-cancellation rules and whether they differ by class type
  • Teacher count, rota complexity and the substitution and cover flow
  • Workshops, courses and private sessions alongside the timetable
  • Payment provider and whether fees are charged automatically
  • Volume of student records and open pack balances to migrate
  • Custom reporting such as fill rates by teacher and pack expiry forecasts
  • Hosting choice: your own hosting or ours

Start from a package

Studio class booking package

Class packs with expiry, memberships, equipment-based capacity, waiting lists, late-cancellation rules, workshops, courses and teacher cover for Pilates, yoga and barre studios.

Custom build
View the package

FAQ

Frequently asked questions

Would the package do, or do we need a custom build?

A studio with one or two rooms, a few pack sizes and a standard late-cancellation rule is usually well served by the studio class booking package configured around your timetable. Custom work is the honest answer for unusual pack logic, several sites, livestream sales tied to packs or reporting the package does not ship. Discovery settles it before anything is quoted.

Can capacity come from reformer beds rather than the room?

Yes. Each class type names its capacity source: a count of equipment assigned to the room, or the mat count. A reformer class offers as many places as there are beds, and a class that uses both a bed and a tower can be capped by whichever is scarcer.

How are late cancellations applied?

Each class type carries a cancellation window and a rule: deduct the class from the pack, charge a fee through the payment provider, or record a strike against a membership. The rule is applied automatically when a student cancels inside the window and is shown on their record so there is no argument at the desk.

What happens when a teacher is ill?

The owner or the teacher marks the class as needing cover; teachers on the cover list for that class type are offered it, the first to accept is assigned, and every booked student receives a message naming the substitute. If nobody accepts by a cut-off you set, the class can be cancelled with credits returned in one step.

Who owns the system afterwards?

You do. Source code, student records, pack balances and bookings are handed over at delivery; hosting and maintenance are optional and separately agreed, and you can move the system to another provider.

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