Pilates Booking Software for Reformer Privates
Clients book private and duet reformer sessions from your live availability, with time to reset the machine built in, and can pay for the session when they book.
Updated 31 October 2026
Why do Pilates instructors spend so much time on their diary?
An instructor with one or two reformers sells hours, and an hour that stays empty because a client could not reach you is gone for good. Each booking takes a few messages, a look at the diary, a confirmation and a reminder the day before. Then a new client mentions a back problem only as they lie down on the carriage. Tymeslot moves all of that onto a booking page: clients pick a slot, answer a few questions first, and the confirmation and reminders arrive with nothing for you to send.
Why reformer sessions need more than a generic booking link
A reformer session comes with constraints a generic booking link ignores: time to wipe down and reset the springs between clients, a longer first session to assess someone new, duets where two people book together, and mat sessions online for clients who travel. Studio platforms handle much of that and more, with class timetables, passes and front-desk sales, because they are built to run a whole studio.
Tymeslot covers the private side for an independent instructor. Each format is its own meeting type with its own length and link. The buffer on your availability schedule protects the reset time. Intro sessions carry booking questions, so an injury is flagged before the session rather than during it, and on Pro the fee is paid at booking. Tymeslot has no class passes or credits for group reformer classes. Group mat classes can take several clients per slot on Pro, though group slots carry no price.
Everything Pilates instructors need. Nothing they don't.
Separate Types for Privates, Duets and Intros
Give private reformer sessions, duets, online mat sessions and new-client intros their own meeting types, so a newcomer can never book straight onto a machine without the longer introduction first.
Reset Time Between Clients
A 10-minute buffer on the schedule keeps time after every session to wipe the carriage, swap the straps and set the springs for the next body, without that gap ever showing on your page.
Duets Booked Together
Turn on guests for your duet session. One client books and adds their partner's email, and both receive the confirmation and the reminders.
Questions Before a First Session
On Pro, ask newcomers whether they have used a reformer or only done mat work, and whether there is anything about their health to discuss, plus a note they tick to confirm they have read your studio policy.
A Deposit on the Intro, the Fee on Privates
On Pro, a newcomer pays a fixed €30 deposit on the intro and regulars pay the reformer fee when they book. Each meeting type has its own amount, so an online mat class can stay free.
Reminders at the Times You Choose
A reminder 24 hours ahead gives a client time to hand back a reformer slot properly, and one on the morning of the session catches whoever forgot to pack grip socks.
See the difference
Without Tymeslot
With Tymeslot
Common scheduling scenarios
How do Pilates instructors keep reformer sessions from running into each other?
Back-to-back reformer sessions need a few minutes in between for cleaning, springs and the next client's set-up. Blocking that time by hand in a calendar works until the day you forget.
- Put privates and duets on one availability schedule with a 10-minute buffer, so a 50-minute session keeps the day on the hour.
- Set a 60-minute slot interval, so the reformer timetable on your page reads 7:00, 8:00, 9:00 rather than odd quarter hours.
- Connect your calendar, so the group classes you teach at another studio show as busy and cannot be booked over.
- Enter the weekend you spend on a continuing education course, and studio closures for servicing the machines, as time off.
How do Pilates instructors prepare for a new client's first session?
A new client on a reformer for the first time needs more time and a little information up front. A dedicated intro session gives you both without email back-and-forth.
- Create a 75-minute "Intro session" with its own availability schedule, open on weekday mornings when you have time to teach the footwork and the carriage safely.
- Ask on Pro whether they have done Pilates before and what they want to work on, with a yes or no on health matters; ask about pregnancy, surgery or back pain in person.
- Cap intros at four a week so regulars keep their usual times after a busy January.
- Once the intro is done, send the client the link to your regular private session, or the duet if they train with a friend.
How do Pilates instructors take referrals from physiotherapists?
Clients recovering from an injury are often sent to a Pilates instructor by their physio. They need the longer intro and some context, and the referral should not depend on you answering the phone.
- Give the referring physio the link to your intro session to pass on, rather than your full booking page.
- Add a booking question on Pro asking whether a physiotherapist or doctor referred them, so you know to ask for their notes at the session.
- Put a link to your referral information sheet in the intro's description; it shows on the booking page and in the calendar invitation.
- When rehab clients move on to regular privates, send them the private reformer link, which keeps its 12-hour notice.
See Tymeslot in action
A starter setup for Pilates instructors
| Meeting type | Duration | Buffer | Minimum notice | Bookable ahead | Payment at booking |
|---|---|---|---|---|---|
| Intro session | 75 min | 15 min | 1 day | 3 weeks | €30 deposit at booking |
| Private reformer session | 50 min | 10 min | 12 hours | 6 weeks | Full fee at booking |
| Duet reformer session | 50 min | 10 min | 12 hours | 6 weeks | Full fee at booking |
Intake questions
- Have you done Pilates before? On a reformer, or mat only?
- What would you like to work on?
- Is there anything about your health I should ask about before your first session? Yes or no is enough here.
- Were you referred by a physiotherapist or doctor?
Privates and duets match on buffer, notice and horizon, so they share one schedule; the intro needs a day's notice and a three-week horizon, so it gets its own. Ask the questions on the intro only, and hear the health detail in person.
Tymeslot compared with Mindbody and Cal.com
Tymeslot is cheaper to run than Mindbody for an instructor selling reformer privates, and unlike Cal.com its managed service is hosted in the EU by default. Those rows matter because a Pilates intake often touches on back pain, pregnancy or surgery, so where the answers are stored and whether you can ask before the first session both count. Cal.com's free plan already includes booking questions and payments, which Tymeslot keeps for Pro, and a studio selling class packs to a group timetable will find Mindbody built for exactly that.
| Feature | Tymeslot | Mindbody | Cal.com |
|---|---|---|---|
| Entry price | Free for privates; Pro for reformer fees | From €99/month per location | Teams $12/user/month, billed yearly |
| Hosting in the EU | Yes: intake answers stored in the EU | No: the privacy policy names the United States and the UK | EU data residency on request |
| Custom intake questions | Pro: reformer experience and a health flag | Digital forms sent to clients before a service | Yes: customisable booking questions |
Sources checked 2 November 2026.
How much time could you save?
A rough estimate, not a promise.
200
minutes saved per week
173.3
hours saved per year
€11,265
annual value of saved time
Which calendars and tools do Pilates instructors use with Tymeslot?
Start free, upgrade when you're ready
An instructor whose regulars pay by monthly invoice can run privates and duets on Free. The €30 intro deposit, the fees paid at booking and the intake questions in this setup are what Pro (€9/month) is for; most studios that sell single sessions to newcomers need it.
Free
€0 / month
Pro
€9 / month