Start with the work your team needs to finish: booking a machine, teaching a prepared class, converting an intro and keeping members coming back. Then compare the system, the handoff and the complete cost.
A practical answer
Choose Pilates studio software that connects room capacity, memberships, class plans and member follow-up. Keep a working booking system if one focused add-on solves the problem. Consider a full platform when staff repeatedly rebuild the same member context across tools.
Written by ClassFlow · Reviewed October 6, 2026.
This is ClassFlow’s buying framework. Competitor capabilities and commercial terms should be checked with each vendor.
Write down the recurring problem, the person responsible and what a finished outcome looks like. A missed intro follow-up and an unreliable billing system need different solutions.
Choose Connect when your existing source system works and the gap is a focused team workflow. Confirm access to the right records and the refresh method before committing.
Evaluate Full ClassFlow when booking, billing, member records, classes and follow-up need to share one operating history. A move requires a data and payment handoff, not just a new calendar.
Full ClassFlow: $399 per studio / month when activated. Relay, Pulse, Momentum and Circle workflows are included. Provider-backed services and native app rollout have separate terms.
Plan a full-platform setupAlready using Mindbody? Read the source-system workflow guide. Shortlisting vendors? Use the dated software comparisons and Momence versus Mindbody guide.
Use the same test scenario with each vendor. Ask to see the outcome in the product and record any step that requires another tool, an upgrade or manual work.
Check 1
Create a class with your actual room capacity. Book the final spot, join the waitlist with another member, then cancel inside your policy window.
Evidence to ask for: Show the capacity, promotion rule, notification and cancellation charge or credit outcome. Repeat for a private session if you sell them.
Check 2
Create a test inquiry, record the first intro booking, assign the follow-up and convert the member to a recurring membership.
Evidence to ask for: Show one member history, the responsible staff member and the next due task. Ask which messages are sent automatically and which require approval.
Check 3
Use a test membership to demonstrate a hold, plan change, failed payment and credit balance.
Evidence to ask for: Show the effective date, future bookings, member-facing explanation and staff audit trail. Confirm billing behavior in writing before activating it.
Check 4
Open a roster with a first visit and an existing member note. Attach a class template with your equipment and setup notes.
Evidence to ask for: Show what the instructor can see, who may edit notes, how a substitute gets the briefing and how the class is checked in.
Check 5
Ask the vendor to explain an attendance-change signal and prepare a follow-up draft using authorized test records.
Evidence to ask for: Show the source records, the reason, the person responsible and the approval step. Ask what happens when the source data is missing or stale.
Check 6
Review test bookings, attendance, sales, instructor compensation and a payment-provider payout.
Evidence to ask for: Show the definitions behind each report and how to export the underlying records. Confirm whether payroll review also initiates payouts.
Watch these workflows in the ClassFlow product tour, then ask the team to demonstrate the details that matter to your studio.
Compare the same time period, number of locations and expected usage. Separate recurring charges from one-time launch work, and mark any unquoted amount as unknown.
| Cost category | What to confirm |
|---|---|
| Subscription | Per studio, location, staff seat or active member? Which feature tier and term? |
| Payments | Processing rate, fixed transaction fees, card readers and payout schedule. |
| Messaging and AI | Included allowance, sender setup, usage charges, overages and approval rules. |
| Member experience | Web booking versus native app, app-store ownership, launch work and recurring fees. |
| Migration | Exports, cleanup, credit reconciliation, custom imports and saved-card handoff. |
| Connections | Required API entitlement, source-vendor fees, refresh cadence and write-back limits. |
| Exit | Contract notice, data export scope, export fees and payment-token portability. |
The worksheet has blank vendor columns so you can enter actual quotes and demo evidence. Use the studio revenue calculator to explore your own capacity and attendance assumptions; it is an educational estimate.
A feature match does not establish migration readiness. Give one person ownership of the cutover checklist and confirm the source vendor’s export process before cancelling anything.
A Pilates studio needs booking and capacity rules, memberships and billing, member records, instructor and class workflows, and lead follow-up. Reformer and machine-based studios should also evaluate room configuration, equipment and setup notes, class templates and instructor briefings. Choose based on your operating tasks and total written cost.
Replacing the booking system is not always necessary. ClassFlow Connect can add staff operations, retention, CRM or loyalty while booking and billing remain in an approved external source system. Source access, available records, connection or import method and provider readiness must be confirmed for your studio. Full ClassFlow is the path for moving core booking, billing and studio operations together.
Full ClassFlow is $399 USD per studio monthly when activated. Workspace creation starts a 7-day setup and exploration period with no card required; paid services need separate activation. Connect product prices come from the published catalog. Processing, managed messaging, billable AI, native app rollout and custom implementation are scoped separately.
Saved-card and autopay continuity depends on the available processor migration path. A member CSV alone does not transfer payment tokens. Confirm who coordinates the processors, which memberships require member action and how renewals are handled before choosing a cutover date.
Ask which records the AI uses, whether recommendations explain their sources, what happens with missing data, who can access member information, and which actions require review. Demonstrate a draft, an approval and an audit trail using test records. A generated recommendation is not proof that a message, schedule change or charge is authorized.
For published vendor information, start with Mindbody pricing, Momence and Mariana Tek. Confirm your region, product tier, integrations and written quote with the vendor. This guide does not assign unverified capabilities or prices to competitors.
Tell us your current software and the problem you want to solve. Choose a product, plan a full setup, or ask for help deciding.