A Full Day at Your Studio, Run From One Screen

Class-based studios don’t need more software. They need the booking, the billing, the waitlist, and the waiver to be the same system, so nothing gets typed twice and nothing gets missed between classes. Here is what a normal day looks like on CloudGymManager, from the first sunrise flow to closing the reformer room.

Who this page is for

Yoga studios, Pilates studios (mat and reformer), barre, hot yoga, and mixed movement studios that sell classes by the pack, by the month, or by the drop-in, and that run private sessions or workshops alongside. If you have a front desk, a class calendar, and a waiver, this is your day.

Before the first student walks in

The 6:15 flow filled up on Sunday night. Two people cancelled at 9 PM, and by 9:01 the first two people on the waitlist had already been promoted and texted. Nobody at the studio did anything; the waitlist handles cancellations on its own, and the text came from your studio’s own number, so students recognised it.

Your instructor opens the roster on her phone in the parking lot. Nine names, two first-timers flagged, one student on an expiring intro pack. She knows who to greet by name and who to check in with about renewing before she has unlocked the door.

What’s doing the work: Class capacity and waitlists, automatic promotion, waitlist texts from your own number, and the mobile roster.

A new student arrives

She booked last night from your public booking page without creating an account first, and the page showed her your schedule in your time zone. When she arrives, the kiosk finds her by name. The waiver she hasn’t signed comes up on the tablet; she reads it, signs with her finger, and the signed copy goes straight onto her profile. Her intake form is already there because she filled it in on her phone the night before.

If your studio uses member numbers, she has one already, assigned in whatever format you set. She puts a card on file, buys a 10-class pack, and is on the mat before the class starts.

What’s doing the work: Public booking, digital waivers with real signature and consent, intake forms, member numbering, card on file, and class packs.

Between classes

The reformer room is set up as its own space with its own hours: it opens at 9 and closes at 1 on weekdays, Saturday mornings only, closed Sunday. A private session can only be booked inside those hours, inside the studio’s hours, and inside the instructor’s hours for that service.

Between the 8:30 and the 10:00, the front desk sells a mat, two waters, and a gift card. Each purchase can go onto the student’s card on file, the gift card gets a printable certificate, and all of it lands in the day’s sales figures.

What’s doing the work: Per-day hours for the studio, space, and service; appointment booking; POS with inventory; and gift cards.

The billing run nobody runs

Monthly unlimited memberships charge themselves on their billing date, and the next billing date advances as each charge is processed. Students whose card is about to expire were reminded before it failed. A declined card retries on the schedule you set instead of quietly lapsing. Class packs count down as they are used.

A family that comes together sits under one account: one guardian pays and manages, the dependents book and attend, and billing ownership can be handed over cleanly when one of them starts paying their own way.

What’s doing the work: Recurring billing, expiring-card reminders, retry rules, class-pack credits, and family accounts.

Filling tonight’s class

The 7:15 restorative has four spots open. Open the Segment Builder, pick “students with an active pack who haven’t attended in 14 days”, and see the real count before you send—anyone who opted out of promotions is already excluded. Send a short text. Two spots fill in the hour.

Students choose which text categories they want and can opt out any time. Your monthly newsletter goes out from your own domain, using a template you already had.

What’s doing the work: Segment Builder with live reach preview, SMS campaigns, opt-in by category, domain email, template import, and campaign analytics.

Closing out

The last class checks out. The day’s revenue report shows settled money only, no test transactions, and every timestamp is in your studio’s time zone and date format. Class fill rates show which evening slots are carrying the week. The Commission Summary lists what each instructor is owed for the pay period.

A student who used to come three times a week has dropped to zero. She shows up on the Retention dashboard with a suggested win-back step and a draft message. The instructor’s note about her knee stays on the staff side.

What’s doing the work: Revenue and payment reports, timezone-correct reporting, Commission Summary, attendance reports, Retention dashboard, and staff-only notes.

Closed, and the booking page says so

Your studio is dark on Sunday. A student who opens the booking page on Sunday reads “We’re closed on this day” instead of an empty list that looks like a bug. Come Monday the schedule is back, and so is the automatic reminder that goes out before every class.

Clear availability: every closed day is communicated clearly in your studio’s time zone.

Everything they need, without calling the desk

Students book, join waitlists, and manage their account from the member app or web portal. They can sign in with Face ID, a fingerprint, or a one-tap emailed link. They see remaining class credits, reservations, attendance, and signed forms. They can update a card, buy a pack, or send a gift card.

Your branding runs through the app, portal, login and signup pages, and the labels use your words—so the software says “student” and “class” rather than forcing gym vocabulary onto a yoga studio.

One connected studio system

Every workflow your staff and students use, organised in one place.

Booking & schedule

Recurring class calendar and capacity
Waitlists and automatic promotion
Per-day space and service hours
Privates and workshops

Billing

Memberships, packs and drop-ins
Card on file and payment retries
Family and dependent accounts
Gift card balances and certificates

Front desk

Kiosk or staff check-in
Digital waivers and intake forms
POS, inventory and low-stock alerts
Custom member numbering

Communication

Tracked text campaigns
Segment Builder and analytics
Email from your own domain
Automations with execution logs

Reports & retention

Revenue and payment reports
Attendance and commission reports
Retention dashboard
Win-back recommendations

From a box owner

CloudGymManager simplified my yoga studio’s bookings, membership renewals, and client communication in one free platform. It saves me time and helps keep students engaged and attending classes.

Melissa Johnson Founder, Lotus Yoga & Wellness Studio

Frequently Asked Questions

Is there a per-student or per-instructor fee?

No. Students, instructors, staff, and admins are unlimited. There is no monthly software fee and no feature tier.

Can students book without downloading an app?

Yes. The public booking page works in any browser. The member app is there for students who want it.

Can we bring our existing student list over?

Yes. Members import in bulk, and if you use member numbers they are assigned on import. Our team helps with the migration.

Can one instructor teach at two of our locations?

Yes. Each location keeps its own data, hours, and reports, and each location’s data is isolated from every other.

What does it cost?

CloudGymManager is free to use: no monthly fee, no user limits, no feature tiers. Payment processing runs through Host Merchant Services, which is how the software is funded.

The complete studio platform at $0 a month

CloudGymManager is free to use, with no monthly fee, no user limits, and no feature tiers. Host Merchant Services builds and maintains the software and earns its revenue from payment processing. Your studio gets the full platform at $0 a month, and payments run through a processor built into the same system you use every day.

See Your Own Day on It

Bring your real schedule to the demo. We will build a week of your classes, a reformer space with its own hours, and a family account, and you can watch a booking, a waitlist promotion, and a waiver run end to end.

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Get in touch

Contact us today

Got questions or need assistance? We’re here to help! Fill out the form below and our team will get back to you promptly.

Phone

(888) 272-4960

Email

info@cloudgymmanager.com

Address

250 Corporate Blvd Suite L Newark, DE 19702

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