Nine booked, eight reformers
Someone doubles up on the mat, apologizes to a client who paid full rate, and quietly refunds the class. It happens three or four times a month in most studios we talk to.
About $1,100 a year in refundsEquipment aware booking for Pilates studios
Sell the spot you actually have, and refill it the minute it opens
ReformerRoster counts apparatus, not chairs in a room, so a class of nine never lands on eight reformers. When a client drops at 6:12 a.m., the waitlist claims her spring setting before you have finished your coffee.
- 318 US studiosRunning daily schedules on ReformerRoster
- SOC 2 alignedUS hosting, encrypted at rest and in transit
- One afternoonTypical time from apparatus list to live booking
The daily pinch
Nothing goes wrong at the desk. It goes wrong on the floor.
General purpose booking tools think a class is a number. Your studio is a room with eight reformers, one of them missing a jump board, and a tower that only two clients are cleared to use.
Late cancellations die on the vine
A 5:30 p.m. drop out at 4:50 p.m. never reaches the six clients who would have taken it. The reformer sits empty while your instructor teaches to a half full room.
14 unsold spots per monthThe substitute phone tree
An instructor texts at 6 a.m. that her child is sick. You work down a list of eight people while clients are already parking outside.
Roughly 5 hours a monthContraindications in your head
You know which clients should not be on the tower and which need the wide box. That knowledge lives in your memory, so it walks out the door when you take a week off.
One avoidable injury is too manyHow the roster runs
Four steps from your equipment list to a schedule that cannot oversell
You set the rules once, in the vocabulary you already use on the studio floor. After that the calendar enforces them without you.
Enter your apparatus, one unit at a time
Six reformers, two with towers, one Cadillac, four chairs, a ladder barrel. Each unit carries its own name, its own attachments and its own service status, so the system knows a jump board studio reformer is not interchangeable with the tower unit in the corner.
Tag every class template with what it needs
Reformer Flow asks for one reformer per client. Tower Intermediate asks for a reformer plus a tower. Jumpboard Express asks for a jump board equipped unit. Capacity is then calculated from the equipment, never typed in by hand.
Open bookings and let the waitlist work
Clients book the class, and the roster assigns the specific unit. When someone cancels, the first eligible person on the waitlist gets a text and has fifteen minutes to claim the exact apparatus that opened up.
Cover the class without a phone tree
Instructors publish their availability and the formats they teach. One tap sends the open class to everyone qualified, first to accept takes it, and the client roster updates with the new name before the door opens.
Tuesday 9:15 Tower Intermediate6 of 6 apparatus
Tuesday 12:00 Reformer Flow7 of 8 apparatus
What is inside
Six things the roster does that a generic calendar cannot
Every one of these came out of a request from a studio owner who was tired of working around software that had never seen a footbar.
Per apparatus capacity
Each reformer, tower, chair and barrel is a bookable resource with its own attachments and springs. A class fills to the number of units that can actually run it, and not one client further.
Waitlist that claims the exact unit
Cancellations release the specific apparatus back to the queue and text the next eligible client with a fifteen minute hold. She confirms from her phone and the roster prints with her name on it.
Substitution board for instructors
Teachers set the formats they are certified to lead and the hours they can cover. An open class goes out to the qualified list at once, and the first acceptance locks the assignment.
Client clearance flags
Mark a client as cleared for tower work, restricted after a shoulder repair, or pregnancy modified, and the booking screen respects it. New instructors see the same notes you would have given them in the hallway.
Fill rate by apparatus and time slot
See which units sit idle on Thursday evenings and which formats sell out four days ahead. Studio owners use it to retire a class time or add a second Saturday reformer session with evidence rather than a hunch.
Maintenance and spring log
Log a frayed strap or a worn spring against the unit itself, and the schedule drops that reformer from capacity until it is signed back in. Your service history stays with the machine, not on a sticky note.
Who this fits
Built for the studio where the equipment is the constraint
Classical and contemporary alike
Whether your schedule reads Reformer 1, Tower Flow and Chair Circuit or a classical order of exercises, the roster only cares which apparatus a class occupies. Format names are yours to write.
Mixed rooms and shared floors
Studios that run a mat class in the same room as four reformers can cap both at once, so a Saturday mat class never blocks the reformers you already sold. Room and apparatus are separate limits.
Owners who still teach
The instructor view is a phone screen: today's roster, client notes, spring settings and the substitution requests you have not answered yet. You should not need a laptop to run your morning.
What changes in a quarter
The numbers studio owners report after ninety days
These come from studios running between four and eighteen apparatus, tracked against their own first month on the platform.
92%
Waitlist spots filled
Because the text goes out the second a cancellation posts and holds the apparatus for fifteen minutes, most released spots are claimed before the class starts.
$740
Recovered per month
The median studio in our 2026 review recovered $740 a month from cancellations that previously went unsold, at an average drop in rate of $32.
0
Oversold classes
Capacity is derived from the apparatus list, so the double booking that used to cost a refund and an apology simply cannot be entered.
4.6 hrs
Owner hours back each month
Substitution requests, waitlist calls and roster reprinting move off your phone and into the app, which is where most of that time was going.
How we measure these numbers
Every figure above comes from anonymized platform data across 318 studios, compared against the same studio's first thirty days. Waitlist fill rate counts released spots that were claimed before the class began. Recovered revenue uses the studio's own drop in price, not a list price we invented.
What a typical week looks like
A six reformer studio in our sample runs 34 classes a week and sees 29 cancellations. Before the roster, 11 of those spots were resold. After ninety days, 27 of them were. The difference is not a marketing claim, it is a text message that goes out in under a minute.
