For Pilates Instructors

Scheduling Software Built for Pilates Instructors

Fill every reformer slot without the admin. Let clients book private and duet sessions directly from your live availability.

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Privacy-first · no tracking

90+ timezones

Calendar sync included

The Problem

Why do Pilates instructors spend so much time managing their calendars?

Reformer slots are a finite resource — an empty machine at 9 a.m. is revenue that can never be recovered. Yet filling those slots manually means fielding DMs and emails, checking your calendar, replying with times, waiting for confirmation, and then sending a reminder the day before. When a client cancels last-minute and you're between sessions, there's no easy way to offer that slot to someone else. Tymeslot automates the entire cycle: clients book from real-time availability, receive an immediate confirmation, and get a reminder automatically. You get back the hours you were spending on scheduling.

Features

Everything Pilates Instructors need. Nothing they don't.

Purpose-built scheduling features for your practice — without the bloat.

📅

Separate Booking Types for Every Session Format

Configure distinct event types for private reformer sessions, duet sessions, mat classes, and new-client intro sessions — each with its own duration, buffer, and booking link.

⏰

Buffer Time for Equipment Wipe-Down

Add automatic buffer time after every session so the reformer is sanitised and ready before the next client arrives — no manual gap-blocking required.

🔔

Automatic Reminders Cut Late Cancellations

Clients receive email reminders before their session. Fewer forgotten appointments means fewer last-minute cancellations and wasted prime-time slots.

👥

Daily Booking Caps per Session Type

Limit how many reformer sessions, duet sessions, or mat classes can be booked each day — so you never exceed your equipment or energy capacity.

🔗

Embeddable Widget for Your Studio Website

Add a booking widget to your studio site as an inline calendar, popup, or floating button — clients book without leaving your page or sending a message.

⚙️

Intro Session Flow for New Clients

Give new clients their own booking link for a longer intro session with intake questions. Collect health history and goals before they arrive — no paper forms.

Before & After

See the difference

Same profession. Completely different scheduling experience.

Without Tymeslot

1 Client messages asking about available reformer slots

2 Manual calendar check, reply with options, wait for confirmation

3 Send reminder the day before and hope they don't cancel last minute

With Tymeslot

1 Client opens your booking page and picks from live reformer availability

2 Receives an immediate confirmation with session details

3 Gets an automatic reminder — you get notified and can prepare the studio

Use Cases

Common scheduling scenarios

How other Pilates Instructors use Tymeslot every day.

Scenario 1

How do Pilates instructors manage limited reformer availability?

A reformer studio has a fixed number of machines, and each one can only be used by one client at a time. When scheduling is manual, it's easy to accidentally double-book, forget to account for sanitisation gaps, or lose track of how many slots are still open for the day. Tymeslot enforces all of these constraints automatically.

Set a daily booking cap on your reformer session event type equal to the number of machines available.
Configure a buffer time after each session to cover equipment wipe-down and client transition.
Clients see only genuinely available slots — the system prevents overbooking without any manual oversight.
When a slot fills, it disappears from the booking page automatically and reappears if a cancellation comes in.

Result: Reformer capacity is enforced automatically — no double bookings, no forgotten buffers, and no manual slot-blocking between sessions.

📞

Scenario 2

How do Pilates instructors onboard new clients smoothly?

A new client arriving for their first reformer session without any health screening creates risk for both the client and the instructor. Running that intake via email is slow and easy to forget. A dedicated intro session booking type solves this — it's longer, collects the right information upfront, and sets clear expectations before the first session.

Create an Intro Session event type with a 75-minute duration and intake questions covering health history, injuries, and goals.
Set a separate availability window for intro sessions — for example, only on weekday mornings when you have more time for onboarding.
New clients receive a booking link specifically for intro sessions, separate from the regular session link you share with existing clients.
Review intake responses before the session and arrive prepared with appropriate modifications.

Result: New clients are screened before they arrive, intro sessions run to the right length, and existing clients continue booking as normal through their own link.

🗓️

Scenario 3

How do Pilates instructors reduce late cancellations and no-shows?

A no-show during a booked reformer slot is particularly costly because the machine sits idle and the slot is lost permanently. Automatic reminders significantly reduce the rate of forgotten appointments — and when a cancellation does come in, the slot can be filled by the next client.

Enable automatic email reminders on all session event types — one reminder 24 hours before, and an optional second reminder on the morning of the session.
Set a cancellation notice period — for example, 24 hours — so clients are aware of your policy when they book.
When a client cancels within the notice window, you receive an immediate notification and can proactively offer the slot to another client.
Over time, reminder emails alone reduce forgotten appointments and the awkward follow-up conversations that come with them.

Result: No-show rates drop noticeably within the first few weeks. Reformer slots are filled more consistently and the studio runs closer to full capacity.

🔔

ROI Calculator

How much time could you save?

Adjust to match your practice and see your potential savings.

Calculate your time savings

Drag the sliders to match your practice.

200

minutes saved per week

173.3

hours saved per year

€11265

annual value of saved time

Integrations

Which calendars and tools do Pilates instructors use with Tymeslot?

Connects to the tools you already use. No extra setup.

Google Calendar

Outlook

CalDAV

Nextcloud

Booking Themes

See Tymeslot in action

Try both booking themes live — no account needed.

Quill

Professional Glassmorphism

Try Live Demo

Rhythm

Immersive Experience

Try Live Demo

"My reformer slots used to fill up through a mix of DMs, texts, and spreadsheet notes. Now clients book online and I see the week laid out clearly. The buffer time feature alone saved me so many awkward overlap situations."

Marta V.

Pilates Instructor & Studio Owner, Vienna

FAQ

Frequently Asked Questions

Can I limit how many reformer sessions are available each day?

Yes — you can set a daily booking cap on any event type. Set it to match the number of reformer machines available and Tymeslot will stop accepting bookings once that limit is reached. The cap resets automatically each day.

Can I have a separate booking flow for new clients?

Yes. Create a separate event type for intro sessions with a longer duration, different availability, and intake questions. Share that link only with new clients — your existing clients continue using the regular booking link.

Will Tymeslot send reminders to my clients automatically?

Yes — automatic email reminders are included. You can configure how far in advance reminders are sent. Reminders reduce no-shows and late cancellations without any manual follow-up from you.

Is Tymeslot free to use?

The free plan covers the core scheduling features most instructors need. Pro (€5/month) adds white-label branding, custom domains, advanced integrations, and priority support — useful if you want the booking page to match your studio branding.

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