Private sessions without overlaps
The instructor’s time and the room are checked together.
ClubBase for pilates studios
Pilates studio software
Private sessions, duets and small groups with class packs, where a mistake in the balance immediately affects trust.14 days, no card · one or several locations
Everyday workflows
Your studio’s work on clear screens.
What your team can do in ClubBase during a working day.A small group with a limit
Capacity does not let you book an extra person.
A separate class pack
A class pack can be tied to a format and an instructor.
Exact deductions
Attendance updates the right balance.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- private sessions
- duets
- small groups
- limited capacity
- class packs
- exact balance
Looking specifically for class booking? How the online booking software works — groups, capacity, memberships and reminders.
Roles and access
Each role sees its own part.
Data and actions are shown to the person who needs them for their work.Owner
Keeps track of occupancy and revenue.
Front desk
Handles class times, class packs and clients.
Instructor
Sees their day and participants.
Client
Sees their class time and balance.
What people come with
What usually breaks in a pilates studio.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- One overlapping class time breaks the whole day.
- Class packs show different balances.
- Private sessions and small groups drift apart across calendars.
A private session overlaps a small group
One instructor, one room and two formats at the same time. The schedule checks both before saving, so the overlap never makes it to the day of the class.
Different class packs, one list of balances
A private session pack and a small group pack cost different amounts and are used differently. When they sit in one spreadsheet column, sooner or later a visit is deducted from the wrong one.
The thirteenth person in a room for twelve
Capacity is checked at booking, not at the door. The person either gets into the group or onto the waitlist, and finds out right away rather than when they arrive.
A balance mistake costs trust
In a small group people count every class. Attendance deducts the visit from the right class pack straight away, and the client and the studio see the same balance.
A working day
One action changes what everyone sees.
- A consultation turns into a trial class.
- The front desk sees capacity.
- The client comes at their class time.
- The visit is deducted from the right class pack.
The first week
How a pilates studio moves into the system.
We bring over clients and class packs
A spreadsheet of people and balances goes into the import. The system shows rows with errors before saving.
We add the formats
Private sessions, duets and small groups with different capacity and different prices. Each format gets its own schedule.
We link the class packs
A class pack gets a format and, if needed, an instructor. From then on the visit is deducted from the right balance automatically.
You look at occupancy
After a week you can see which hours fill up and where an instructor is left without a group. That is the first thing a schedule change can fix.
Compared with a generic CRM
Why a regular CRM falls short in a pilates studio.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.Capacity is more than a "quantity" field
A regular CRM can store the number "12" on a class card, but it will not stop you from booking a thirteenth person. Here capacity is a rule checked at every booking, not a reference number.
A class pack knows its format
To a CRM, a payment is an amount and a date. For a pilates studio, a class pack has a format, sometimes an instructor, an end date and a balance that goes down with attendance, not with payment. These are different things, and mixing them up is expensive.
Mistakes cost more here
In a group of twelve, an inaccurate balance gets noticed by everyone at once. That is why the deduction is tied to the attendance check-in, not to a manual correction in a spreadsheet at the end of the week.
Honestly
Who it suits and who it doesn’t.
Without this, a demo wastes everyone’s time. If you are in the right-hand column, write to us and we will suggest a simpler option.A good fit
- Small groups with a strict limit on places
- Several formats at different prices: private sessions, duets, groups
- Class packs rather than paying for each visit separately
Not worth it yet
- Private sessions only, with no class packs
- You need to track reformers and equipment: that is not here
- One instructor and a dozen clients you remember
Questions about this type of studio
Answers before the demo.
Do you track reformers separately?
No. ClubBase takes into account room capacity and the class format. There is no separate equipment tracking.
Can I set a limit on places?
Yes, capacity is checked at booking.
Are a private session pack and a small group pack different packs?
Yes. A class pack can be tied to a format and to an instructor, so the visit is deducted from the pack it belongs to.
What if a client arrives and all places are taken?
That will not happen: capacity is checked at booking, and the system will not let an extra person through. They can be put on a waitlist.
Can a private session be moved to another time?
Yes. Before saving, the system checks the instructor’s time and the room and warns about an overlap.
How much does it cost?
The price depends on the number of active clients; the Telegram bot for clients is already included. Current prices are on the pricing page. The first days of access are free, no card required.
Start with your own structure