How to Set Up Class Schedules, Passes and Bookings

A studio runs smoothly when four things are settled before the first class: the timetable, the capacity, the pass rules and the attendance routine. Most daily problems come from leaving one of them vague. This guide gives a clean order of set-up, whether you manage with a notebook now or are about to move into software.

Step 1: build the weekly timetable

List every recurring class with its day, start time, duration, room and instructor. Give each class a clear name that members use, such as Morning Flow or Evening Zumba. Keep a gap between classes in the same room so the previous batch can leave and the next can enter. Mark classes that are for beginners or women only, because members search for exactly those words.

Step 2: set a capacity for each class

Capacity depends on your space and the style of class, so decide it for each slot separately. A small morning class might hold ten mats and a weekend dance session thirty. Write the number into the schedule. In software, the class shows how many spots are taken, and a waiting list begins once the class is full. Do not keep the number in your head.

Step 3: design your passes

Keep the offer simple enough to explain in one sentence. Common types include:

• Monthly unlimited: any number of classes for thirty days.
• Class-count pass: a fixed number of classes within a validity period.
• Drop-in: a single class paid on the day.
• Intro offer: a short trial for new members, limited to one per person.
• Workshop ticket: a one-off event with a fixed capacity.

For each, decide the validity, whether it can be frozen, whether it is transferable and what happens when it expires with classes unused. Put the rules on the pass itself so the desk does not have to explain them from memory.

Step 4: set booking and cancellation rules

Decide how far ahead members can book and the latest time they can cancel without losing a class. A common approach is a cut-off of a few hours before the class. Late cancellations and no-shows then use a class from the pass. Whatever you choose, apply it equally to everyone. A waiting list makes the rule worth keeping, because a spot released on time can go to someone else.

Step 5: run attendance in the first minutes

Attendance should take seconds. Members arrive within a few minutes of each other, so the desk or instructor needs a quick way to find a name and mark it. In software this is a search or a QR scan. On paper it is a tick sheet per class that is entered at the end of the day. Each attended class reduces the pass count, and a quick look at the member screen shows what remains.

Step 6: communicate changes in one place

When a class is cancelled or an instructor changes, update the calendar first and then message only the members who are booked. This avoids long announcements to everyone. Keep the wording short: class name, date in BS and AD, new time or instructor and an apology if needed.

Step 7: review monthly

Look at attendance by class and time slot. A class that never fills may need a different time, while one that always has a waiting list may justify a second session. Also review pass expiries so you can contact members before their pass ends. The yoga and fitness studio software gives these as reports, and for a deeper look at member fees you can compare with our gym management software.

Common set-up questions answered

Studios often ask whether a pass should start on the purchase date or on the first class. Most choose the first class for class-count passes, so that a member who buys on Friday and starts on Monday is not penalised, and the purchase date for monthly passes. Another common question is whether a member can book classes in advance without a pass. A simple rule is that a booking is held for a limited time and released if no payment or pass is recorded before the class.

What to prepare before going live

• A final list of classes with times, rooms, instructors and capacities.
• Pass names and rules written in one short paragraph each.
• An Excel sheet of current members with phone number, pass and end date.
• Your receipt format, with studio name, address and PAN or VAT number if registered.
• Message wording for class reminders and pass expiry, in Nepali or English.

Having these ready makes a software set-up take days rather than weeks, and it also forces the useful conversation about rules that many studios never write down.

Next step: write your timetable with capacities on one sheet and mark any class that had empty spots or a waiting list last month. That sheet is the best starting point for set-up.

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