Evolve

Pricing

Complete Guide

Full reference documentation

Studio Management System - User Guide

Welcome to your complete fitness studio management platform! This guide will help you get the most out of your system.

Table of Contents

  1. Quick Start Guide
  2. Managing Your Class Schedule
  3. Booking Management
  4. Member Management
  5. Packages & Memberships
  6. Public Booking Page
  7. Studio Settings
  8. Tips & Best Practices

Quick Start Guide

Getting Started in 5 Steps

Step 1: Set Up Your Studio Profile

  • Go to Settings in the main menu
  • Fill in your studio information:
    • Studio name
    • Address and contact details
    • Opening hours
    • Upload your logo
  • Click "Save Changes"

Step 2: Create Your First Class

  • Navigate to Classes
  • Click "Add New Class"
  • Enter class details:
    • Name: e.g., "Morning Pilates"
    • Duration: 60 minutes
    • Capacity: 10 people
    • Price: $25
    • Instructor: Your name or instructor's name
  • Click "Create Class"

Step 3: Schedule Sessions

  • From your Classes page, find your new class
  • Click "Add Session"
  • Choose your schedule type:
    • One-time: For special workshops
    • Recurring: For regular weekly classes
  • For recurring classes:
    • Select days of the week (e.g., Monday, Wednesday, Friday)
    • Set start time
    • Choose when the series ends (or leave unlimited)
  • Click "Create Sessions"

Step 4: Add Your First Member

  • Go to Members
  • Click "Add Member"
  • Enter their information:
    • Name
    • Email (required)
    • Phone number
  • Click "Create Member"

Step 5: Create Your First Booking

  • Go to Classes or Bookings
  • Select a scheduled session
  • Click "Book"
  • Select the member you just created
  • Mark payment status as "Paid"
  • Click "Confirm Booking"

You're all set! Your studio is now operational.

Managing Your Class Schedule

Understanding Classes vs. Sessions

Classes are templates that define:

  • What type of class (e.g., Pilates, Yoga, HIIT)
  • Default duration, price, and capacity
  • Which instructor teaches it

Sessions are specific scheduled occurrences:

  • When the class happens (date and time)
  • Can override the default price, capacity, duration, or instructor

Creating Recurring Classes

Weekly Classes (Most Common)

  1. Click "Add Session" for your class
  2. Select "Recurring Session"
  3. Set start date and time
  4. Choose "Weekly" pattern
  5. Select days of the week
  6. Set end date or leave unlimited
  7. Click "Create Sessions"

Example: Every Monday and Wednesday at 9:00 AM

  • Pattern: Weekly
  • Days: Monday, Wednesday
  • Time: 9:00 AM
  • End: 6 months from now (or unlimited)

Monthly Classes

Perfect for workshops or special events:

  1. Choose "Monthly" pattern
  2. Select which day of the month (e.g., "First Monday" or "15th of each month")
  3. Set duration

Daily Classes

For intensive programs:

  1. Choose "Daily" pattern
  2. Set start and end dates
  3. Sessions created for every day in range

Viewing Your Schedule

Weekly Calendar View

  • See entire week at a glance
  • Color-coded by class type
  • Shows capacity and current bookings
  • Click any session to view details

Daily View

  • See all sessions for selected date
  • List format with full details
  • Quick booking actions

Editing Scheduled Sessions

When you edit a session, you'll be asked:

"This Occurrence Only"

  • Changes only affect the selected date
  • Use for: Temporary instructor changes, one-time price adjustments

"This and Future"

  • Changes apply from selected date forward
  • Use for: Permanent schedule changes, instructor changes from a certain date

"All Sessions"

  • Changes affect entire recurring series
  • Use for: Price increases for all future sessions, class description updates

Important: Safety Checks

When editing sessions with existing bookings, the system protects your clients:

  1. You'll see how many bookings will be affected
  2. You'll see which clients are impacted
  3. You can enter a message to send to affected clients
  4. Changes won't apply until you confirm

Example Scenario: You need to move your Monday 9 AM class to 10 AM

  1. Edit the session
  2. Choose "This and Future"
  3. Change time to 10:00 AM
  4. System shows: "5 bookings will be affected"
  5. Enter message: "Class time changed to 10 AM starting next week"
  6. Confirm changes
  7. Contact affected clients with the notification

Canceling Sessions

Canceling a Single Session

  1. Click on the session
  2. Click "Cancel Session"
  3. Choose "This Occurrence Only"
  4. System shows affected bookings
  5. Choose how to handle:
    • Notify clients
    • Offer credit or reschedule
    • Issue refunds
  6. Confirm cancellation

