Course enrolment
Intakes, class caps, deposits, concession pricing and class lists that build themselves as people enrol.
Meditation centre software: courses, classes & retreats
Meditation centres: simple, peaceful bookings. More stillness, less admin.
Course enrolments arrive by email, drop-ins get counted with tally marks on a clipboard, someone pastes the Zoom link into forty emails before dawn and the dana bowl gets counted by a volunteer on Sunday night. We build calm booking systems for meditation centres that bring courses, drop-ins, online sits, retreats and donations into one place. Then we host them and look after them.
Looking for meditation centre booking software that handles courses, drop-ins and retreats?
A meditation centre runs more moving parts than people think. There are eight-week beginner courses with fixed intakes, weekly drop-in sits, early morning online sessions, weekend and week-long retreats, teacher talks, hall hire and a community that often gives by donation. Most class booking apps are built for gyms and yoga studios selling memberships, so they don't sit well with pay what you can, retreat health forms or a volunteer on the door.
Wollopit builds custom software around how your centre actually works. People enrol in a course online and the class list builds itself. Drop-ins check in at the door with a tap. Online sessions send their own links and reminders. Retreats take deposits, room choices and dietary needs without a spreadsheet. We connect the tools you already like, replace the ones that fight you and look after the lot on our own servers, so the people running the centre can get back to the cushion.
01The problems
What we hear from meditation centres
Does your meditation centre have these problems? Here's how we'd fix them.
Most meditation centres we talk to are run by a small team and a lot of generous volunteers. The admin quietly grows until it's the least peaceful part of the week.
- The problemCourse enrolments by emailIntro courses fill through email threads, bank transfers and a list typed into a Word doc the night before week one.How we fix itOnline enrolment with intake dates, class caps, full payment or deposit and a class list that builds itself.
- The problemDrop-ins counted on paperA clipboard by the door, tally marks on a notepad and no real idea who came last Tuesday or how many regulars you have.How we fix itTablet or QR check-in at the door with attendance by session, by teacher and by person. No clipboard.
- The problemOnline links sent by handSomeone copies the Zoom link into a pile of emails at 6.15am and a handful of people still can't find it.How we fix itOnline bookings send the link automatically with a reminder before the sit. Recordings go only to the people who booked.
- The problemDonations in a bowlThe dana bowl gets counted by a volunteer on Sunday night and nobody has a record when a regular asks for a receipt.How we fix itPay what you can pricing, online giving, tap to give at the door and receipts emailed automatically.
- The problemRetreats booked separatelyWeekend and ten-day retreats run off a Google Form, bank transfers and a spreadsheet of room shares and dietary needs.How we fix itRetreat bookings with deposits, payment plans, room choices, health and dietary forms and a waitlist when it fills.
- The problemClass passes on cardboardTen-sit cards punched by hand, left in handbags and quietly debated at the front desk.How we fix itDigital passes and memberships that count down on their own, with renewals through Stripe or Ezidebit.
- The problemThe timetable is wrong onlineThe website still shows last term's PDF and Google lists the Thursday sit that moved to Wednesday.How we fix itA live timetable on your website and Google Business Profile that updates the moment you change a session.
- The problemTeachers and volunteers in a group chatWho's leading Thursday, who's on the door and who's making the tea gets sorted across 200 messages.How we fix itA teacher and volunteer roster with swaps, reminders and session notes in one place.
- The problemBeginners drift off after week eightPeople finish the intro course, feel great and never come back because nobody invited them.How we fix itGentle automatic follow-ups after a course: the next-level course, the weekly sit and upcoming retreats.
- The problemNewsletters that never go outCommunity updates get written when someone has a spare evening, which is roughly never.How we fix itUpdates built from your timetable so new courses, retreat dates and teacher talks go to the right people.
- The problemHall hire by phoneOther teachers and groups ring to hire the hall, then it's a paper diary and an invoice typed into Xero.How we fix itA hall hire calendar with online enquiries, bookings, bond tracking and invoices straight into Xero.
02What we build
Solutions
What we build for meditation centres. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Drop-in check-in
Tablet or QR check-in at the door that records attendance and takes a pass, payment or donation in one go.
Live timetable
Your weekly sits, courses and talks on your website and Google, always current, filterable by teacher or level.
Online sessions & recordings
Zoom or YouTube links sent automatically, reminders before each sit and recordings shared with people who booked.
Pay what you can & donations
Free, fixed, sliding scale or donation-based sessions, recurring giving and emailed receipts.
Passes & memberships
Digital class passes and memberships that track themselves, with automatic renewals and failed-payment retries.
Retreat bookings
Retreat packages with room types, deposits, payment plans, health forms, dietary needs and waitlists.
Teacher & volunteer roster
Who's teaching, who's on the door and who's on kitchen duty, with swaps and reminders on their phone.
Community emails & SMS
Course announcements, retreat dates and gentle follow-ups sent to the right people at the right time.
Member portal
Students see their bookings, passes, recordings and receipts in one place without emailing the office.
Hall hire calendar
Enquiries, bookings, bonds and invoices for groups and teachers who hire your space.
Reports for the committee
Attendance, course numbers, donations and retreat income in a simple report ready for the next meeting.
