Pilates Booking Software: How to Streamline Your Scheduling
Last Updated on 12 December, 2025
As a Pilates studio owner, you already know that your passion is teaching, helping clients find their power, strength, and mind-body connection. But what often ends up consuming your time is the endless cycle of admin work: answering booking requests, chasing payments, managing waitlists, and coordinating multiple instructor schedules.
This is where dedicated Pilates booking software becomes essential. It’s the behind-the-scenes tool that takes the administrative burden off your plate, allowing you to focus on delivering exceptional classes and growing your community.
In this post, we’ll walk you through how the right Pilates booking software can streamline your scheduling, enhance your client experience, and unlock new growth for your studio.
Key takeaways: Pilates booking software
- Pilates booking software automates scheduling, payments, and client communication so your team saves hours each week.
- Cloud-based tools keep your schedule updated in real time and give clients a seamless, mobile-first booking experience.
- Advanced platforms offer must-have features like CRM, memberships, integrated payments, and AI receptionist tools.
- The right software supports growth by managing staff roles, reporting, marketing, and retention from one place.
- WellnessLiving stands out with a full suite of scheduling, payment, CRM, and branded app features for studios of any size.
What is Pilates studio software?
Pilates studio software is an all-in-one system that helps you manage class scheduling, client bookings, payments, memberships, and daily studio operations from a single dashboard.
Core features of Pilates studio software
The best Pilates software goes beyond a simple calendar. It provides a suite of tools built to save you time and maximize revenue:
- Online booking and scheduling for classes, private sessions, and workshops
- Equipment booking for reformers, towers, and props
- Waitlist management that fills spots automatically when clients cancel
- Virtual class hosting and on-demand video libraries
- Loyalty and rewards programs to encourage repeat visits
- Automated reminders via email, SMS, and push notifications
- Staff management, including payroll exports and performance analytics
How cloud-based Pilates software works
Cloud-based pilates software runs on secure online servers that store your schedules, client data, and payments in one place. There’s nothing to download, and your team can access the system from any device, whether it’s at the front desk, in the studio, or even while they’re teaching offsite.
Because everything is managed in the cloud, updates happen instantly. When a client books, cancels, or joins a waitlist, the schedule refreshes in real time, so both staff and clients always see the most accurate availability through your website or mobile app.
Recent industry data backs up this shift toward digital convenience. According to the 2025 Global Virtual Fitness Market report, virtual and cloud-based fitness solutions are expected to reach USD 106.4 billion by 2030, growing at a CAGR of more than 26%. This is a clear indicator that clients now expect fast, mobile-first booking and a frictionless experience from their studios.
An example in action
Let’s say your studio uses WellnessLiving’s Pilates booking software. A client visits your website, books a reformer class for Wednesday at 6 PM, pays via Stripe integration, and receives a confirmation email. Two hours before the session, they get a text reminder. After class, the system logs their attendance and awards points to their loyalty program. All of this happens automatically, without your staff lifting a finger.
And real studios have seen results. Momentum Pilates shared their experience after switching to WellnessLiving:
“[With WellnessLiving], our revenue has tripled, and we’re now offering an impressive schedule, featuring over 50 in-person classes, 15 virtual classes, and an on-demand video library.”
What’s the difference between Pilates management software and basic scheduling tools?
Basic scheduling tools handle the bare minimum: showing availability and letting clients book classes. They’re useful for solo instructors or early-stage operations, but they don’t support the complexities of running a full Pilates studio. You won’t get automations, membership billing, equipment management, or staff tools.
Pilates management software goes several levels deeper. It becomes the operational backbone of your studio and allows you to manage memberships, revenue, staff, performance analytics, marketing campaigns, loyalty programs, and client retention features that help you grow.
See this post on the Best Management Software for Running Pilates Studios Smoothly for a deeper dive.
What are the must-have features in the best Pilates studio software today?
Here’s what you need to thrive in today’s boutique fitness landscape.
- Seamless online booking system. Clients should be able to view schedules, reserve equipment, and book classes without calling the front desk or waiting for email responses.
- Smart scheduling and calendar management. Your platform should help manage multiple class types, instructor availabilities, room usage, and equipment assignments, without the risk of overlap.
- Membership and package management. A strong system supports recurring payments, auto-renewals, class packs, intro offers, and holds, all while keeping client accounts organized.
