Written By Patrick Icasas
Many wellness entrepreneurs start a studio because they love engaging with clients, teaching classes, and helping people live healthier. It’s the fun, glamorous side of the job that gets them up in the morning. But it’s often the more mundane side that ends up making or breaking the business: whether it’s accounting, liability insurance, or business operations.
Studio management software is one of those low-key but mission-critical assets that all studio owners need. With it, a studio owner can properly manage their workload, expand the business, and create a better client experience—all by using one software solution.
We’ve written this guide for solopreneurs and small-to-medium studio owners that are feeling overwhelmed with the demands of their business; for entrepreneurs who are looking for a tool to expand their own capabilities.
In this guide, we’ll discuss:
- what studio management software is,
- why it’s important to a growing studio or business,
- the most important features to look for, and
- a comparison of the most popular software tools.
Let’s get started!
Why Studio Management Software
At its core, studio management software is a software platform that encompasses the most important aspects of your business: client management, marketing, class schedules, and more. Instead of having multiple specialized software programs, studio management software puts them all under one roof in a convenient and interconnected way.
Everything in One Place
The beauty of studio management software is that it’s more than the sum of its parts. Yes, you could arguably just get separate business tools instead of investing in one platform. But by keeping them all integrated, you don’t have to transfer data from one program to the other.
Think about the convenience of collecting new student registrations, invoicing them, and including them in marketing emails without having to copy-paste a single name or email address. It’s all smooth and streamlined, and you don’t have to be a database administrator to get it to work.
Better Client Experience
Studio management software doesn’t just benefit you; it also directly impacts the customer. Thanks to its various features (which we’ll cover later), they’ll be able to sign up for classes faster, be better informed about your services and promos, and enjoy a smoother billing process.
The end result is a more positive client relationship and increased customer loyalty.
More Time for Yourself
Ironically, self-care is usually one of the first things wellness entrepreneurs sacrifice on the altar of growth. It’s easy to get caught up in the endless to-do lists, and struggling with multiple tools isn’t going to help.
The studio management software helps by streamlining the way entrepreneurs like yourself work. The software acts like a force multiplier, helping you do the work of multiple employees. It increases your efficiency so that you can either focus on other things, or get some much-needed me-time.
Important Features of Studio Management Software
Because every wellness business shares the same core needs (to varying degrees), every studio management software carries the same basic features (also to varying degrees). These are:
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Class scheduling
-
Payment processing
-
Marketing
-
Reporting
Let’s go over each in detail.
Class Scheduling
Any yoga, pole dancing, or pilates studio needs a way for clients to sign up for sessions, but many wellness entrepreneurs don’t know how to code a website. Studio management software shoulders the burden and provides pre-built signup sheets and class calendars. All you need to do is customize its appearance and you’re ready to go!
In case things don’t go according to plan (like if a class or client session needs to be moved), the online calendar management tool makes it a simple matter to adjust the schedule; whether that’s assigning a different instructor or swapping dates around. It’s as simple as using any other calendar tool, and it takes the stress out of appointments.
Payment Processing
We’ve all heard the phrase “cash is king,” but clients these days are more likely to pay using credit or debit. And while paying at the reception desk is a possibility, it’s a good practice to give clients as many options as they want. That means letting them pay online as they’re booking classes. It’s a simple, no-fuss transaction, which clients will appreciate.
And if the customer wants to cancel or get their money back? Most studio management softwares allow you to refund with the same ease. Just a couple of clicks, and the matter is settled.
Marketing
Marketing agencies are expensive, and many wellness entrepreneurs won’t have the budget to afford them. And nor should they; not when they have wellness studio software on hand to help them.
Most studio management software tools come equipped with a variety of marketing tools to help with customer outreach—the most valuable of which is the CRM (Customer Relationship Management tool). It’s a database of your current clients that you can use to feed a marketing engine that generates promotional emails, text messages, and more.
Some tools also allow you to create custom-branded websites and apps to help you build your brand and engage clients even outside of class.
Reporting
You can’t run a business based on vibes; you need data, and lots of it. Things like signup rates, client retention, and monthly recurring revenue are all numbers you’re going to have to track and analyze if you want to ensure a healthy, growing studio.
That’s one of the biggest advantages of an all-in-one platform like wellness studio software. Since all of your critical operations are run from the same tool, it’s a simple matter to gather all of the information together in an easy-to-read dashboard.