A calm website
Hand-built, quick on mobile, with the live timetable and courses, built to rank for 'meditation near me'.
03The systems
The big ones
Your whole centre, on one quiet system.
These are the systems meditation centres ask us about most. Each one works on its own and they get properly useful once they're joined up.
Course enrolment
Open an intake. The class list builds itself.
Set up your next beginner course once with dates, teacher, cap and price. People enrol and pay online, get a welcome email with what to bring and turn up to a class list that's already done.
- Course intakes with fixed dates
- Class caps and waitlists
- Full payment, deposit or pay what you can
- Concession and early bird pricing
- Welcome emails with what to bring
- Week-by-week reminders
- Missed a week notes and recordings
- Attendance per student per week
- Follow-up invite to the next course
- Class lists on the teacher's phone
Drop-ins & check-in
A tap at the door, not a tally on a clipboard.
Drop-ins check in on a tablet or by scanning a QR code. Their pass counts down, their payment or donation is taken and you finally know who's coming, how often and which sits are growing.
- Tablet check-in at the door
- QR check-in from their phone
- Class passes deducted automatically
- Pay what you can at check-in
- Tap to give with Square or Stripe
- First-timer welcome flag
- Attendance by session and teacher
- Regulars and lapsed visitors at a glance
- Works offline if the wifi drops
- Volunteer-friendly screens
Online sessions
Online sits that send their own links.
People book an online session and get the link straight away, plus a reminder before it starts. Recordings land in their portal afterwards. Nobody in the office copies and pastes anything at dawn.
- Zoom links sent on booking
- YouTube or Vimeo live streams
- Reminders by email or SMS
- Time zone aware for interstate students
- Recordings for people who booked
- Recording library for members
- Free, paid or donation-based sessions
- Hybrid sits: in the room and online
- Attendance for online sessions
- Links that can't be shared around
Retreat bookings
Retreats booked without the spreadsheet.
Weekend, week-long and silent retreats with room choices, deposits and payment plans. Health and dietary forms are filled in before arrival and the kitchen and room lists are ready when you need them.
- Room types and shared rooms
- Deposits and payment plans
- Automatic balance reminders
- Health and wellbeing forms
- Dietary needs to a kitchen list
- Waitlists when retreats fill
- Cancellation and transfer rules
- Arrival info and packing lists
- Carpool and transport notes
- Retreat income for the committee
Giving & memberships
Generosity, without the cash count.
Run sessions free, fixed price or pay what you can. Supporters set up recurring giving or a membership and get their receipts automatically, while you see exactly what's coming in to keep the doors open.
- Pay what you can and sliding scale
- One-off and recurring donations
- Tap to give at the door
- Memberships with renewals
- Stripe or Ezidebit billing
- Failed payment retries
- Receipts emailed automatically
- Concessions handled quietly
- Donations into Xero or MYOB
- Monthly giving reports
04How it changes
Before and after
A new course intake, wolloped.
Here's how opening your next beginner course could change. Every centre runs differently, so we map yours first.
Before
- Write the course blurb and email it to the list
- Enrolments arrive as replies and bank transfers
- Match payments to names by hand
- Type the class list into a Word doc
- Email the teacher the list the night before
- Nobody follows up once week eight ends
After
- Create the intake once with dates and cap
- It shows on your website and in the newsletter
- People enrol and pay online in a minute
- The class list builds itself as they book
- The teacher sees it on their phone
- Graduates get invited to the next course automatically
05Services
Everything under one roof
Software, websites and systems for meditation centres.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for meditation centres
Built around how your meditation centre actually runs: course enrolment, drop-in check-in and the admin in between, in one system you own.
Websites for meditation centres
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Meditation centre system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for meditation centres
Live timetable and online sessions & recordings: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Mindbody, Momence and Eventbrite so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your meditation centre, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside booking platforms you're happy with or replace the ones holding you back.
- Mindbody
- Momence
- Eventbrite
- Humanitix
- Stripe
- Square
- PayPal
- Ezidebit
- Xero
- MYOB
- Zoom
- YouTube
- Vimeo
- Mailchimp
- Twilio SMS
- Google Business Profile
- Google Workspace
- WordPress
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your meditation centre: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a class, chat with the office and volunteers, then work out where the admin is stealing your quiet time.
- 02
Archi-tech
We plan it before writing code: your courses, drop-ins, online sits, retreats, giving, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next intake.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things meditation centres ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it handle donation-based pricing?
Yes. Sessions can be free, fixed price, sliding scale or pay what you can. People can also give at the door, online or on a recurring basis with receipts sent automatically.
Can online sessions send the Zoom link automatically?
Yes. People get the link when they book and a reminder before the session starts. Recordings can go only to the people who booked or into a member library.
Can it run retreats as well as weekly classes?
Yes. Retreats get their own bookings with room choices, deposits, payment plans, health and dietary forms and waitlists, all sitting alongside your weekly timetable.
Will our volunteers find it easy to use?
That's the aim. Door check-in and rosters are built for people who help out once a week, with big clear screens and nothing to remember.
We already use Mindbody or Momence. Do we have to switch?
No. If your booking platform is doing its job, we build around it: retreats, giving, online sessions or the website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a meditation centre system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like course enrolment or door check-in can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most meditation centres we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a meditation centre problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.