Canceling a Series

  1. Choose "All Sessions" or "This and Future"
  2. Review affected bookings across all dates
  3. Enter notification message
  4. Confirm cancellation

Session-Level Overrides

You can customize individual sessions without affecting the series:

Price Override: Holiday pricing

  • Edit session → Change price → "This Occurrence Only"
  • Useful for special events or workshops

Capacity Override: Extra space

  • Edit session → Increase capacity → "This Occurrence Only"
  • Useful when you have a larger room available

Instructor Override: Substitute teacher

  • Edit session → Change instructor → "This Occurrence Only"
  • Useful when regular instructor is unavailable

Booking Management

Creating Bookings

Manual Booking (You Create for Client)

  1. Go to Bookings or select a session from Classes
  2. Click "New Booking" or "Book"
  3. Select or enter client information:
    • Choose existing member from dropdown
    • Or enter new client details (they'll be added automatically)
  4. Payment options:
    • Select a client package (if they have one)
    • Or enter payment details manually
  5. Set payment status: Paid, Unpaid, or Refunded
  6. Click "Confirm Booking"

Client Self-Booking (Public Page)

See Public Booking Page section below.

Viewing and Filtering Bookings

Daily View

  1. Go to Bookings
  2. Use date picker to select date
  3. See all bookings for that day
  4. Shows: Client name, class, time, payment status

Filtering Options

  • By Class: See only Pilates bookings, only Yoga, etc.
  • By Status: Confirmed, Pending, or Cancelled
  • By Payment: Paid, Unpaid, or Refunded
  • By Date Range: Custom date selection

Search

  • Search by client name
  • Search by client email
  • Search by booking ID

Managing Bookings

Edit Booking

  1. Find booking in list
  2. Click "Edit"
  3. You can update:
    • Payment status
    • Booking status
    • Client information
    • Notes
  4. Click "Save Changes"

Cancel Booking

  1. Find booking
  2. Click "Cancel"
  3. Update payment status if refund issued
  4. Booking marked as cancelled
  5. Capacity freed up for session

QR Code Check-In System

How It Works

Each booking generates a unique QR code that clients can show at check-in.

Client Side:

  1. Client books a class
  2. Client receives booking confirmation with QR code
  3. Client saves QR code to phone or prints it
  4. Client shows QR code when arriving at studio

Studio Side:

  1. Click "Scan QR Code" in Bookings
  2. Allow camera access
  3. Point camera at client's QR code
  4. Booking details open automatically
  5. Confirm attendance
  6. Mark payment as received if needed

Benefits:

  • Fast check-in process
  • Reduces errors
  • Confirms booking authenticity
  • Professional experience for clients

Payment Tracking

Payment Statuses:

  • Paid: Payment received
  • Unpaid: Payment pending
  • Refunded: Payment returned to client

Best Practices:

  • Mark as "Paid" when payment received
  • Use "Unpaid" for reservations or pay-at-door
  • Use "Refunded" when cancellation refund issued
  • Add notes for partial payments

Package Payments:

  • When client uses a package, booking links to client package
  • No per-session payment needed
  • Package purchase tracked separately
  • Session count automatically deducted

Member Management

Adding Members

Manual Addition

  1. Go to Members
  2. Click "Add Member"
  3. Fill in details:
    • Full name
    • Email (required - unique per studio)
    • Phone number
    • Notes (allergies, preferences, etc.)
  4. Click "Create Member"

Automatic Addition

  • Members are automatically created when they book through the public booking page
  • If existing email is used, member information is updated

Member Profiles

Click on any member to see:

  • Contact Information: Name, email, phone
  • Statistics:
    • Total visits
    • Last visit date
    • Active packages
  • Booking History: Past and upcoming bookings
  • Package History: All packages purchased
  • Notes: Important information about the client

Member Communication

WhatsApp Integration

  1. From member list or member details
  2. Click the WhatsApp icon next to phone number
  3. Opens WhatsApp chat with client
  4. Send messages directly

Use Cases:

  • Send class reminders
  • Notify about schedule changes
  • Answer questions
  • Send promotions

Tracking Member Engagement

Visit Frequency

  • Total visits shows how often client comes
  • Last visit date shows recent activity
  • Use to identify:
    • Regular clients (reward with discounts)
    • Inactive clients (send re-engagement offers)
    • New clients (send welcome messages)

Package Usage

  • See which packages are most popular
  • Identify clients with expiring packages
  • Send renewal reminders

Packages & Memberships

Package Types

Session Packs

  • Fixed number of sessions
  • Use within validity period
  • Example: "10-Session Pack - $200, valid 3 months"

Memberships

  • Unlimited sessions during period
  • Example: "Monthly Membership - $150, unlimited classes"