Some software tools also allow you to build custom reports, where you decide what data to track and how it’s filtered. This will help you monitor the areas of the business you’re interested in the most.
There are still more features I haven’t discussed, but these are the core set of features that every software should be able to do well.
Comparing the Top Wellness Studio Software
“But wait,” I hear you say. “If all studio management software has the same features, then can’t I just get the cheapest and be done with it?”
You could, but that’s like saying all wellness businesses are the same because they all have yoga mats, water coolers, and sound systems. Every software tool does things in their own unique way. For example, some will be more suited to small businesses, while others will target larger ones. This section will cover the most popular options and explain the differences of each.
1. OfferingTree
OfferingTree is an all-in-one studio management solution. Everything you need as a growing wellness studio is here: book classes, process online payments, automate your marketing campaigns, and even host digital content for your clients. It’s a comprehensive yet lean platform that doesn’t bury you in unnecessary features.
Who is it for
OfferingTree was designed from the ground up with wellness studios in mind. Businesses as large as mid-sized studios call OfferingTree their partner, and they help both solo operators and small teams.
Features
- Online booking
- Payment processing
- CMS
- Digital content
- Marketing automation
- Lead generation
- On-demand content features
- Referral programs
- Website creation & hosting
- and more
Price
- Essentials @ $35/mo
- Pro @ $59/mo
- Pro Plus @ $100/mo
- Studio Starter @ $100/mo
- Studio Grow @ $180/mo
- Studio Max @ $250/mo
Pros
One of OfferingTree’s biggest benefits is how well it brings all of its disparate features together. Unlike some other wellness software tools, all of OfferingTree’s different tools and modules integrate with each other seamlessly. This makes it easy to jump from task to task and speeds up your flow of work.
OfferingTree has also taken a customer-first approach when it comes to software updates. Users are free to suggest new features or offer feedback on current ones (even if it’s negative) and the team is more than happy to listen and accommodate whenever they can.
Reviews
According to the reviews we’ve read, users greatly appreciate OfferingTree’s excellent customer support, particularly their fast response and the quality of the help they provide. They’ve also praised OfferingTree’s intuitive UI as easy to learn, complete with learning resources and a free 1:1 onboarding for new users.
OfferingTree has worked with industry experts to create their reporting features and can currently report on business finances, staffing, sales, membership, retention, and more—and each of these reports can be filtered and segmented. There are also scorecards that show overall KPIs that provide insight on the health of the business membership metrics, and intro offer scorecards. And while there are some users who experience some gaps in reporting, the OfferingTree team is always adding more.
2. Mindbody
Mindbody is an established presence in the wellness industry and serves a range of different businesses such as salons, spas, fitness studios, boxing gyms, and more. This can be an advantage as their features are designed to appeal to as many businesses as possible. However, wellness businesses with niche use cases may find it difficult to adapt Mindbody’s generic tools to their own purposes.
Who is it for
Mindbody’s ‘sweet spot’ is multi-location studio franchises. Mindbody’s rates tend to be on the higher side, and so one would need a high budget to afford it, and would have to already be bringing in a lot of revenue in order to justify it.
Features
- Marketing tools
- Payroll
- Workout planning
- Scheduling & reservations
- Online member portal
- Automated collections & invoicing
- And more
Price
Mindbody’s website says their rates start at $99/mo per location, but they also have 4 available pricing tiers with no guidance on how much each pricing tier costs. You would have to get a quote directly from a sales rep.
Pros
Mindbody has a laundry list of business features to choose from, from basic scheduling to advanced staff management tools and even an AI customer service bot. They also provide service beyond simple software, such as business financing, developer customizations, and access to a ClassPass app that acts as a client acquisition tool.
Reviews
Reviews for Mindbody show a lot of love for their comprehensive collection of features. These features seem to be very easy to learn thanks to a deep knowledgebase and paid onboarding services.
High prices seem to be a common complaint, however, with some smaller studios regretting the high price tag. If you need some special customizations done, the only way you can seemingly get them is by paying for development time.
In all, Mindbody seems to be an impressive but costly option that’s meant primarily for large wellness businesses.
