Before You Choose a Booking System for Your Yoga or Pilates Business: Read This First
Choosing a booking system is a big step for any yoga or Pilates teacher. Whether you’ve been managing bookings manually, taking payments in class, or using a basic setup that no longer fits, reaching the point where you need proper software is a positive sign. It means your business is growing.
But with so many platforms available, it’s normal to feel overwhelmed and unsure of what you really need. The truth is, there’s no single “best” booking system. There’s only the best fit for your business model, your students, and your long-term goals.
This guide will help you understand what to look for, what to avoid, and how to make a confident decision without wasting time or money.
If you’d like structured support with this, my downloadable Booking System Checklist is a great place to start, and we also cover this in depth inside my signature course Build Your Yoga Or Pilates Business.
Why You Might Be Ready for a Booking System
Many teachers start with simple methods: pay-as-you-go cash, bank transfers, email confirmations, or tracking attendance on a spreadsheet. This absolutely works at the beginning.
But as you grow, you may recognise some of these signs:
You’re spending too much time on admin.
Students forget to pay or don’t show up.
You’re losing track of who’s booked into what.
You want to offer class passes or memberships.
You want to take payment upfront to reduce no-shows.
You want your customer experience to be smoother and more professional.
When this starts happening, it’s usually time to move to a proper booking system that supports you rather than creating more work.
The Benefits of Moving to a Booking Platform
A well-chosen booking system can:
Reduce admin and save hours each week
Take payment upfront (reducing cancellations and uncertainty)
Collect necessary student information
Provide automated confirmations and reminders
Keep accurate attendance records for insurance
Offer class passes, bundles or memberships
Improve the customer experience significantly
Help you look professional and trustworthy online
It’s not just about the software; it’s about creating a seamless journey for your students, from discovering your classes to booking their spot.
What to Think About Before You Choose a Booking System
Below are the key areas to consider. These are the same questions I use with my clients when we’re choosing software for their yoga or Pilates businesses.
1. Class, Course and Event Information
Make sure the platform allows you to clearly present:
Class descriptions
Level or suitability information
What students should expect
Venue details, parking, access
Equipment or props needed
Many people feel nervous before attending a new class. Your booking page plays a big part in building trust and helping them feel at ease.
2. Payment Options and Fees
Nearly all booking systems integrate with payment gateways such as Stripe or PayPal. Each one charges a transaction fee, e.g.:
A small fixed fee per payment
A percentage of the transaction
This is standard and unavoidable.
Think about:
Which payment methods your students prefer
Whether you want pay-as-you-go, passes, memberships, or a mix
Whether fees will impact your margins
If you choose Stripe, download their app — it’s very helpful for managing payments on the go.
Standalone platforms like Eventbrite have their own payment system. They can be useful for one-off workshops but tend to have higher fees and don’t integrate neatly with your site.
3. Class Passes, Bundles and Memberships
If you plan to offer:
5-class passes
10-class passes
Introductory offers
Monthly memberships
Hybrid class and on-demand packages
then you need a platform that supports this without becoming overly complicated.
Choose the structure that suits your students, not the structure that suits the software.
4. Cancellations, Transfers and No-Shows
Life happens and people need flexibility. Look for:
Clear, simple cancellation settings
The ability for students to self-manage bookings
A transfer option if they can’t make a class
A system that respects your time and boundaries
A smooth cancellation system makes things easier for everyone and reduces admin for you.
5. Reminder Emails and Communication Tools
Reminder emails are an essential part of the student experience.
You should be able to customise:
Confirmation emails
Reminder emails
Follow-up messages
Use these to:
Answer FAQs
Reduce pre-class nerves
Share access and parking details
Reinforce your cancellation policy
Make sure students feel welcomed and informed
The open rates on these emails are extremely high, so they’re a quiet but powerful marketing tool.
6. Booking Page Design and Branding
Your booking page should feel like an extension of your brand.
Check whether you can:
Add your own branding
Use your colours and imagery
Keep the layout clean and readable
Some systems offer beautiful, modern layouts. Others feel dated or clunky. Make sure it reflects the quality of your teaching.
7. Website Integration
Ask:
Can you embed the booking system into your website?
Will it open on a separate page?
Does it sit neatly within your existing navigation?
Embedded options tend to provide a smoother, more cohesive experience.
If you’re on Squarespace, you want something that embeds cleanly and doesn’t require heavy technical setup.
8. GDPR and Data Protection for UK Teachers
If you’re collecting personal information — including medical notes — you must comply with GDPR.
Check that your booking system:
Allows you to customise the fields you collect
Stores data securely
Provides clear data handling policies
Has a Data Processing Agreement (DPA)
States GDPR compliance clearly on its website
Most importantly:
If you collect personal data from students (which almost all teachers do), you must be registered with the ICO. This applies even if you’re a one-woman business.
9. Usability and Customer Experience
This is the area teachers often overlook — and yet it’s the most important.
Here’s my one non-negotiable:
Test the system as a customer.
Not just you — ask friends or family to test too.
If the process is clunky, confusing, slow, or requires too many steps, students will drop off.
Your booking system should make it easy to book, not harder.
10. Price, Plans and Functionality
Most booking systems offer tiered pricing.
Think about:
What features you actually need
Whether you’ll outgrow the lower-tier plan
Whether you risk overpaying for features you’ll never use
For most yoga and Pilates businesses, the right system will fall somewhere between £25–£40 per month when starting out.
My advice: be wary of expensive, overly complex software unless you’re running a large studio.
Is There a “Right” Booking System?
No booking system is perfect. They all have strengths and gaps. What matters is choosing a platform that supports your workflow and feels easy for your students.
Some options you may want to explore include:
Acuity
Bookwhen
BookingHawk
Bsport
Glofox
MarianaTek
Mindbody
Momence
MomoYoga
OfferingTree
Reservie
WellnessLiving
Wix Bookings
I don’t receive commission from any of these and I don’t recommend one over another — the best choice depends on your specific needs.
Before You Commit: A Simple Checklist
Use this list to evaluate any booking system you’re considering:
Is it easy for students to book and pay?
Can it support the pricing options you want to offer?
Does it integrate neatly with your website?
Are the emails customisable?
Are the fees reasonable?
Does it support passes, bundles or memberships?
Is the design clean and on-brand?
Does it offer the reporting you want?
Is customer support responsive?
If you’d like the full checklist, you can download The Booking System Checklist.
Need More Support?
If you’d like a clearer, step-by-step process for building your yoga or Pilates business, the module on systems inside Build Your Yoga Business walks you through everything.
And if you’d like personalised guidance, you’re always welcome inside The Orchard, my mentorship and support hub for wellness professionals.