- Integrated payment processing. Look for built-in payment tools that accept credit cards, ACH, digital wallets, and check-ins from your mobile app or POS.
- CRM (client relationship management). A CRM helps track client history, attendance, engagement, and preferences so you can personalize their experience and keep retention high.
- Integration with 3rd-party tools. Your platform should connect with tools like QuickBooks, Google Calendar, Zoom, website builders, and marketing platforms.
- 24/7 virtual front-desk / AI receptionist. A built-in or integrated AI receptionist (like CAASI) that can answer inquiries, take bookings or payments, and respond to messages outside of office hours, so you never miss a lead or booking opportunity. Learn more in our 2025 guide to virtual-receptionist pricing.
“[WellnessLiving] is super user-friendly and phone-friendly. I can rebook a client, check attendance, and track sales all while I’m out running errands or getting my nails done. I don’t need to be at a desk or on a laptop.” — Cindy, Co-owner of Studio 27 Pilates.
WellnessLiving vs. common alternatives
| Feature | WellnessLiving | Mindbody | Glofox |
|---|---|---|---|
| Online Booking | Yes | Yes | Yes |
| Mobile App (White-Label) | Yes | No | Yes |
| Loyalty & Rewards | Yes | Yes | No |
| CRM with Automations | Yes | No | No |
| Marketing Email/SMS Suite | Yes | Limited | Yes |
| Instructor Performance Tracking | Yes | Yes | Yes |
| Custom Branding Options | Yes | No | Limited |
| AI Receptionist | Yes | Yes | No |
How much does Pilates studio software cost?
Pilates software pricing varies depending on the size of your studio and the features you choose. Here’s a quick overview of common pricing tiers:
| Pricing Tier | Average Monthly Cost | Common Features |
|---|---|---|
| Starter | $39 – $69 | Scheduling, online booking, mobile access |
| Core/Standard | $89 – $149 | CRM, email/SMS reminders, payments, reports |
| Professional | $159 – $249 | Staff roles, memberships, loyalty tools, branded mobile app |
| Enterprise | $250+ | Multi-location, advanced reporting, custom integrations |
Which is the best Pilates studio software for 2026?
Studios today have several solid options, but each platform fits a different type of business:
- WellnessLiving is designed to scale, from boutique studios to multi-location operations
- Momoyoga caters mostly to solo instructors
- Mindbody remains a well-known name in the industry
- Glofox is popular among boutique gyms
Here’s a breakdown of the best pilates studio software for 2026:
| Platform | Best for | Key features | Branded app | Price range* | Support |
|---|---|---|---|---|---|
| WellnessLiving | Studios of all sizes | Scheduling, full CRM, loyalty tools, custom app, reporting | Yes | $69–$250+ | 24/7 Chat & Phone |
| Mindbody | Large franchises | Booking, POS, marketing tools (some features add-on) | Paid add-on | $129–$399+ | Phone & Email |
| Glofox | Boutique studios & gyms | Class booking, memberships, basic CRM | Basic | $110–$270 | Email & Chat |
| Momoyoga | Solo instructors | Simple scheduling, mobile-friendly, no CRM | No | $25–$45 |
*Pricing may vary depending on plan and region.
Why choose WellnessLiving’s Pilates booking software
WellnessLiving stands out because it brings every essential tool (i.e., CRM, scheduling, payments, marketing, retention, reporting, and a fully branded app) into a single, easy-to-use platform. It’s built to support your studio as you grow, reduce your administrative workload, and deliver a better client experience day after day.
Ready to simplify scheduling and elevate your studio? Book a free demo with WellnessLiving and see how it can transform your business.
FAQs about Pilates booking software
Most pilates software is built for non-technical users, so setup is straightforward. Platforms typically include guided onboarding, clear setup steps, and support teams who help you get everything running without needing advanced tech experience.
Yes. Most providers offer data migration services to transfer your client lists, memberships, attendance history, and schedules into the new system, so you don’t have to rebuild anything manually.
Almost all modern pilates platforms include integrated payments, recurring billing, class pack tracking, and point-of-sale features, making it easy to manage revenue from a single dashboard.
Automated reminders, confirmation messages, waitlists, and clear cancellation policies keep clients accountable and informed, which significantly lowers the risk of empty spots or last-minute cancellations.
Support varies by company, but most offer a mix of live chat, phone support, onboarding calls, help articles, and training resources to ensure you feel confident using the system from day one.
