5 Ways to Improve Your Pilates Booking System and Create a Smoother Client Experience

Whether you teach mat Pilates, run small group equipment classes or manage a reformer studio, your booking system plays a much bigger role in your business than you might think. For many clients, it’s their first real interaction with you — a moment that can either build trust or cause friction.

Most Pilates teachers set up a booking system to reduce admin, manage capacity or take payment upfront. But once the system is in place, it’s easy to leave it untouched for months at a time, even if it isn’t performing as well as it could.

A well-optimised booking journey helps clients feel confident, welcomed and looked after. It also supports retention, reduces cancellations and gives you a more accurate picture of your class demand.

This guide walks you through five practical ways to improve the booking system you already use, whether that’s Bookwhen, Acuity, Momence, Bsport, Glofox or another platform. These refinements help create a more professional, client-centred experience without adding extra stress or complexity to your day-to-day.

If you’d like deeper support, you can download my Booking System Checklist, or work through the systems module inside Build Your Pilates Business or join my membership group The Orchard for advice & support.

1. Improve Your Confirmation and Reminder Emails

Your automated emails are one of the most powerful — and often underused — elements of your entire Pilates booking flow. These messages set expectations, calm nerves and help clients feel confident before they arrive.

Why this matters especially for Pilates

Pilates clients often have additional considerations:

• What to wear

• Whether grip socks are required

• Where to put belongings

• What to expect from equipment-based classes

• How to prepare if they’re completely new

• If they’re attending a class with limited reformer capacity

Clear guidance helps reduce uncertainty and ensures clients feel welcome.

What to include in confirmation emails

• Class time and location

• Parking and access information

• What to expect from the session

• Grip sock requirements, equipment notes or studio etiquette

• A link to your FAQ page

• A reminder of your cancellation/transfer policy

• How to contact you if they have questions

This creates a smoother, more reassuring experience — especially for beginners.

What to include in reminder emails

Send these the evening before class, typically around 6pm.

Include:

• Class name and teacher

• Access or parking details

• Any equipment they need to bring

• A link to manage their booking

• Gentle reminders about your policy

This timing keeps the class top-of-mind without overwhelming inboxes.

2. Strengthen Your Class and Programme Listings

Your booking page is more than an admin tool — it’s a sales page that needs to clearly communicate whether a class is right for someone.

Pilates clients often seek specific outcomes (core strength, rehabilitation, toning, mobility), and need clarity about class type, pace and level.

Each listing should include:

• A clear description of the session

• The level: beginner, mixed, intermediate or specialised

• Space limitations (e.g., six reformers available)

• What equipment clients will use

• Suitability (e.g., postnatal, injury-friendly, athletic conditioning)

• What to bring

• Professional imagery

• Any prerequisites for equipment classes

Small details help clients book confidently and reduce pre-class nerves — particularly for those joining equipment-based Pilates for the first time.

3. Review the Flow and Timing of Your Booking Notifications

The rhythm of your automated emails impacts client retention and no-show rates.

Recommended timing

• Confirmation: immediately after booking

• Reminder: evening before the class

• Follow-up (optional): once a week for new clients only

Avoid sending too many follow-ups. If someone attends three classes a week, they don’t need three identical “How was your session?” messages. This can feel impersonal and automated.

A helpful baseline

Aim for:

• Clear, friendly tone

• Consistent formatting

• Useful information

• No unnecessary clutter

This creates a streamlined, professional feel that supports your client experience.

4. Simplify and Clarify Your Pricing Structure

Pilates pricing can become complicated very quickly — especially for teachers offering a mix of mat, reformer, semi-private and 1:1 sessions.

Too many pricing options can overwhelm clients and cause indecision.

Aim for a simple structure that includes:

• A clear single-class drop-in rate

• A beginners or introductory offer

• One or two well-structured pass options

• Memberships only if they genuinely suit the business model

If you offer both mat and equipment classes, make sure your pricing clearly explains:

• Which passes apply to which classes

• The difference in value and experience

• Whether reformer passes are separate

Simple pricing = quicker decisions = more bookings.

5. Create a Thoughtful, Uncluttered Follow-Up Experience

Follow-up emails can help new clients feel supported, but they should be used carefully.

Good follow-ups include:

• A welcome email to first-time clients

• A check-in after their first class

• An invitation to join your email list

• A gentle request for a review or testimonial

• Recommendations for classes that align with their goals

Avoid this common issue

Repeating the same automated follow-up multiple times a week. Pilates clients attending several sessions quickly feel fatigued by this.

Keep follow-ups purposeful and considerate rather than repetitive.

A Bonus Step: Test the Entire Booking Journey Yourself

Once a quarter, go through your booking system like a brand new client:

• Is it clear what the class involves?

• Are the emails personalised and helpful?

• Is the cancellation process easy?

• Do you see any friction points?

• Is the language friendly and welcoming?

• Are you asking for too much information up-front?

This simple audit often reveals small issues that create big barriers for clients.

Creating a Smoother Pilates Booking Experience

You don’t always need a new booking system — often, the biggest improvements come from optimising what you already have. A smoother client journey supports retention, builds trust and increases bookings without requiring more marketing.

If you'd like more support:

• Download my Booking System Checklist

• Explore the systems module inside Build Your Pilates Business

• Join The Orchard for ongoing support, accountability and guidance

A polished booking system is one of the simplest ways to elevate your Pilates business and make life easier for both you and your clients.