Creating Packages

  1. Go to Packages
  2. Click "Create Package"
  3. Select type: Session Pack or Membership
  4. Enter details:
    • Name: "10-Session Starter Pack"
    • Description: "Perfect for new members"
    • Sessions: 10 (for session packs)
    • Validity: 90 days
    • Price: $200
  5. Set as Active
  6. Click "Create Package"

Package Examples

Starter Pack

  • Type: Session Pack
  • Sessions: 5
  • Validity: 30 days
  • Price: $100
  • Purpose: Trial for new clients

Regular Pack

  • Type: Session Pack
  • Sessions: 10
  • Validity: 90 days
  • Price: $200
  • Purpose: Regular clients (17% discount vs. single sessions)

Premium Pack

  • Type: Session Pack
  • Sessions: 20
  • Validity: 180 days
  • Price: $350
  • Purpose: Committed clients (30% discount)

Monthly Membership

  • Type: Membership
  • Sessions: Unlimited
  • Validity: 30 days
  • Price: $150
  • Purpose: Very active clients

Annual Membership

  • Type: Membership
  • Sessions: Unlimited
  • Validity: 365 days
  • Price: $1500
  • Purpose: VIP clients (2 months free vs. monthly)

Selling Packages to Members

  1. Go to Members
  2. Select the member
  3. Click "Purchase Package"
  4. Select package from dropdown
  5. Confirm purchase date (defaults to today)
  6. Set payment status
  7. Add any notes
  8. Click "Purchase"

The client package is now active and can be used for bookings.

Using Packages for Bookings

When Creating a Booking:

  1. Select the client
  2. If client has active packages, they'll appear in dropdown
  3. Select the package to use
  4. Booking links to package
  5. Session count automatically deducted

Package Validation: The system automatically checks:

  • Package is active (not cancelled)
  • Package hasn't expired (within validity period)
  • Package has sessions remaining (for session packs)

If any check fails, you'll be notified.

Monitoring Package Status

Active Packages

  • Within validity period
  • Has sessions remaining (session packs)
  • Can be used for bookings

Expired Packages

  • Past validity date
  • Cannot be used for new bookings
  • Client needs to purchase new package

Exhausted Packages

  • All sessions used (session packs only)
  • Cannot be used for new bookings
  • Client needs to purchase new package

Cancelled Packages

  • Manually cancelled
  • Cannot be used
  • Sessions returned to client or refunded

Best Practices for Packages

Pricing Strategy:

  • Offer 15-20% discount for 10-session packs
  • Offer 25-30% discount for 20-session packs
  • Monthly memberships should cost 10-12 single sessions
  • Annual memberships offer 15-20% discount vs. monthly

Validity Periods:

  • Starter packs: 30 days (encourages quick usage)
  • Regular packs: 90 days (3-month commitment)
  • Large packs: 180 days (6-month commitment)
  • Memberships: Monthly auto-renewing or annual

Package Mix:

  • Offer at least 3 package tiers
  • Small pack for trial
  • Medium pack for regular clients
  • Large pack or membership for committed clients

Public Booking Page

Setting Up Your Public Booking Page

Get Your Public Link:

  1. Go to Settings
  2. Find "Public Booking Link" section
  3. Your unique link is displayed
  4. Click "Copy Link" to copy to clipboard

Share Your Link:

  • Add to your website
  • Include in email signature
  • Share on social media
  • Add to Google Business Profile
  • Include in promotional materials

Example URL:

https://yourstudio.com/studios/abc123xyz

What Clients See

Studio Information:

  • Studio name and logo
  • Description
  • Address
  • Phone and email
  • Opening hours

Available Sessions:

  • Calendar view or list view
  • All upcoming sessions
  • Class names and times
  • Available spots remaining
  • Price per session

Booking Process:

  1. Client selects a date
  2. Client sees available classes for that day
  3. Client clicks "Book" on desired session
  4. Client enters information:
    • Full name
    • Email address
    • Phone number (optional)
  5. Client confirms booking
  6. Client receives confirmation with QR code

Managing Public Bookings

Automatic Processing:

  • Booking created in your system
  • Client added to members (if new)
  • Capacity updated automatically
  • QR code generated
  • Client can download QR code

Notification:

  • You see new bookings in Bookings
  • New bookings marked as "Pending" payment
  • Follow up with client for payment
  • Update payment status when received

Customizing Your Public Page

Studio Profile:

  • Keep description current
  • Add attractive logo
  • Ensure contact info is correct
  • Update opening hours

Class Descriptions:

  • Write clear, appealing descriptions
  • Mention instructor qualifications
  • Explain what to bring
  • Note difficulty level

Pricing:

