Evolve

Pricing

Quick Start

Get your studio running in 15 minutes

Quick Start Guide - Get Your Studio Running in 15 Minutes

Welcome! This guide will help you set up your fitness studio management system and take your first bookings in just 15 minutes.

What You'll Accomplish

By the end of this guide, you'll have:

  • ✅ Configured your studio profile
  • ✅ Created your first class
  • ✅ Scheduled recurring sessions
  • ✅ Added your first member
  • ✅ Created your first booking
  • ✅ Shared your public booking link

Let's get started!

Step 1: Create Your Studio Profile (3 minutes)

Your studio profile is what clients see on your public booking page.

What to Do:

  1. Click Settings in the main menu
  2. Fill in your studio information:

Required Fields:

  • Studio Name: Your business name (e.g., "Serenity Pilates Studio")
  • Email: Your business email
  • Phone: Your contact number

Recommended Fields:

  • Address: Your studio location
  • Description: A brief description of your studio (2-3 sentences) 
    Example: "Serenity Pilates Studio offers small-group Pilates classes
in a welcoming, supportive environment. Our certified instructors
focus on proper form and individualized attention."
  • Opening Hours: When you're open 
    Example: "Monday-Friday: 6am-8pm, Saturday: 8am-2pm, Sunday: Closed"

Optional:

  • Logo: Upload your logo (JPG or PNG, max 2MB)
  1. Click Save Changes

✅ Checkpoint: Your studio profile is complete!

Step 2: Create Your First Class (2 minutes)

Classes are templates that you'll use to schedule actual sessions.

What to Do:

  1. Click Classes in the main menu
  2. Click Add New Class (green button, top right)
  3. Fill in the class details:

Example: Morning Pilates

  • Class Name: Morning Pilates
  • Description: Beginner-friendly mat Pilates class focusing on core strength
  • Duration: 60 (minutes)
  • Capacity: 10 (maximum number of people)
  • Price: 25 (per session)
  • Instructor: Your name
  1. Click Create Class

💡 Tip: Start with 1-2 classes. You can add more later!

✅ Checkpoint: You've created your first class!

Step 3: Schedule Recurring Sessions (3 minutes)

Now let's schedule when this class happens each week.

What to Do:

  1. From the Classes page, find your "Morning Pilates" class
  2. Click Add Session button
  3. Select Recurring Session (this creates multiple sessions at once)
  4. Configure your schedule:

Example: Every Monday & Wednesday

  • Pattern: Weekly
  • Start Date: Next Monday
  • Start Time: 9:00 AM
  • Days of Week: Check ✅ Monday and ✅ Wednesday
  • End Date: Leave empty (unlimited) or set to 3 months from now
  1. Click Create Sessions

What Just Happened: The system created all your Monday and Wednesday 9 AM sessions for the selected period. Clients can now book these sessions!

💡 Common Schedules:

Daily Morning Class:

  • Pattern: Daily
  • Time: 9:00 AM
  • Days: Monday-Friday
  • Duration: Until you decide to stop

Weekend Workshop:

  • Pattern: Weekly
  • Days: Saturday
  • Time: 10:00 AM
  • End Date: 3 months from now

Monthly Workshop:

  • Pattern: Monthly
  • Day: First Saturday
  • Time: 2:00 PM

✅ Checkpoint: Your class is scheduled and ready for bookings!

Step 4: Add Your First Member (2 minutes)

Members are your clients. Let's add your first one.

What to Do:

  1. Click Members in the main menu
  2. Click Add Member
  3. Enter their information:

Required:

Optional but recommended:

  • Phone: +1 555-0123
  • Notes: Any allergies, injuries, or preferences 
    Example: "Prefers morning classes. Lower back sensitivity."
  1. Click Create Member

💡 Auto-Creation: Members are automatically created when they book through your public booking page, so you don't have to add everyone manually!

✅ Checkpoint: You have your first member!

Step 5: Create Your First Booking (2 minutes)

Let's book Jane into your Monday 9 AM class.

What to Do:

  1. Go to Classes page
  2. Click on the Weekly tab to see your calendar
  3. Find your Monday 9 AM "Morning Pilates" session
  4. Click Book or click on the session and then New Booking
  5. Select the member:
    • Choose "Jane Smith" from the dropdown
  6. Set payment:
    • Amount: $25 (pre-filled from class price)
    • Payment Status: Select "Paid" (if she paid) or "Unpaid" (if pay at door)
  7. Click Confirm Booking

What Just Happened:

  • Jane is booked for Monday at 9 AM
  • The available spots decreased from 10 to 9
  • Jane's visit count increased
  • A QR code was generated for her check-in

✅ Checkpoint: Your first booking is complete!

Step 6: Get Your Public Booking Link (1 minute)

This is your secret weapon - a link clients can use to book classes themselves!

