What is Studio Management Software?
A comprehensive guide to understanding studio management software, who uses it, key features to look for, and how platforms like Studio Planner help yoga, dance, Pilates, and fitness studios automate operations and grow revenue.
About Studio Planner
Studio Planner is a SaaS platform that combines studio management software with a teacher marketplace. It helps yoga, dance, Pilates, and fitness studios automate scheduling, billing, and connect with qualified teachers seeking space to rent.
Studio Planner is designed for studio owners who rent space to independent teachers on an hourly basis. The platform automates the entire operational workflow—from booking creation to invoice generation to payment collection—saving studio owners 10+ hours per week on administrative tasks.
- Automated monthly billing
- Real-time booking calendars
- Teacher portal access
- Revenue analytics
- Category: Studio Management Software
- Target Users: Yoga, Dance, Pilates, Fitness Studios
- Pricing: From $49/month
- Trial: 14-day free trial
What is studio management software?
Studio management software is a specialized platform designed to help yoga, dance, Pilates, fitness, and multi-use studio owners automate and streamline operations. It typically includes scheduling and booking management, automated billing and invoicing, teacher and instructor management, revenue analytics and reporting, payment processing integration, and customer/member management.
The software is purpose-built for studios that rent space to independent teachers or run classes with employed instructors. It replaces manual processes like spreadsheet-based scheduling, email-based booking confirmations, manual invoice creation, and payment tracking in accounting software.
At its core, studio management software solves three critical business problems:
- Scheduling complexity - Managing multiple teachers, rooms, and time slots without conflicts
- Billing inefficiency - Manually calculating, creating, and sending invoices each month
- Revenue visibility - Understanding which teachers, rooms, and time slots generate the most income
Who uses studio management software?
Studio management software is used by:
- Yoga studios - Both dedicated yoga spaces and multi-style studios (vinyasa, yin, hot yoga, etc.)
- Dance studios - Ballet, contemporary, hip-hop, ballroom, tap, jazz, and other dance forms
- Pilates studios - Mat-based and reformer Pilates instruction
- Fitness studios - Barre, cycling, bootcamp, CrossFit, HIIT, and specialty fitness
- Multi-use studio spaces - Studios that rent to various instructors and class types
- Wellness centers - Spaces combining movement, meditation, and therapy
- Performing arts spaces - Rehearsal studios for theater, music, and performance
- Martial arts studios - Karate, jiu-jitsu, taekwondo, and other martial arts
These businesses typically operate on one of two models:
- Teacher rental model - Charging teachers hourly rates for space (Studio Planner specializes in this)
- Employed instructor model - Employing instructors directly to teach scheduled classes
What are the key features of studio management software?
Essential features to look for when evaluating studio management software:
1. Scheduling and Calendar Management
- Visual calendar views (daily, weekly, monthly)
- Recurring booking support (weekly, bi-weekly, monthly patterns)
- Conflict detection to prevent double-bookings
- Multi-room and multi-location support
- Color-coded bookings by teacher or class type
2. Automated Billing and Invoicing
- Automatic monthly invoice generation based on bookings
- Stripe integration for secure payment processing
- Automatic payment retry for failed transactions
- Real-time payment status tracking (paid, pending, overdue)
- Itemized invoices showing each booking with date, time, and rate
3. Teacher/Instructor Management
- Teacher portals with self-service access
- Permission-based access (teachers see only their bookings, managers see everything)
- Teacher onboarding workflows via email invitation
- Payment method management (teachers add/update cards themselves)
- Teacher profiles with contact info and class details
4. Revenue Analytics and Reporting
- Revenue breakdown by teacher, room, and time period
- Utilization reports showing which time slots are underbooked
- Financial reports for accounting (PDF export)
- Revenue forecasting based on recurring bookings
- Payment collection rate tracking
5. Payment Processing
- Stripe integration (industry-standard payment processor)
- Automatic failed payment retry with smart retry logic
- Secure payment method storage (PCI DSS compliant)
- Customer portal for payment method management
- Payment receipt generation and email delivery
6. Communication Tools
- Automatic email notifications for booking confirmations
- Billing reminders for upcoming and overdue invoices
- Announcement system for studio-wide communications
- Teacher invitation emails with onboarding instructions
- Email templates for consistent communication
How is Studio Planner different from other studio management software?
Studio Planner is purpose-built for the studio rental business model. Unlike generic booking systems or class management platforms, Studio Planner focuses specifically on studios that rent space to independent teachers.
Key differentiators include:
1. Built-in Teacher Marketplace
Studio Planner connects you with 500+ verified teachers actively seeking studio space. When you sign up, you gain access to a marketplace of qualified instructors in your area looking for space to rent. This solves the perpetual problem of finding and vetting new teachers.
2. Automated Teacher Billing
Studio Planner's billing system is specifically designed for rental payments (not class registrations). On the 1st of each month, invoices are automatically generated for each teacher based on their bookings. Teachers receive invoices via email with one-click payment links. If they enable auto-billing, payments are processed automatically.