From the studio floor
Owners who stopped apologizing for the schedule
Three owners, three room sizes, one shared complaint about the software they left behind. Each of them still teaches on the floor every week.
We run eight reformers and two towers, and our old system treated all ten as one pile of seats. The first week here, the 6 a.m. class stopped selling a tower spot to someone who was booked on a reformer. My instructors noticed before I told them anything.
The waitlist is the part that pays for it. Last month it refilled 26 of the 29 spots that opened inside twelve hours of class time. That used to be me, texting people one at a time, usually too late.
I had a teacher call out at 5:40 in the morning in February. I tapped once, three qualified people got the request, and Kate took the 6:15 before I finished getting dressed. Two years ago that was a canceled class and eleven refund emails.
318US studios booking on the platform
41,600Apparatus spots scheduled each week
92%Median waitlist fill rate
Pricing
Priced by the studio, never by the class or the client
You will not be charged a percentage of a package sale, and adding a client or a class time never changes what you pay.
One Studio
$59 per month
For a single location running up to eight bookable apparatus.
- Per apparatus capacity and unit assignment
- Automatic waitlist with fifteen minute holds
- Text and email notices to clients
- Up to 6 instructor accounts
- Package and class pass tracking
- CSV export of clients and attendance
Recommended
Studio Plus
$119 per month
For a busy single location with unlimited apparatus and a full teaching team.
- Everything in One Studio
- Unlimited apparatus and instructor accounts
- Instructor substitution board with qualifications
- Client clearance flags and injury notes
- Maintenance and spring service log
- Fill rate reporting by unit and time slot
- Payroll ready hours export
Two Studios
$239 per month
For two locations sharing a client list, a teaching team and one set of reports.
- Everything in Studio Plus, at both locations
- One client record across both schedules
- Cross location substitution requests
- Combined and per site revenue reporting
- Role based access for managers
- Priority support with a named contact
Included in every plan, at every price
- Unlimited clients and unlimited class times
- Client self service booking, cancellation and waitlist joining
- Text and email notices at booking, reminder and release
- Late cancellation and no show rules you set per class format
- Full export of clients, packages and attendance in CSV
- Support from people who have opened a studio schedule at 5 a.m.
Every plan is billed monthly in US dollars and can be cancelled at any time from the billing screen. No setup fee, no annual contract, no commission on your package sales. If you run three or more locations, ask us for a quote in the form below.
Questions we get on the first call
Straight answers before you move a single class
Plans are $59, $119 or $239 per month depending on how many studios and apparatus you run. There is no setup fee, no onboarding package to buy and no percentage taken from your class revenue. Billing is monthly and you can cancel at any time from the billing screen. If you outgrow a plan mid month we prorate the difference rather than charging you twice.
Most studios are taking live bookings within one afternoon. You enter your apparatus list once, tag each class template with what it needs, then import your client list from a CSV export. Our team reviews your first published week with you before you send the announcement email to clients.
Your client list, class history and package balances belong to your studio, not to us. Data is encrypted in transit and at rest, hosted with a SOC 2 aligned provider in the United States, and exportable to CSV at any time without asking us first. We never sell client records and we never market to your clients.
Card payments run through Square or a merchant account you already hold, so package sales and drop ins settle where they always have. Instructor hours flow out as a payroll ready CSV that works with Gusto and ADP. Class times sync both ways with Google Calendar and Apple Calendar so a substitute sees the change on her phone.
Cancel from the billing screen and the plan stops at the end of the current month. Before you go, export clients, packages, attendance history and outstanding waitlist entries in one archive. We keep the account readable for thirty days in case you change your mind, then delete it. No exit interview, no retention call.
That is exactly the case we built for. Each apparatus is entered on its own with its own name, so three Balanced Body reformers, one with a tower and two older units without a jump board, are four different bookable resources. A class template requests the apparatus it needs and the calendar refuses a booking the equipment cannot support. If a spring set is out for service you mark that unit down and the schedule reprices its capacity immediately.
Spring Line
The magazine for owners who run the room and the roster
Spring Line reports on the arithmetic, the apparatus and the employment rules behind a group reformer schedule. Three of the latest pieces are below.
numbers and benchmarks
How many reformers do I actually need before I can run a profitable group class schedule?
Reformer count sets your ceiling on revenue per hour and your floor on rent and payroll. Here is how to work the arithmetic backward from your lease and your instructor rate.
regulation and compliance
What does my studio owe an instructor who is classified as an employee instead of a contractor?
Fixed schedules, studio scripts and required trainings all push instructors toward employee status. Here is what the classification tests look at and what reclassifying actually costs per class.
practical guide
How often should reformer springs, ropes and straps be replaced in a busy group studio?
Springs lose tension, ropes fray from the inside and footbar hardware loosens under group class volume. A concrete inspection rhythm and replacement window for every wear part.
Talk to us
Bring your worst Tuesday and we will schedule it live with you
Send the shape of your studio: how many reformers, how many towers, which class formats you run and where the schedule usually breaks. We will build that week in a demo account and walk it with you on a call, so you see your own apparatus in the calendar rather than a sample studio.
Replies come from a person who has sat in on studio openings, usually within one business day. Prefer to skip the call and put your reformer count in writing? Email jimenezjulien42@gmail.com instead.
Saturday 8:00 Jumpboard Express
10 of 10 apparatus
No card is required to see the product, and we do not add you to a mailing list. Prefer email? Write to jimenezjulien42@gmail.com.