Reformer class booking
Beds booked per class with capacity, levels, prerequisites and the option to pick your favourite reformer.
Pilates studio software: reformer booking & waitlists
Pilates studios: every reformer booked, every waitlist filled. Full beds, fewer texts.
A client cancels at 5:52 for the 6am. The bed sits empty and the three people on the waitlist never hear about it. Credits are tracked loosely, teacher cover gets sorted in a group chat and the booking platform's fees keep creeping up. We build reformer booking, credits, membership and teacher systems for Pilates studios that all talk to each other, then we host them and look after them.
Looking for Pilates reformer booking software that actually fills every bed?
A reformer class has a hard ceiling. Ten beds is ten beds, so every late cancel and no-show is money you can't get back. Most studios run on a big booking platform that's built for every kind of gym, plus a spreadsheet for credits, a group chat for cover and somebody manually texting the waitlist before sunrise. It sort of works until the 6am fills, empties and fills again before anyone's had a coffee.
Wollopit builds custom Pilates studio software around how your studio actually runs. Waitlists that fill beds on their own with fair cut-off times. Credits and packs clients can see in their pocket. Cancellation rules that apply themselves so your front desk isn't the bad guy. Teacher schedules, cover requests and pay worked out from real headcounts. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from Pilates studios
Does your Pilates studio have these problems? Here's how we'd fix them.
Most Pilates studios we talk to have brilliant teachers and loyal regulars. The cracks show up at 5:45am, at the end of the pay fortnight and whenever a credit pack expires.
- The problemEmpty reformers after late cancelsSomeone drops out 20 minutes before class and the bed stays empty because nobody saw the cancellation in time.How we fix itWaitlists that offer the spot instantly by SMS or push, with a claim window so the bed fills without anyone lifting a finger.
- The problemWaitlist chaos before sunriseThe owner is texting waitlisted clients at 5:30am and two people turn up for the same bed.How we fix itAutomatic waitlist promotion with cut-off rules you set, like no auto-adds inside 30 minutes unless the client opts in.
- The problemCredits nobody can explainClients swear they had three classes left and the spreadsheet says one. Expiry dates cause awkward chats at the desk.How we fix itEvery pack, credit and expiry tracked and shown in the client's account, with reminders before credits run out.
- The problemCancellation rules hard to enforceLate cancel fees feel personal when the front desk has to chase them, so they quietly get waived.How we fix itYour policy built in: cancellation windows, late cancel and no-show fees or lost credits applied automatically and fairly.
- The problemMemberships billed by handFailed payments slip through. Pauses for holidays, injuries and pregnancy get handled with sticky notes.How we fix itRecurring memberships with automatic billing, card retries, self-serve pauses and class limits per week.
- The problemTeacher cover by group chatA teacher wakes up sick and the owner spends an hour messaging around for someone to take the 9:30.How we fix itCover requests sent to qualified teachers in one tap, first to accept gets it and clients see the change on the timetable.
- The problemTeacher pay is a fortnightly headachePer class rates, headcount bonuses and privates all added up by hand from the booking system.How we fix itTeacher pay calculated from the classes they actually taught, ready to export to Xero or your payroll.
- The problemIntro offers that don't convertPlenty of people buy the three-class intro pack, then quietly disappear once it's used up.How we fix itIntro journeys that check in after each class and send a member offer before the last credit runs out.
- The problemBooking fees keep climbingPlatform fees, per-member pricing and aggregator commissions eat into every class you run.How we fix itYour own booking system you own outright, with ClassPass spots released only when beds would otherwise sit empty.
- The problemBroken reformers still bookableA frayed rope or tired spring takes a bed out of action but the system still lets someone book it.How we fix itEquipment log with bed status, service history and out-of-service beds blocked from booking until they're fixed.
- The problemPrivates and clinical sessions live elsewherePrivates, duets and clinical Pilates run in a separate diary with intake forms on paper and injury notes in a notebook.How we fix itPrivates and clinical sessions in the same system, with screening forms, client notes for teachers and health fund rebate details.
02What we build
Solutions
What we build for Pilates studios. 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.
Smart waitlists
Spots offered automatically by SMS or push, claim windows and cut-off rules so beds fill fairly.
Credits & class packs
Casuals, packs, expiries and transfers tracked, with balances shown to clients in their account.
Cancellation & no-show rules
Your windows and fees applied automatically, with exceptions logged for the odd genuine emergency.
Memberships & billing
Unlimited or capped weekly plans, automatic billing, failed card retries and self-serve pauses.
Intro offer journeys
Trial packs with check-ins after each class and a member offer timed before the last credit.
Teacher timetable & cover
Who teaches what, qualifications by class type and cover requests that sort themselves out.
Teacher pay
Per class, per head and private rates calculated from real classes, exported for payroll.
Privates & clinical Pilates
One-on-ones, duets and clinical sessions with intake forms, notes and rebate details.
Client app & portal
Book, cancel, join waitlists, check credits and update cards from their phone.
Equipment & bed log
Reformer, tower and chair status, service history and maintenance reminders.
Gift cards & retail
Gift cards, grip socks and merch sold online and at the desk.
A website with a live timetable
Hand-built, quick on mobile, live class times and built to rank for 'reformer Pilates near me'.
Studio reporting
Fill rates by class, waitlist demand, intro conversion and membership churn on one screen.
03The systems
The big ones
Your whole studio, on one system.
These are the systems Pilates studios ask us about most. Each one works on its own and they get properly clever when they're joined up.
