Choose your booking type
Suggested reservation type: Classes + Appointments. Reformers cap every class, privates run as appointments, and small classes fill from waiting lists — so both booking types are on.
Tick Classes and Appointments under Settings → Configuration → Reservation type. Using more than one booking type needs the All bookings custom feature (switch it on at /admin/custom-features); the same three checkboxes then also appear under Custom Features → All bookings. The choice is saved for the selected location.
Create your classes and services
Start with these:
- Reformer group — 55 minutes, price 900
- Private reformer — 55 minutes, price 2200
Reformer group is a timetable class; Private reformer is the same class type with Open for appointments switched on. The short close buffer lets the instructor reset the machine.
Classes are created once and then scheduled from the Calendar; prices here are per visit.
An appointment service is a class with Open for appointments switched on, edited at /admin/appointments/classes/:classId. In its Settings pill start from: default duration 55 minutes, Time frame 30 min, Buffer time - Open 0 min, Buffer time - Close 5 min, and Working Hours matching your opening hours. Connect staff to the service at /admin/appointments/connect and set each person's hours at /admin/appointments/instructors/:customerId.
Schedule your timetable and set the booking flow
Schedule group classes from the Calendar as one-off, recurring or course (enrol for the whole series). Schedule Reformer group as recurring classes from the Calendar, with the waiting list on and reformer units capping the headcount.
For the appointment services:
Under /admin/appointments/settings → Booking flow, order the steps Instructors → Date:
- Instructors: Enabled + Required
- Date: Enabled + Required
- Classes: disabled — the customer never sees this step
Privates are instructor-led: the client picks the instructor, then a date; the Classes step is disabled because each instructor offers one private service, so there is nothing else to choose.
Passes and payment
Create these under /admin/passes (a visit pack is a number of visits plus validity days; a membership is a duration):
- Reformer 10 — visit pack, 10 visits, valid 90 days, price 8000
Deduct the card for group classes; take a deposit on Private reformer through Payment Methods so a missed private does not cost the instructor the hour.
Cancellation window: under Settings → Reservation allow customer cancellation with a cutoff of 12 hours before the start (the field takes minutes, so enter 720).
Deposits: with Payment Methods & Receipts on, a deposit can be collected at booking as described above.
Customers and features
Dependents: Dependents stay off — clients book under their own accounts.
Custom features to switch on at /admin/custom-features (each uses a feature point):
- Automated Reminders & Notifications — reminds clients before class and privates.
- Payment Methods & Receipts — takes deposits on privates and sells the card online.
- Automated Waitlists — fills small classes from the queue.
- Equipment — caps each class at the number of reformers.
Worked examples for this business: Equipment for a Pilates Studio (Equipment → Items) and Appointment add-ons for a Pilates Studio (Appointments → Addons).
Do it with the assistant
The admin AI assistant reads this playbook and can set the business type, create services and classes, passes, link instructors, set working hours, buffers and the time frame, and enable features — every change is shown for approval before it is saved. Try:
- “Create a Private reformer appointment service, 55 minutes, 2200, with a 5-minute close buffer.”
- “Add a Reformer 10 pass: 10 visits, 90 days, 8000.”
- “Enable Equipment and set reformers as the class cap.”
