How to choose and set up a class booking system

The Essentials

To run a successful yoga business, you must move away from manual bookings. The bottom line is that you need a system that handles scheduling, payments, and automated confirmations in one place. This frees you up to focus on teaching while ensuring you are paid upfront, reducing the risk of no-shows. Most modern platforms integrate directly into your website, allowing students to book at any time of day.

1. Evaluate Your Requirements

Before signing up for a service, consider exactly what your business model requires. If you plan to offer monthly memberships or class packs, ensure the software handles recurring payments and credits easily. Key features to look for include:

• Waitlists: Automatically notifies the next person when a spot opens up.
• Integration: Does it work with your website builder and your payment processor (usually Stripe)?
• Mobile Friendliness: Most students will book via their phones, so the interface must be responsive.
• Automated Communications: The system should send a booking confirmation and a reminder 24 hours before class.

2. Popular Platforms for Yoga Teachers

There are several market leaders, each with different strengths:

• Gymcatch: Highly popular in the UK. It is affordable, user-friendly, and specifically designed for fitness instructors and small studios.
• Momence: A comprehensive tool built specifically for yoga and wellness. It offers advanced features like video-on-demand and robust reporting.
• Acuity Scheduling: A highly customisable general booking tool that is excellent if you also offer one-to-one sessions or private consultations.

3. Setting Up the System

Once you have chosen a platform, follow these steps to get it live:

1. Input Your Schedule: Add your class names, descriptions, and times. Be sure to set 'capacity' limits for your physical venue.
2. Connect Payments: Link the software to a merchant account. This allows you to take credit and debit card payments instantly.
3. Set Your Policies: Define your cancellation window (e.g., 12 or 24 hours) and your refund policy within the system settings.
4. Embed on Your Website: Use the provided code snippet or plugin from the software provider to add a 'Book Now' button or a full schedule widget to your site.

Top Tip: Always perform a test booking yourself before going live. Use a discount code to make a transaction for £0.00 to ensure the confirmation emails, calendar links, and health forms are working exactly as expected.