An eight-reformer class can sell eight places while all eight machines are usable. If one goes out of service, the timetable and existing bookings need attention before the next session.
Use that change to compare studio software, alongside a cancelled booking and a pass with no remaining visits. Include private sessions that share equipment or instructors.
Equipment changes the economics
A mat class may add participants until room or teaching quality becomes the constraint. A reformer session has a hard equipment limit. One empty place in an eight-reformer class is 12.5% of that session's capacity, so waitlist speed, reminder timing, and cancellation policy have visible economic impact.
The feature test
| Workflow | What good software should preserve |
|---|---|
| Reformer class | Machine capacity, instructor, roster, attendance |
| Private session | Instructor and room or apparatus availability |
| Pack | Credits, expiration, eligible services, remaining balance |
| Membership | Renewal, limits, booking window, freezes, late cancels |
| Waitlist | Order, offer window, notification, promotion state |
| Workshop | Public ticketing, member access, check-in, separate reporting |
Capacity and waitlists
Test simultaneous cancellations and several waitlisted customers. The system should not overbook or leave a released spot invisible.
Membership controls
Unlimited plans still need operational rules. Compare peak booking limits, rolling windows, no-show treatment, freezes, upgrades, and location access.
Instructor workflow
Instructors need today's roster, relevant notes, attendance, substitutions, and clear compensation inputs. Restrict access to unnecessary payment and personal data.
Total cost
Add subscription, transaction and processing fees, messaging, branded app, integrations, migration, support, payout timing, and staff admin. Verify current terms with each vendor.
A utilization example
An eight-reformer studio running 30 sessions weekly has 240 available visits. At 75% utilization it sells 180 visits; at 82% it sells roughly 197, or 17 additional visits without adding a class. This arithmetic does not promise software will create the uplift. It shows why reliable waitlists and capacity data are worth measuring.
Configure a Pilates programme in Gomry
Experiences provide scheduled classes with capacity per slot and host assignment. Test a capacity change on the affected sessions and check how existing bookings and the waitlist are handled.
Bundles provide prepaid credits across selected Experiences, with optional expiry. They do not establish weekly caps, named-machine allocation or monthly allowances. Demonstrate the rules of your pass before selling it.
Subscriptions provide recurring billing; access rules need a separate check. A training cohort also needs its own admissions, attendance and completion records. The reformer guide focuses on equipment, while the membership checklist covers booking eligibility after renewal or cancellation.
Tap to Pay is in private beta. Confirm access before relying on it for payments at reception.
Frequently asked questions
Should reformers be modeled as resources?
At minimum, the class needs a hard equipment-based capacity. Named-machine allocation is only necessary when equipment differs or maintenance status matters.
How long should a waitlist offer last?
It depends on how close the class is and how quickly customers respond. Use shorter windows near start time and communicate them clearly.
Can software enforce late-cancel fees?
Many products can apply a charge or consume a credit. The policy and exceptions remain the studio's responsibility.
What should migration include?
Customers, consent, future bookings, memberships, pack balances, payment arrangements, waivers, attendance, staff, services, and reconciliation totals.
Use a week containing classes and privates that share equipment. Check the staff roster and available capacity after each change.