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Yoga and pilates studios · CRM

Know which student is on session nine of ten before the student does.

A customer relationship management (CRM) system for a studio is the single record of each student's trial date, pack purchased, sessions used, batch attended and the teacher they follow. GullySales sets up the fields, the attendance entry at the door and the reports your manager reads from it.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of yoga and pilates studios at work in India

What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for yoga and pilates studios

Sales and marketing for yoga and pilates studios, the overview.

Last updated 5 Oct 2026.

For yoga and pilates studios

Where it usually goes wrong, and what we would do.

  • “Attendance is the record, so it has to be marked at the mat”

    A CRM a studio does not update at the door is a list of phone numbers. The teacher marks the batch from a phone before the first sun salutation, and the pack balance moves without anybody at the desk typing it in later.

  • “The pack balance is the sales pipeline”

    A gym counts memberships. A studio counts sessions left. The report your manager needs is every student with two sessions remaining, sorted by batch, because those are the renewal conversations to have before the pack runs out.

  • “The teacher's notes belong in the record, not in their head”

    A student's slipped disc, prenatal stage or the wrist to avoid loading travels with the student when they switch from the 7am to the 6pm batch. When it lives only with one teacher, a substitute puts the student into a pose they were told to skip.

What we do

What we deliver for yoga and pilates studios.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A student record built around the pack

    Fields for trial date, source, pack type, sessions bought, sessions used, expiry, batch, home teacher and the condition notes the student has agreed to share.

    Result: One screen tells you where every student stands.

  2. Attendance marked from the teacher's phone

    A register per batch that the teacher ticks at the start of class, which draws down the pack and flags anyone attending on an expired one.

    Result: Nobody is on session twelve of a ten-session pack.

  3. Waitlist and batch capacity in the same place

    Each reformer bed and each mat slot counted per batch, with the waitlist held against it rather than in a WhatsApp group the desk scrolls through.

    Result: A released bed goes to the next name, not the loudest.

  4. Reports your manager reads

    Students near expiry by batch, trials not converted by teacher, attendance by time slot, and which batches are full at 7am and empty at 11am.

    Result: You know which batch to open and which to close.

  5. Consent and health notes stored properly

    Injury and pregnancy notes kept with the student's consent, visible to whichever teacher takes the class and to nobody else.

    Result: A substitute teacher walks in knowing what to avoid.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

What to record, and when

What a yoga or pilates studio should record about every student, and whether software is needed yet.

Trial class and what happened next
Record the trial date, the teacher and whether the student bought a pack, with the reason if not. A trial that did not convert is a call worth making once.
Pregnancy, surgery or back flag
Hold a flag for anything the teacher must know. What the student told the teacher in detail stays with the teacher, not in the shared record.
Freezes and extensions
Record when a pack was frozen for travel or illness and the new expiry date. Without it the desk and the student argue about dates at renewal.
Batch attended
Note the batch, and any move from morning to evening. A student who changes batch may be close to lapsing, and the teacher can say hello.
How the student found you
Mark Instagram, Maps, a physio's advice, a friend or a corporate tie-up. A physiotherapist's referral is a different student from a New Year resolution.
Do you need software yet?
A sheet and the booking app's attendance export are enough for one studio with one teacher and a small group of students. Move to a CRM when packs, freezes and several teachers are tracked by hand.

Who it is for

This is written for these yoga and pilates studios.

  • Hatha and traditional yoga studios
  • Power yoga and fitness-focused studios
  • Reformer and mat pilates studios
  • Prenatal and postnatal yoga specialists
  • Corporate wellness and workplace yoga providers
  • Yoga teacher training institutes
  • Hybrid online and in-studio yoga platforms
  • Multi-branch yoga and pilates chains

Not for

It is not the right fit if.

  • Students pay in cash and book by phone and nobody will enter them, so the record would stay blank.
  • The studio has few students whom the teacher knows by name, so a system would add typing without use.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Can we run this on the booking app we already use?
If it records sessions used, expiry and which teacher a student follows, and your manager can pull a list of students near expiry from it, you already have a CRM. Most studio booking apps do the schedule well and the record badly. We start from what you have, and only change it if the report cannot be built.
Who fills it in, the teacher or the front desk?
The teacher marks attendance, because the teacher is the one standing in front of the mats. The desk records the purchase and the trial booking. Anything that needs somebody to remember to type it in after class does not get typed in.
Can the CRM show which students are about to lapse?
Yes, from two fields: sessions left and last attended date. A student with few sessions left, or none attended since the last pack, goes on the call list. It works only if attendance is marked at every class.
What do we do about students who pay by UPI or cash with no record?
Enter each payment against the student the same day, with mode and amount, from the UPI statement. Cash goes in the register first. A pack with no payment against it is a pack nobody can renew.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for yoga and pilates studios.

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