  • Display clear pricing
  • Mention package options in description
  • Add promotional info in studio description

Studio Settings

Profile Information

Basic Details:

  • Studio name (appears on public page)
  • Description (tell clients about your studio)
  • Address (helps clients find you)
  • Phone and email (contact methods)

Branding:

  • Logo upload (shows on public booking page)
  • Appears in booking confirmations
  • Professional appearance

Operating Hours:

  • List your opening hours
  • Appears on public page
  • Helps clients know when to visit

Public Booking Settings

Your Unique Link:

  • Automatically generated
  • Cannot be changed
  • Permanent link to your booking page
  • Share anywhere

Tips & Best Practices

Scheduling

Plan Ahead:

  • Schedule recurring classes for entire season
  • Create sessions 2-3 months in advance
  • Gives clients time to plan and book

Consistent Schedule:

  • Keep regular days and times
  • Clients build routines around your schedule
  • Changes confuse and frustrate clients

Handle Changes Carefully:

  • Use "This and Future" for permanent changes
  • Always notify affected clients
  • Give as much notice as possible (minimum 24-48 hours)

Capacity Management:

  • Set realistic capacity based on your space
  • Consider leaving 1-2 spots buffer for emergencies
  • Don't overbook - reduces quality

Booking Management

Payment Tracking:

  • Mark payments immediately when received
  • Follow up on unpaid bookings before class
  • Use notes for partial payments or special arrangements

Cancellation Policy:

  • Establish clear policy (e.g., "24 hours notice required")
  • Communicate policy on public booking page
  • Be consistent but fair

No-Shows:

  • Track in member notes
  • Contact repeat offenders
  • Consider deposit system for chronic no-shows

Member Relationship

Communication:

  • Send class reminders via WhatsApp
  • Notify immediately about schedule changes
  • Thank clients for attending
  • Ask for feedback periodically

Engagement:

  • Track visit frequency
  • Reach out to inactive members
  • Reward loyal clients with discounts or perks
  • Celebrate milestones (10th visit, 1-year anniversary)

Package Renewals:

  • Monitor expiring packages
  • Send renewal reminder 1 week before expiry
  • Offer renewal discounts
  • Make renewal process easy

Business Operations

Regular Reviews:

  • Weekly: Check upcoming classes and bookings
  • Monthly: Review member engagement and package sales
  • Quarterly: Analyze popular classes and revenue trends

Data Backup:

  • System backs up automatically
  • Export member list periodically for your records
  • Keep payment records organized

Growth Strategies:

  • Analyze which classes are most popular
  • Identify peak times
  • Add classes during high-demand times
  • Eliminate poorly attended classes

Quality Control

Before Each Class:

  • Review booking list
  • Confirm instructor availability
  • Ensure studio is prepared
  • Have QR code scanner ready

After Each Class:

  • Mark attendance
  • Update payment status for unpaid bookings
  • Note any issues in client profiles
  • Clean and prepare for next class

Customer Experience:

  • Respond quickly to booking inquiries
  • Confirm bookings promptly
  • Send reminders day before class
  • Follow up after first visit
  • Request reviews from satisfied clients

Need Help?

Common Questions

Q: Can I delete a class? A: Yes, but only if it has no scheduled sessions. Cancel all sessions first, then delete the class.

Q: What if I overbooked by accident? A: Edit the session and increase capacity, or cancel one booking and notify the client.

Q: Can clients cancel their own bookings? A: Not currently. They need to contact you to cancel. Update the booking status to "Cancelled."

Q: How do I handle refunds? A: Cancel the booking and change payment status to "Refunded." Handle actual payment refund through your payment processor.

Q: Can I have multiple instructors? A: Yes, either create separate classes for each instructor or use session-level instructor overrides.

Q: What if a package expires with sessions remaining? A: Package automatically becomes inactive. You can extend validity by editing the client package purchase date.

Q: How do I run a promotion? A: Create a special promotional package with discounted pricing and limited validity period.

Q: Can I export my member list? A: Check your database settings or contact support for export functionality.

Contact Support

For technical issues or feature requests, please reach out through your studio admin panel or contact your system administrator.

Getting the Most from Your System

This system is designed to:

  • Save you time on administrative tasks
  • Reduce errors and double-bookings
  • Improve client experience
  • Track your business performance
  • Scale with your studio's growth

Key Success Factors:

  1. Keep your schedule updated
  2. Respond quickly to bookings
  3. Track payments diligently
  4. Communicate changes clearly
  5. Use packages to build loyalty
  6. Monitor member engagement
  7. Leverage the public booking page

With consistent use and following these best practices, you'll run your studio more efficiently and provide an excellent experience for your clients.

Welcome to easier studio management!