Managing a Pilates studio: method and tools that work

Running a Pilates studio isn't just about filling mats. Between limited capacity, high-demand slots and an ultra-polished customer experience, every decision counts. Here is a step-by-step method, tested in the field, to gain profitability and peace of mind - and how EKKLO can help you.

Why managing a Pilates studio is unique

Limited capacity, obligatory excellence

A Pilates studio has few spaces per course. A single no-show can tip the margin of a slot. The key: careful management of reservations and a consistent premium experience.

A mix of offers to balance

Between group lessons, duets and private sessions, each format has different profitability. Your grid must balance immediate margin and loyalty.

Loyalty before volume

A Pilates studio earns mainly thanks to regular customers. The journey must encourage habit: same times, rituals, visible progress.

Indicators to follow from the start

• Occupancy rate by slot
• No-show and late cancellation rate
• Average basket per customer/month
• Satisfaction (NPS) and re-purchase at 30/60 days

Prospecting tip: if you are launching the studio or a new room, start by securing local demand. This guide can help: obtain your first 3 clients quickly.

Build a profitable schedule without losing the soul of the studio

Map your peak and off-peak hours

• Peak hours: 7 a.m.-9 a.m., 12:30 p.m.-1:30 p.m., 6 p.m.-8 p.m.
• Off-peak hours: mid-morning and afternoon.

Place the most profitable formats at peak times (group lessons/duos) and private coaching during off-peak hours.

Define clear cancellation rules

• Free cancellation up to 12-24 hours before.
• Penalty (credit lost) after the deadline.
• Automatic waiting list: if a place becomes available, instant notification.

With EKKLO, these rules automatically apply to reservations and credits.

Choose the right pricing model

• Session books: predictable, little risk of saturation.
• Monthly subscriptions: recurring income, but be careful with capacity.
• Unlimited: to be used with simultaneous reservation quotas or “off-peak” slots.

Quoted example of optimized planning

• Pilates studio with 8 mats, 35 classes/week.
• Occupancy objective: 80% on average, 90% during peak hours.
• Average price per place: €18 group lesson; 60 € private.
• Weekly mix: 28 group lessons (8 places), 5 duos, 10 private during off-peak hours. Target result: 9,000-11,000 € monthly turnover depending on season, with no-show rate < 6% thanks to reminders.

Reservation and payment: remove friction

Mobile reservation in 3 clicks

• Up-to-date showcase: visible schedule, photos, coaches bio.
• Secure payment at the time of reservation.
• Confirmation + addition to the calendar in one tap.

With EKKLO, your customers book, pay and receive their confirmations/follow-ups in the same space.

Transparent penalties, aligned customers

• No-show: loss of credit or fixed fee (e.g. €8).
• Late cancellation: same rule.
• Exceptional case: courtesy code to repay a loan in one click.

Manage credits, subscriptions and packages

• Credits 1/5/10, validity 3 months.
• Subscription 4/8/12 monthly sessions, carryover limited to 1 month.
• Pack duo/private for off-peak hours at attractive prices.

Useful automations

• D-2 and H-3 reminders (e-mail + push).
• Welcome message after 1st lesson.
• Relaunches “we'll keep your place for you” if absent for 7 days.

To go further on the automation side, read: automate your business when you are a coach.

Customer experience and loyalty that make the difference

Onboarding new people members

• Express questionnaire: objectives, background, time preferences.
• Mandatory introductory session for posture and breathing.
• 4-week mini-plan: “2 classes/week + 5 min breathing/day”.

Visible monitoring of progress

• Posture photos (profile/back) at start-up then at 6 weeks.
• Simple indicators: hip/shoulder mobility, balance 30 seconds/leg.
• Motivation badge: “10 classes”, “1st successful teaser”, etc.

Create an active community

• Challenge 21 days: 2 classes/week + 3 home routines.
• Monthly attendance table (digital, no shaming).
• Thematic sessions: “back without pain”, “office posture”.

Collect and use feedback

• Micro-survey after 3 classes: 2 questions + field free.
• Monthly NPS: follow progress by coach/slot.
• Respond within 24 hours to negative feedback; propose a concrete solution.

Simple marketing that fills the mats

Tailored (and profitable) trial offers

• Discovery offer: 3 classes/14 days, bookable outside peak periods.
• Include a 10-minute call to direct you to the right one formula.

Local content and social proof

• 2 posts/week: before-after posture, customer testimonial, behind the scenes.
• Reels 20-30 s: 1 exercise, 1 instruction, 1 common error.
• Encourage UGC: monthly draw for tagged stories.

If you are creating your offers, take inspiration from this guide: design attractive packages.

Neighborhood partnerships that convert

• Osteopaths/physiotherapists: “posture & mobility” packs.
• Nearby companies: lunchtime classes, subsidized 10-session card.
• Cafes/boutiques: display with QR reservation code.

Anticipate price objections

• Verbalize it value: security, personalization, progression.
• Offer duo formats to make the private sector accessible.
• Offer a “satisfied or 1 free credit” guarantee.

Dashboard: manage with 8 metrics

Occupancy by slot (weekly and monthly)

Objective: 80% on average, >90% peak. Compare by coach and per day to adjust the grid.

Monthly recurring revenue

Follow the share of subscriptions vs. notebooks. Aim for 60-70% recurring revenue to smooth out seasonality.

Customer lifetime value and acquisition cost

• CLV: average monthly basket × average duration (months).
• CAC: marketing budget / new customers. Goal: CLV ≥ 4 × CAC.

No-show, churn and repurchase

• No-show < 6% thanks to recalls + penalties.
• Monthly churn < 5% on subscriptions.
• Repurchase rate of notebooks > 55% at 60 days.

With EKKLO, all this data is centralized: reservations, payments, messages and customer progress in one place.

Set up the method in 7 days with EKKLO

Days 1-2: offers and planning

• Create 3 products max at departure: notebook 10, subscription 8/month, private.
• Configure peak/off-peak hours and waiting list.

Days 3-4: payments and automations

• Activate online payment and cancellation penalties.
• Schedule reminders D-2/H-3 and the post-course message.

Day 5: migration of members

• Import of clients and allocation of credits.
• Welcome email with 1-click reservation link.

Days 6-7: public launch and follow-up

• Local announcement + partners + discovery offers.
• Monitor occupancy/no-show; adjust the following week.

For content and visibility, you can also take inspiration from this practical guide: create Instagram/TikTok content with AI.

To remember

• A Pilates studio wins with a tight schedule, clear rules and a premium experience.
• Frictionless reservations and payments = fewer no-shows and more repurchases.
• Build loyalty through careful onboarding, visible monitoring and an active community.
• Manage with 8 simple metrics: occupancy, no-show, repurchase, recurring revenue.
• Set up in 7 days with EKKLO, without complexity.

Conclusion: take action this week

Your studio Pilates can gain 10-20% occupancy in 30 days with the right mix of offers + planning + automation. Centralize bookings, payments, progress tracking and messages in one place with EKKLO. Need help with pricing? Also read: fixing your rates when you start and contact us via EKKLO for a demo.