What does pilates studio management software do?

It replaces the spreadsheet, the WhatsApp group and the manual session count most studios start with. It runs your bookings, tracks credits and memberships, collects waivers, takes payments, keeps track of cash, and gives you one view of every trainer, room and machine. Appyone is built for reformer studios, so it checks the trainer, the room and the numbered reformer together before a class can be booked.

How is Appyone different from Mindbody for a small Pilates studio?

Mindbody serves a wide range of studios and gyms. For a boutique Pilates studio, here is what Appyone does differently: every reformer is numbered and booked as its own machine, so a class can't be overbooked and members can pick their reformer; reminders and follow-ups are built around WhatsApp; and you take payments through your own Stripe account. Appyone starts from $97 per month per location. If you are moving from Mindbody, we import your members, future bookings and memberships for you.

Do I need a CRM for my Pilates studio?

You need one when your member data lives across a spreadsheet, a WhatsApp chat history and your own memory. You want to see who attended which classes, how many credits they have left, when a pack is about to expire, and whether a trial ever turned into a membership. Every Appyone plan keeps each member's attendance, credits, cancels and payments on one profile. Studio Growth adds pipelines that move when a lead books or buys, outreach lists for trials and expiring credits, and automatic WhatsApp follow-ups.

This seems expensive for a small studio. Is it worth it?

Compare it to what one member's pack is worth to you. A member who comes back after a no-show follow-up, or a double-booked reformer that never happens, covers a real share of the month. We won't promise you a payback date. Try it free for 14 days and judge for yourself.

We are managing fine with a spreadsheet and WhatsApp. Why change?

Most studios start there. The question is what happens when you add a second room, a third trainer, or open a second location. That is usually when the spreadsheet breaks, and by then you are firefighting instead of fixing it in advance.

Can I pay yearly, and is there a discount?

Yes. Every plan can be billed annually, which gives you 2 months free. Studio Essentials, for example, is $970/year, which works out to $81/month. Ask us on your onboarding call and we will set it up.

What is the setup fee?

A one-time $97 to $225, depending on complexity: how many trainers, rooms and pieces of equipment we map, and whether we import members from a spreadsheet, Mindbody or Momence.

Are WhatsApp message costs included?

WhatsApp API usage is pay-per-use, billed at cost plus a small margin. You only pay for what you actually send. We do not sell you a fixed bucket you may not need.

What happens to my WhatsApp history if I switch?

It depends on your current setup. If you are on the WhatsApp API already, there is a migration path, though full history may not carry over. If you are on the regular WhatsApp Business app, we can look at coexistence options that keep recent history intact. We will figure out which situation you are in.

Can we move our members over from Mindbody or Momence?

Yes. We import your members, future bookings and memberships with a spreadsheet column mapper that has presets for Mindbody and Momence exports. It is a one-time import, not a live sync. Saved cards can't move across, so members add their card again the first time they pay.

Can members book classes themselves?

Yes, when you want them to. Each studio gets a public booking page and a widget for your website, plus the member app. Self-booking is a switch you control: it starts off, and you turn it on when you are ready. Once it is on, members can pick their own numbered reformer on the room map.

Do you handle waivers and other studio forms?

Yes. Intake, health history and waivers are signed online with an e-signature, and the signed waiver PDF stays on file. Minors go through a guardian path, members can sign right on the booking page, and you can build your own forms with conditional questions. For anything specific, we will tell you honestly whether it works today, rather than guessing.

Our reformer room only fits 8 machines. How does the system stop us overbooking a class?

Each reformer is numbered and booked as its own machine, so a class can't take more bookings than you have working reformers. Once it is full, new bookings join the waitlist. For each class type, you choose whether a freed seat goes straight to the next person or is offered with a time limit to accept. If a machine goes out of service, its bookings are moved to a free machine or flagged for your desk.

What happens to trial members who don't buy right away?

When someone takes a trial and doesn't buy, Appyone drafts a follow-up for your desk to approve and send on WhatsApp. On Studio Growth, the trial follow-up list shows everyone who came in and hasn't bought yet, and once your WhatsApp Business number is connected, the approved follow-up can go out on its own.

We run seasonal offers (new-year challenges, festival packs, referral credits). Can the system handle that?

Yes. You can sell seasonal packs with an end date, and on Studio Growth you can give referral credits and sell gift cards. Promo codes typed in at checkout are not supported today, so we set those offers up as a seasonal pack instead.

Can we automatically charge for late cancellations or no-shows?

Yes. You set the fee rules per class type, and late-cancel and no-show fees are charged to the member's saved card. Your desk can waive any fee when it makes sense. Free cancels, late cancels and no-shows stay on each member's record permanently, so your policy is easy to enforce.

We have three locations. Does Appyone handle that?

Yes, on Studio Scale. All your locations sit under one login, and the all-locations roll-up shows how each one is doing. Appyone is priced per location, so each one is set up and billed on its own. We will walk through how your packs and prices differ by location on your onboarding call.

Do you support teacher training programmes?

Yes, on Studio Scale. You can run teacher training with cohorts, instalment payments, logged hours, assessments and certificates. Each certificate has a public page anyone can use to check it is genuine.

