Capacity without overbooking
Booking and the waitlist work from the same capacity.
ClubBase for yoga studios
Yoga studio software
Clients remember their practice, instructors see substitutions, and the studio sees real capacity.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 reminder before practice
The client gets a short message in Telegram.
Substitutions without surprises
The studio confirms the substitution, and the schedule updates.
A balance without questions
The class pack balance is visible to the client and the team.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- practices and levels
- class packs
- waitlist
- substitutions
- reminders
- class pack 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
Sees occupancy and money.
Front desk
Manages bookings and the waitlist.
Instructor
Sees their practices and substitutions.
Client
Gets the schedule, reminders and balance.
What people come with
What usually breaks in a yoga studio.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- A free spot disappears in a chat.
- An instructor substitution does not reach everyone.
- Clients ask the front desk how much is left on their class pack.
A free spot disappears in a chat
When someone cancels three hours ahead, their spot should go to the next person. In a chat that depends on who saw the message first. The waitlist passes the spot on by itself and does not need an admin sitting on the phone.
Only the front desk knows the class pack balance
The question "how many do I have left" comes up before every practice. When the balance is visible in Telegram, the question goes away, and so do arguments about a visit deducted twice.
A substitution does not reach everyone
The studio confirms the substitution, and the schedule updates in one place. The person sees it where they check the schedule, not in a chat whose notifications they muted back in winter.
Levels mixed in one pile
Level and style are separate fields. A beginner will not book a class that does not suit them, and the summary shows which levels fill up and which stay half empty.
A working day
One action changes what everyone sees.
- The client sees the practice in Telegram.
- Confirms the visit.
- A freed-up spot goes to the waitlist.
- The balance updates after the visit.
The first week
How a yoga studio moves into the system.
We bring over clients and balances
A spreadsheet of people and class pack balances goes into the import. The system shows rows with errors before anything is saved.
We set up the schedule with capacity
Practices, levels, instructors and the number of places in the room. A recurring class is created once per season.
We turn on Telegram
The client gets the schedule, a reminder before practice and their balance. The front desk stops answering "when is class".
You look at how full classes are
After a week you can see which hours and levels draw people and where the room stands almost empty. With that you can start moving the schedule.
Compared with a generic CRM
Why a regular CRM falls short in a yoga studio.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.A CRM counts deals, a studio counts places
A regular CRM cares about getting a person to pay. In a yoga studio the interesting part starts after that: the person attends, skips, freezes a class pack, takes a freed-up spot. The main object here is a class with a specific number of places, not a deal card.
A waitlist is more than a pipeline status
When someone cancels, the spot should go to the next person in the queue for the same time and the same instructor. In a CRM this is assembled from reminders and manual statuses, and it works exactly as long as someone keeps an eye on it.
Both sides see the balance
A CRM shows the balance to a manager. Here the client and the studio have to see it the same way, otherwise every deduction becomes a reason to argue. So the balance lives in the profile and in the bot, not in the front desk’s file.
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
- Group practices on class packs rather than single visits
- Classes with a limited number of places, where a waitlist happens
- Several instructors who sometimes cover for each other
Not worth it yet
- You teach one group yourself and everyone fits
- Private sessions only, with no class packs
- You need a video library of practices: that is not here
Questions about this type of studio
Answers before the demo.
Is there a waitlist?
Yes. A freed-up spot can be passed to the next person.
Is the class pack balance visible?
Yes, the studio and the client see one authoritative balance.
Can a class pack be frozen while someone is on holiday?
Yes. The balance and end date move, and the profile keeps a record of when it was frozen and by whom.
Can practices be split by level?
Yes. Level and style are separate fields, so a beginners’ class does not get mixed with an advanced one in the schedule or in reports.
How does a client find out about an instructor substitution?
The studio confirms the substitution and the schedule updates. The person sees it where they check the schedule: in the Telegram bot.
Is there a video library of practices or online classes?
No. ClubBase handles the schedule, people, class packs and money. Videos and streams have to be kept elsewhere: there is no such module.
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