Reformer booking & waitlists
A late cancel becomes a full bed. Automatically.
Every class knows exactly how many reformers it has and who's on them. When someone cancels, the next person on the waitlist gets the spot offered straight away with a claim window. If they don't take it, it moves on down the list.
- Bookings per bed with capacity limits
- Clients pick their reformer if you want
- Instant waitlist offers by SMS or push
- Claim windows and cut-off times
- Level and prerequisite rules
- Out-of-service beds blocked
- Recurring bookings for regulars
- Check-in on a tablet at the desk
- ClassPass spots released when beds are empty
- Fill rate and waitlist demand by class
Credits & memberships
Credits everyone can see. Memberships that bill themselves.
Packs, casuals and memberships all live in one place with balances and expiry dates clients can check on their phone. Billing runs on its own, failed cards retry and pauses for holidays or injuries are handled without a sticky note in sight.
- Class packs with expiry dates
- Credit balances in the client app
- Reminders before credits expire
- Unlimited or capped weekly memberships
- Automatic billing through Stripe or Ezidebit
- Failed card retries and alerts
- Self-serve holiday and injury pauses
- Late cancel fees or lost credits applied
- Family and couple accounts
- Revenue and churn reports
Teachers, cover & pay
Cover sorted in minutes. Pay sorted in seconds.
Teachers see their classes, swap shifts and pick up cover from their phone. Cover requests only go to teachers qualified for that class type. At the end of the fortnight their pay is already worked out from the classes they actually taught.
- Teacher timetable on every phone
- Qualifications by class type
- One-tap cover requests
- First to accept gets the class
- Clients notified of teacher changes
- Availability and leave requests
- Per class, per head and private rates
- Pay exported to Xero or payroll
- Teacher notes on injured clients
- Class attendance per teacher
Intro to member
Intro packs that turn into regulars.
Every new client gets a proper welcome, a check-in after each class and a nudge toward the right membership before their intro credits run out. You can see exactly where people drop off and fix it.
- Online intro offer checkout
- Welcome emails and studio guide
- Health screening form before class one
- Check-ins after each intro class
- Member offer before the last credit
- Teachers see who's new in class
- Win-back messages for lapsed clients
- Referral rewards for members
- Mailchimp or Klaviyo sync
- Intro conversion reports
Privates & clinical
Privates and clinical Pilates, in the same diary.
One-on-ones, duets and clinical sessions sit alongside your group timetable so rooms and teachers never double up. Intake forms, injury notes and health fund details travel with the client.
- Private and duet bookings
- Clinical Pilates appointments
- Room and equipment availability
- Online intake and screening forms
- Client notes shared with teachers
- Health fund and rebate details
- Session packs for privates
- Reminders by SMS
04How it changes
Before and after
A 6am class, wolloped.
Here's how a late cancel at sunrise could change. Every studio is different, so we map yours first.
Before
- Client cancels at 5:45am and nobody notices
- Owner scrolls the waitlist half asleep
- Texts three people and two of them reply
- Awkward chat about who got the bed
- Late cancel fee waived because chasing it feels rude
- Client disputes their credit balance next week
After
- Cancellation logged the second it happens
- Waitlist offer goes out automatically
- First to claim gets bed 4
- Everyone else stays on the list for next time
- Late cancel rule applied on its own
- Credits updated and shown in the client's app
05Services
Everything under one roof
Software, websites and systems for Pilates studios.
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 Pilates studios
Built around how your Pilates studio actually runs: reformer class booking, smart waitlists and the admin in between, in one system you own.
Websites for Pilates studios
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Pilates studio 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 Pilates studios
Credits & class packs and cancellation & no-show rules: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Mindbody, Momence and Arketa so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your Pilates studio, 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
- Arketa
- bsport
- Glofox
- ClassPass
- Ezidebit
- Stripe
- Square
- Xero
- MYOB
- Mailchimp
- Klaviyo
- Twilio
- Google Business Profile
- Cliniko
- HICAPS
- Deputy
- Vimeo
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 Pilates studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit at the front desk for the early rush, talk to your teachers and work out where beds, credits and hours are leaking.
- 02
Archi-tech
We plan it before writing code: your classes, beds, packs, memberships, cancellation rules, teacher pay, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the waitlist or credits first, so you get a win before next term.
- 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 Pilates studios ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can clients choose their reformer?
Yes. Clients can pick a bed if you want. Otherwise the system assigns one. Out-of-service beds are blocked automatically until they're fixed.
How does the waitlist decide who gets the spot?
You set the rules. Usually it offers the spot to the next person with a short claim window, then moves down the list. You can stop auto-adds close to class time so nobody gets booked into a 6am while they're asleep.
Can it enforce our late cancel and no-show policy?
Yes. Your cancellation window, fees or lost credits are applied automatically and the same way every time. You can still waive one when there's a genuine emergency.
We use Mindbody. Do we have to switch?
No. If Mindbody, Momence or another platform is doing its job, we build around it: waitlist tools, intro journeys, teacher pay or reporting on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Does it work with ClassPass?
Yes. We can manage how many beds go to ClassPass and release them only when a class would otherwise have empty reformers.
Can we run clinical Pilates and health fund rebates through it?
Yes. Clinical sessions, intake forms and client notes can sit in the same system. We can connect to Cliniko or HICAPS where your physios already use them.
How much does a Pilates studio 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 a smart waitlist or teacher pay calculator 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 Pilates studios 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 Pilates studio 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.