3. Arketa
Unlike Mindbody, which tries to cast as wide a net as possible, Arketa focuses on fitness and wellness businesses. They have many of the same features that Mindbody does: scheduling, events, client management, and payment processing. But their narrow scope means that the features will be a lot more suitable to wellness business owners like yourself.
Best for
Solo wellness studio owners and independent instructors are the primary demographic of Arketa.
Features
- Courses and programs
- On-demand library
- Classes & appointments
- Loyalty development
- Client CRM
- AI-powered chat
- And more
Price
Arketa’s pricing structure is broken down into multiple tiers, each with their own collections of features. But the pricing for these tiers is hidden and has to be quoted by sales.
Pros
Arketa is one of the few vendors that allows free trials (not just demos), which allows you to put it through its paces before committing. It also has advanced marketing features like automations, AI copy generators, and more.
Reviews
Users have pointed out that Arketa doesn’t offer you a branded app or website, but instead offer you a limited website and app creator. That may disappoint entrepreneurs looking to build fancy digital experiences for their clients.
While users consider Arketa pretty easy to learn, their live support is just a scheduled group Zoom call where the Customer Success rep tries to field as many questions as they can. This may be insufficient for someone with a deeply technical question.
4. Momence
Momence is the same class of business software platform as Mindbody, in that it tries to address as many service-based businesses as possible. This means a large array of features and capabilities, not all of which may be needed by a wellness studio that’s still in its growing stage.
Best for
This platform is best suited for mid-sized studios and larger
Features
- Class and appointment scheduling
- Staff management
- Gift cards & discount codes
- Unified messaging inbox (SMS, In-app, email, and social)
- Automation sequences
- Smart notifications
- And more
Price
Momence prides itself on having “simple pricing,” but that really just means they quote you a price without any tiers to choose from. No list price is available on their site.
Pros
We love Momence’s collection of marketing tools. They’re definitely a step above most of the brands on this list. They’ve got test outreach, email and newsletters, but also give you the ability to create community groups for your clients to build connections with you and others.
Reviews
As expected, Momence’s marketing tools are highly praised online. Users love the library of ready-to-use marketing templates and customer marketing campaigns. This, coupled with the app’s simple UI, make Momence a joyful experience for their clients.
What’s not joyful, however, is Momence’s customer service. Users have complained about agents who don’t know their product and slow customer support response times. Momence customer support also seems to have a tendency to escalate calls to an unresponsive development team.
5. WellnessLiving
As its name suggests, WellnessLiving is a software platform designed to help wellness studio owners grow their businesses. The platform offers the same business tools as other platforms: class scheduling, marketing, a companion app, and the like. It also allows you to host events and workshops online.
Who is it for
Small- to mid-sized studios find WellnessLiving to be an excellent choice thanks to its lower fees and its simpler but more targeted feature set.
Features
- Online booking
- Email Marketing
- SMS Marketing
- Companion app
- Events & workshops
- Payment processing
- And more
Price
- Starter tier @ $69/mo
- Business tier @ 199/mo
- Business Pro tier @ 349/mo
- Enterprise tier – request quote
Pros
WellnessLiving’s low rates make it an excellent choice for wellness business owners who are working on a budget. They are also known to occasionally offer discounted rates and negotiate better fees with their customers.
Reviews
Clients love WellnessLiving’s low prices and completely free companion app. They get high ratings thanks to their flexible and reasonable pricing.
WellnessLiving does get criticism for poor support experiences and technical problems, though that’s pretty common among all SaaS platforms.
Don’t get swayed by the sales pitch
As you start reaching out to these companies and signing up for demos, you’ll hear a lot of sales pitches, marketing buzzwords, and lofty promises. This is all part of the software shopping experience—a lot like shopping for a car.
Don’t get dazzled by the show they put on. Get a demo version or free trial of the software to play around with, and be mindful of everything you experience in it. Something that’s a minor inconvenience in the demo will turn into a stressful obstacle six months later when you’re hip-deep in tasks.
Test everything under the lens of “is this really a fit for me” and “does it work the way I want?”
If you’re honest with yourself and view the software critically, you’ll eventually land the tool that you want. And that will be the beginning of a beautiful partnership.
Alternative Balance is a membership-based group of 15K holistic and wellness providers. Benefits include insurance, collaboration, and business resources to help your business grow.
Learn more here: https://alternativebalance.com/benefits-services
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