Yoga Studio Software: Managing Classes, Retreats, and Teacher Certifications

Scheduling a yoga class is not the same as scheduling a spin class. A Vinyasa Flow needs different space per student than a Restorative session where every student has a bolster, two blocks, a strap, and a blanket spread out around them. A Hot Yoga class needs the room heated to 105F an hour before students arrive. An Ashtanga Mysore class runs for two hours with a rolling start time. Generic schedulers treat all these the same because they were designed for gyms, not studios.

Yoga-specific scheduling handles these nuances natively. Each class type is configured with its own capacity (which can differ from the room's maximum based on the style), flow type and difficulty level (so students can filter by what suits them today), required props (which the system checks against room inventory), temperature preset (triggering the HVAC system if integrated), and teacher qualification requirements.

For students, this means the booking experience is rich with information. They are not just booking "6 PM Class." They see "6 PM Yin Yoga with Sarah, Level 1-2, 75 minutes, props provided, 4 spots remaining." That specificity reduces no-shows because students know exactly what they are signing up for, and it attracts the right students to the right classes.

Multi-Room Scheduling

Studios with multiple rooms face a scheduling puzzle that spreadsheets cannot solve cleanly. Your hot room fits 30 students but needs 90 minutes between classes for cool-down. Your standard room fits 20 for Vinyasa but only 12 for Restorative. Your workshop space doubles as a retail area on non-workshop days. Multi-room scheduling manages these constraints automatically, preventing double-bookings, enforcing turnaround times, and displaying availability in a visual calendar that staff and students both understand at a glance.

Class Capacity by Style

A studio that can fit 25 students for a standing Vinyasa Flow might only fit 14 for a Restorative class where each student needs a wider space with multiple props arranged around them. The system adjusts capacity dynamically based on the class type assigned to each room, preventing overbooking without requiring manual intervention. When you change a 6 PM Vinyasa to a 6 PM Yin on the schedule, the capacity adjusts automatically and any bookings beyond the new limit go to a waitlist.

Yoga Alliance requires registered yoga teachers to complete continuing education (CE) hours every three years: 45 hours for RYT-200 holders and 75 hours for RYT-500 holders. Tracking this manually across a team of 8-15 teachers is a spreadsheet nightmare that inevitably leads to missed renewals and lapsed registrations.

The certification module stores each teacher's complete credential profile: RYT-200, RYT-500, E-RYT (Experienced Registered Yoga Teacher), YACEP (Yoga Alliance Continuing Education Provider), and speciality certifications like prenatal yoga, trauma-informed yoga, children's yoga, or adaptive yoga. Each certification tracks the registration date, expiration date, CE hours completed, and CE hours remaining.

When a teacher attends a workshop or training logged through the platform, the CE hours are automatically credited to their profile. Renewal reminders go out at 90, 60, and 30 days before expiration. And critically, the scheduling system prevents you from assigning a teacher to a class type they are not qualified to teach. A teacher without a prenatal specialisation cannot be scheduled for a prenatal class. This is not just administrative convenience; it is liability protection.

Retreats represent the highest-margin revenue opportunity for most yoga studios. A weekend retreat priced at $800 per person with 20 attendees generates $16,000, and the margins are typically 40-60% depending on venue costs. But managing retreats with general booking software is like fitting a square peg in a round hole.

The retreat module handles the full lifecycle. Start with a retreat listing page that includes the destination, dates, lead teachers, daily schedule, accommodation options (shared room, private room, camping), meal plans (included, optional add-ons for dietary requirements), and pricing tiers (early bird, standard, last-minute). Students can register, select their options, pay a deposit, and receive an automated payment schedule for the balance.

Pre-retreat communication is automated: packing lists, travel directions, what-to-expect guides, and liability waivers all go out on a schedule you configure. During the retreat, the app serves as an itinerary and communication tool. Post-retreat, automated feedback surveys capture the experience while it is fresh, and a photo-sharing gallery strengthens community bonds.

Workshop Management

Workshops (arm balances intensive, meditation deep-dive, anatomy for yoga teachers) are a middle ground between classes and retreats. They are typically 2-4 hours, priced at $45-$120, and often run on weekends. The workshop module handles separate registration from regular class booking, prerequisite checks (ensuring Level 2 workshops require completion of Level 1), material lists, and CE credit assignment for attending teachers.

Yoga studios have a natural retail opportunity that most underutilise. Students need mats, blocks, straps, bolsters, blankets, water bottles, and yoga apparel. They are already in your space in a buying mindset, post-class dopamine flowing. A well-stocked retail corner with a frictionless POS system converts that energy into ancillary revenue.

The integrated POS handles product catalogues with barcode scanning, inventory management with low-stock alerts, member pricing (offer a 10% member discount automatically applied at checkout), and revenue tracking that separates retail income from class income. For studios that also sell online, the POS syncs with your web store so inventory is always accurate across channels.

The real power is in the data. When you can see that 60% of new students buy a mat within their first month, you know to stock beginner-friendly mats prominently. When bolster sales spike after Restorative classes, you know where to position them. Retail analytics turn your shop from an afterthought into a strategic revenue stream.

Class-Pack vs. Unlimited Pricing

Pricing is the eternal yoga studio debate. Class packs (buy 10, use within 3 months) appeal to casual practitioners who do not want commitment. Monthly unlimited appeals to dedicated students who practice 3-5 times per week. The right answer is usually both, plus intro offers that lower the barrier for new students.

The pricing engine supports all models simultaneously. A student with a 10-class pack who books a class sees one credit deducted. An unlimited member books freely within their plan rules. An intro-offer student has 30 days of unlimited access at a promotional rate. Each model can have its own booking rules: advance booking window (unlimited members get 7 days advance, class-pack holders get 3 days), late cancel penalties, and waitlist priority.

Virtual yoga is not going away. Studios that added livestream during the pandemic discovered that a segment of their community preferred practicing at home, while travelling, or as a supplement to in-studio visits. Hybrid delivery, running simultaneous in-studio and livestream classes, captures both audiences without doubling your teaching hours.

The hybrid class setup manages separate capacity for each mode. Your studio fits 20 in-person but your livestream can handle unlimited viewers, or you might cap virtual at 30 to maintain intimacy. Each mode generates a separate booking with appropriate fulfilment: in-person bookers get a mat reservation, virtual bookers get a join link. Automated class recordings feed into an on-demand library, creating a passive content asset that grows over time.

Revenue tracking separates in-studio and virtual income streams because they have fundamentally different cost structures. Your in-studio class has rent, utilities, teacher pay, and prop costs. Your virtual class has teacher pay and platform fees, and that is about it. Understanding these margins helps you price each mode appropriately and determine the true value of your digital offering.