What to Do:

  1. Go to Settings
  2. Scroll to Public Booking Link section
  3. Click Copy Link
  4. Your link looks like: https://yoursite.com/studios/abc123xyz

Where to Share Your Link:

Immediate (Do Now):

  • Text to existing clients
  • Post on Instagram/Facebook
  • Add to your email signature

This Week:

  • Add to your website
  • Add to Google Business Profile
  • Include in promotional flyers

How Clients Use It:

  1. Click your link
  2. See your studio info and available classes
  3. Select a date and class
  4. Enter their name and email
  5. Receive confirmation with QR code
  6. Show QR code at check-in

💡 Huge Time Saver: Once you share this link, clients can book 24/7 without you lifting a finger!

✅ Checkpoint: Your studio is now open for online bookings!

Step 7: Test Your System (2 minutes)

Let's make sure everything works!

Quick Tests:

Test 1: View Your Schedule

  1. Go to Classes > Weekly tab
  2. You should see your scheduled sessions
  3. The Monday session should show "9/10 spots" (one booking)

Test 2: View Your Booking

  1. Go to Bookings
  2. Select next Monday's date
  3. You should see Jane's booking

Test 3: Check Your Public Page

  1. Open your public booking link in a new browser tab (incognito mode)
  2. You should see your studio info
  3. You should see your scheduled classes
  4. Try clicking "Book" to see the booking form (don't submit)

All working? Perfect! You're ready to go!

What to Do Next

Immediate (Today):

Share Your Booking Link:

  • Send to existing clients via WhatsApp or text
  • Post on social media
  • Add to email signature

Add More Classes (If Needed):

  • Create your other class types
  • Schedule their sessions
  • Set different instructors if applicable

This Week:

Set Up Packages:

  • Create a "10-Session Pack" with 15% discount
  • Create a "Monthly Membership" option
  • Read the Package Guide

Add More Members:

  • Import your existing client list
  • Or wait for them to book through public page (auto-created)

Establish Your Process:

  • Decide on cancellation policy
  • Set up WhatsApp message templates
  • Plan your check-in process

Ongoing:

Daily:

  • Check upcoming classes in Dashboard
  • Review new bookings
  • Send class reminders to clients

Weekly:

  • Review booking trends
  • Follow up on unpaid bookings
  • Reach out to inactive members

Monthly:

  • Analyze popular classes
  • Review package sales
  • Plan schedule for next month

Quick Reference Cheat Sheet

Daily Tasks (5 minutes)

  1. Check Dashboard for today's classes
  2. Review new bookings
  3. Send reminders for today's classes
  4. Update payment status for completed classes

New Booking Workflow

  1. Classes > Select session > Book
  2. Choose member or enter new
  3. Set payment status
  4. Confirm Booking

Schedule Change Workflow

  1. Find session in Classes
  2. Click session > Edit
  3. Choose scope: This occurrence / This and future / All
  4. Make changes
  5. If bookings exist, enter notification message
  6. Confirm Changes

Check-In Workflow

  1. Bookings > Scan QR Code
  2. Client shows QR code
  3. Scan with camera
  4. Confirm attendance
  5. Update payment if needed

Common Questions

Q: Can I edit or delete a class? A: Yes! Edit anytime from the Classes page. To delete, you must first cancel all scheduled sessions.

Q: What if I need to cancel a class? A: Click on the session > Cancel > Choose scope > The system will show affected bookings > Enter notification message > Confirm.

Q: Can I change the time of a recurring class? A: Yes! Edit the session > Choose "This and Future" > Change time > Notify affected clients.

Q: What if someone books but doesn't pay? A: Mark the booking as "Unpaid" and follow up before the class. Update to "Paid" when payment is received.

Q: How do I handle a client cancellation? A: Find their booking > Cancel > Update payment status if refund is issued.

Q: Can I have different prices for different times? A: Yes! When editing a session, change the price and choose "This occurrence only."

Q: What if my studio is closed on a holiday? A: Find the session for that day > Cancel > "This occurrence only" > Notify booked clients.

Q: How do I contact all members? A: Go to Members page > Click WhatsApp icon for each member. (Bulk messaging coming soon!)

Getting Help

In-App Help

  • Hover over any ℹ️ icon for quick tips
  • Check the full User Guide for detailed instructions

Feature Guides

Support

  • Check documentation first
  • Contact your system administrator
  • Report bugs or request features through your admin panel

You're All Set! 🎉

Congratulations! Your studio management system is up and running. You can now:

  • ✅ Accept bookings 24/7 through your public page
  • ✅ Manage your class schedule
  • ✅ Track payments and attendance
  • ✅ Communicate with members
  • ✅ Grow your business

Pro Tip: Spend 10 minutes each week exploring a new feature. The more you use the system, the more time it will save you!

Next Steps:

  1. Share your booking link with clients
  2. Create a package for regular clients
  3. Set up your first week of classes
  4. Start taking bookings!

Welcome to easier studio management. You've got this! 💪