Class fill by time slot
See which weekday times run full and which stay half empty, so timetable changes rest on fill data.
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- Manager oversight app for Pilates studios
Manager oversight app for Pilates studios
A Pilates studio's week is shaped by a handful of time slots, a mix of memberships and packs, and instructors who cover each class. This manager oversight app for Pilates studios puts fill rates, membership mix and instructor coverage in one view, so the general manager can change the timetable with evidence.
01
How a Pilates studio's timetable, memberships and cover move through the week today
Most Pilates studios set the timetable a month or more ahead. Reformer classes are added to the booking platform, instructors are placed on each slot and membership and pack prices are fixed. Once the timetable is live, decisions about which slots to keep are made from instinct and from the number of people who turned up on the last few Tuesdays.
Cover is the weak link. An instructor drops a class, a sub is found by text, and the general manager learns about the gap when the class is already half booked. Memberships sit in a separate sheet, and pauses and returns are noted in the front desk's notebook. Each is manageable alone, but together they hide the studio's real shape.
We would start with the weekly timetable as it runs now and mark the decisions the manager makes from it. Those decisions define which numbers the oversight views must show.
02
How prospective members compare Pilates timetables and memberships, and what that means for the views
Prospective members compare class times, the price of a pack against an unlimited plan and the instructors listed on the schedule. Many want a time that suits their commute, and they check whether the early and lunchtime classes are already full. A timetable that looks sparse can signal that a time slot has stopped working.
Members who already attend notice changes too. A class moved to a new time or an instructor who stops teaching is often the reason a member pauses. The general manager needs to see those changes as a pattern across the membership, not as a series of separate messages at the front desk.
For this project, the views are built for the manager, and member-facing messages stay limited to the schedule itself.
03
What the general manager needs this oversight app to prove before signing off
The general manager usually needs three answers. Which time slots are consistently full and which are not, how the membership mix is changing from month to month, and whether every class has an instructor for the next two weeks. The app should answer each in a few taps, using bookings already in the system.
A practical proof is to rebuild the last quarter's timetable decisions inside the app. If the views would have shown the same slow slots and the same cover gaps, the manager can trust them for the next decision.
- Fill rate by time slot across the last several weeks
- Membership mix counted by plan type each month
- Cover gaps for the next two weeks flagged in advance
- Pauses and returns listed with the date each one ends
What you get
Key features
Membership mix
The share of members on unlimited plans, class packs and intro offers, shown each month.
Pauses and freezes
The number of paused members, their expected return dates and any that have passed without a return.
Instructor hours and cover
Teaching hours per instructor, with gaps covered by subs flagged for the week ahead.
Intro conversion
How many intro class bookers go on to buy a pack or a membership, tracked from the first class.
Price and offer log
Each change to a class price, membership rate or offer, recorded with its date and approver.
04
Fitting in with the booking, payroll and accounting tools a Pilates studio already uses
Many Pilates studios take bookings through Mindbody or a similar platform and keep memberships in the same system. Others run a spreadsheet alongside it. We would confirm where the membership and attendance records live before deciding what the oversight views read from, and whether any data needs to be copied in.
Instructor payroll usually runs through a payroll service or a contractor payments tool, and the owner's books sit in QuickBooks or a similar package. The oversight views should export clean figures for those tools rather than duplicate them. The scope lists every connection before the build begins.
05
Seasonal busy periods for Pilates studios, and how the oversight views should handle them
January is the peak for new memberships and for classes that suddenly need more capacity, so the general manager needs a view that shows which slots fill first and where a new time could go. Spring and early fall are steadier, and summer often brings pauses and travel. The views should make summer pauses visible early, before the timetable is changed for autumn.
Holiday weeks are short, with many members away and some instructors taking time off. A cover view that looks two weeks ahead, rather than only the same day, gives the manager time to arrange subs and tell members about changes. The seasonal view should be set up once and reused each year, with the previous year's pattern shown beside the current one.
06
How to measure whether the oversight views are improving the studio's timetable
Track whether timetable changes are working: the fill rate of the slots the manager changed, the share of cover gaps found more than a week ahead, and the number of paused members who return on their agreed date. Each is calculated from the schedule and the member record, so the figures compare cleanly.
Also watch how the monthly review runs. A review that starts from the app, using the same few views each month, usually means the numbers are trusted. The definitions are agreed in writing during the scoping call, so the review rests on one set of rules.
- Fill rate of slots changed after a review, before and after
- Cover gaps found more than a week ahead, as a share of all gaps
- Paused members who return on their agreed date
- Time spent on the monthly timetable review, tracked each quarter
How does the app show which class times are worth keeping?+
The fill view shows each time slot across several weeks, so a slow Wednesday morning appears as a pattern rather than one bad week. You decide what to change. The app shows the numbers and does not move classes on its own.
Can we see how many members are on unlimited plans?+
Yes. The membership mix view counts members by plan type and shows the change from month to month, using the pack and membership records from your booking platform or the data we agree to bring in.
What happens to a paused member's pack?+
The pause dates, the return date and any extension are recorded on the member's record. The manager sees members whose return date has passed, so none are forgotten, and the pause rule is the one the studio sets.
Does the app calculate instructor pay?+
The pay summary lists the classes and privates each instructor taught, which is what payroll needs. Pay rates and the calculation stay in the payroll tool you already use, unless the scope adds that step.
Can the owner see the price change history?+
Yes. Each price, rate or offer change is logged with its date, the person who approved it and the end date of any promotion. The log is visible to the owner and the general manager only.
Let's make it happen
Set the timetable on evidence, not last month's feeling
Bring your current timetable to a free scoping call, and the views and their price are set out for your approval.