Is member health and injury information from intake forms handled securely?

Health data from intake forms is encrypted. Trainers see health, no-waiver and first-visit flags on their own day view, without seeing any money. If your studio collects detailed medical history, we still suggest a conversation about the data protection rules where you operate, rather than assuming one system's defaults fit every studio.

We're not on any system today. How long does setup actually take?

Setup is scoped to the number of trainers, rooms and equipment types we map, plus any import of members from a spreadsheet, Mindbody or Momence. We confirm the timeline after that scoping, not before.

Built for Pilates studios

Pilatesstudiomanagementsoftware,builtaroundthereformer

Q: Is there a free trial?

Yes. You get a 14-day free trial. Once your trial is active, we book an onboarding call to set up your studio with you.

Appyone checks the trainer, the room and the numbered reformer together before a class can be booked, so two members never end up on the same machine. Credits deduct on their own, waivers are signed online, and late-cancel fees go on the saved card.

Members pay through your own Stripe account. We set the whole thing up for you, from $97/month per location, with no contract.

1calendar for trainers, rooms and reformers

3apps: studio web, team phone, member phone

$97starting per month

Start your 14-day free trial See the plans →

Once your trial is active, we book an onboarding call to set up your studio. Cancel anytime.

Members pick their own numbered reformer, even next to a friend

No-show? A follow-up is drafted for your desk 2 hours later

Credits expiring? A reminder is drafted 7 days before they run out

Every lead tracked on a pipeline, with its source recorded

Cash tracked by who collected it and reconciled at shift close

Reformer Room A · Today 7:00

Reformer Flow with Claire

6 of 7 booked

1AK

2RS

3PM

4Free4SL

5NV

6DS

7TJ

8Out of service

BookedFreeOut of service1 on waitlistSL booked reformer 4

8:00Private · Studio BJames1:1

9:30Reformer Duet · Studio BSophie2 of 2

✆Follow-up drafted · 2h after no-show

Hi Emma, we missed you at 7am Reformer Flow. Want me to save you a reformer on Thursday?

Send on WhatsAppEdit

Alex K.

7 of 10 credits left · expires Nov 12

Waiver signed

PDF on file · health flag for trainer

0double-bookings, by design

What is Appyone?

Appyone is Pilates studio management software built for boutique and multi-location reformer studios. It checks trainers, rooms and numbered reformers together, so the booking calendar can’t double-book a machine. In a reformer studio the machine is the real limit, not the size of the room.

Credits deducted automatically, with each pack keeping its own expiry

WhatsApp reminders and follow-ups drafted for your desk and sent in one tap

Intake forms and e-signature waivers signed before the first session

Late cancels and no-shows recorded permanently, with fees charged to the saved card

You take payments through your own Stripe account. Pricing starts at $97/month per location, with no contract lock-in, and we do the setup for you.

One broken reformer should not break your whole schedule

Track every reformer, Cadillac and tower on its own. Mark one as out of service and its bookings are moved to a free machine or flagged for your desk, and the class drops that seat so it can’t be overbooked.

Each machine numbered and tracked on its own

Bookings moved or flagged when a machine is out

Fault log with photos for every machine

Know every member before they walk in the door

Attendance history, cancels and no-shows, packs bought, and payments collected. All on one profile. Spot the members who are drifting before they cancel.

Attendance pattern at a glance

Free cancels, late cancels and no-shows, kept permanently

Spring and footbar settings and session notes

Payment records, not just credits

Ready to stop doing this manually?

We map your trainers, rooms and reformers, set up your packs and forms, import your existing members, and connect your payments and WhatsApp Business number. You get back to teaching.

Once your trial is active, we book an onboarding call to set up your studio.

Pilatesstudiomanagementsoftware,builtaroundthereformer

What is Appyone?

Most Pilates studios lose members at the same 4 points

Two members, one reformer

Trial class done, no follow-up

No-show, no recovery

Package lapsing

Capture. Convert. Retain.

Capture

Convert

Retain

Pilates booking software built for reformers, rooms and trainers.

Reformer-aware booking calendar

Groups, privates and duets

Capacity and waitlist

Credits and memberships

Intake forms and waivers

Late-cancel and no-show fees

Check-in four ways

Payments to your own account

Cash tracked by who collected it

WhatsApp drafts, sent in one tap

Bring your members with you

10+ more on the plans

Every class, every trainer, every reformer. One view.

Three apps. One system.

Studio web dashboard

Studio phone app

Member phone app

One broken reformer should not break your whole schedule

How we set up your Pilates studio scheduling software for you.

Tell us your setup

We map your studio

Go live

Grow

Pick the plan that fitswhere your studio is now.

Know every member before they walk in the door

Appyone vs the alternative

Three things built specifically for Pilates studios

Questions about running your Pilates studio on Appyone.

Pilates Studio Software Guides

Ready to stop doing this manually?

Most Pilates studios lose members
at the same 4 points

Pilates booking software built
for reformers, rooms and trainers.

How we set up your Pilates studio
scheduling software for you.

Pick the plan that fits
where your studio is now.

Questions about running
your Pilates studio on Appyone.