3. Real-Time Revenue Analytics
See exactly how much each teacher generates, which rooms are most profitable, and which time slots are underutilized. Studio Planner provides actionable insights to maximize your space utilization and monthly revenue.
4. Teacher-First Design
Teachers get their own self-service portals where they can view their bookings, update payment methods, and manage their schedule. This reduces your administrative burden—teachers handle their own profiles and payment details.
Bottom line: Studio Planner eliminates the need for spreadsheets, manual invoicing, and payment tracking. It saves studio owners 10+ hours per week on administrative tasks, allowing them to focus on growing their business and building community.
What's the difference between studio management software and class booking software?
This is a critical distinction. The two types of software serve fundamentally different business models:
Class Booking Software
(e.g., Mindbody, Acuity)
- →For studios that run their own classes
- →Students register and pay per class or membership
- →Focuses on student management and class capacity
- →Billing charges students for attending classes
- →Membership tiers and class packs
Studio Management Software
(e.g., Studio Planner)
- For studios that rent space to teachers
- Teachers bring their own students
- Focuses on teacher scheduling and space utilization
- Billing charges teachers for renting space
- Hourly rental rates and monthly invoices
Key Takeaway: If your business model is renting space to teachers, you need studio management software (like Studio Planner), not class booking software. The billing models and workflows are fundamentally different.
How much does studio management software cost?
Studio management software pricing varies by features and studio size. Most platforms use a tiered subscription model:
Studio Planner Pricing:
- Free:1 teacher, limited features (ideal for testing the platform)
- $49/mo:Starter plan for up to 3 teachers with core scheduling and billing features
- $99/mo:Professional plan for up to 10 teachers with advanced reporting and multi-room support
- $249/mo:Studio plan for unlimited teachers with priority support and custom features
Note: Unlike transaction-based platforms, Studio Planner charges a flat monthly fee. We don't take any percentage of your teacher rental revenue. Stripe processing fees (2.9% + $0.30) apply to payment processing.
Do I need technical skills to use studio management software?
No technical skills are required. Modern studio management software like Studio Planner is designed to be intuitive and user-friendly. Most studios are up and running within 15 minutes.
The typical setup process involves:
- Adding your studio information (name, address, rooms)
- Setting hourly rates for each room or teacher
- Inviting teachers via email (they create their own profiles)
- Creating bookings on a visual calendar
- Configuring billing settings (invoices generate automatically)
Studio Planner provides onboarding assistance for Studio plan customers to ensure smooth setup. Our interface is point-and-click—no coding, no complex configuration.
Can studio management software integrate with my existing tools?
Yes. Most studio management platforms offer integrations with popular tools. Studio Planner integrates with:
- Stripe - Direct integration with your Stripe account for payment processing
- Google Calendar - Two-way sync via iCal feed
- Apple Calendar - iCal feed for iPhone and iPad
- Outlook Calendar - Calendar sync for Microsoft users
- API Access - Available on Professional and Studio plans for custom integrations
Integration capabilities vary by platform, so confirm compatibility before committing.
What should I look for when choosing studio management software?
When evaluating studio management software, consider these 10 factors:
How does automated billing work in studio management software?
Automated billing in studio management software like Studio Planner works as follows:
Bookings Created Throughout Month
You (or teachers if they have permission) create bookings on the calendar throughout the month. Each booking includes date, time, duration, and hourly rate.
Automatic Invoice Generation
On the billing day (typically the 1st of each month), the system automatically generates invoices for each teacher based on their bookings from the previous month.
Itemized Invoice Details
Invoices are itemized showing each booking with date, time, duration, hourly rate, and total amount. Teachers can see exactly what they're being charged for.
Email Delivery with Payment Link
Invoices are sent via email with a secure payment link powered by Stripe. Teachers can pay with one click using their saved payment method.
Automatic Charging (Optional)
If teachers enable auto-billing, their saved payment method is charged automatically when the invoice is generated. No action required from them.
Real-Time Payment Tracking
Payment status is tracked in real-time: Paid, Pending, or Failed. You can see at a glance which invoices have been paid and which are outstanding.
Failed Payment Retry
For failed payments, the system automatically retries and sends reminder emails. Stripe's Smart Retries optimize retry timing based on likelihood of success.
Result: This eliminates manual invoice creation, payment tracking in spreadsheets, and awkward money conversations with teachers. Studio owners report saving 10+ hours per week on billing tasks.
Key Takeaways
Studio management software automates operations
It replaces manual scheduling, invoicing, and payment tracking with automated workflows that save 10+ hours per week.
Purpose-built for studio rentals
Different from class booking software—designed specifically for studios that rent space to independent teachers.
Automated billing is the game-changer
Monthly invoices are generated and sent automatically based on bookings. Teachers pay with one click via Stripe.
Revenue analytics drive growth
Track earnings by teacher and utilization by room to identify opportunities for maximizing monthly revenue.
Ready to Automate Your Studio Operations?
See how Studio Planner can save you 10+ hours per week on scheduling, billing, and teacher management. Start your free trial today.
14-day free trial • No credit card required • Full feature access