Essential features for running your business
Choosing the right studio management platform isn’t just about ticking boxes. It’s about laying the foundation for your studio’s long-term success. Your software isn’t just a back-office tool; it directly impacts your daily operations, your client experience, and your growth potential. Not only does the platform play a role in your own day-to-day operations as a studio owner or manager, it also directly affects your clients and the experience they have using the platform.
With so many platforms out there, it’s important to know which features are genuinely essential. Understanding how to identify and use these features in your current or future platform will ensure that you are getting the best for your business. These ten are the building blocks of a smooth, scalable, and professional studio operation.
1. Easy class & schedule management
Why it’s important: Your schedule is the heartbeat of your studio so managing it should be quick, intuitive, and flexible.
A strong scheduling system saves time and reduces the risk of errors or missed details. You should be able to add classes effortlessly and make real-time updates, all in just a few clicks. Another key point is being able to apply bulk edits to recurring sessions. Without having to manually go back and edit sessions one by one, you will save time and avoid the frustration of editing classes that should be easily modified with one change.
An ideal system also includes flexible waitlist management, allowing you to decide whether you’d like to make that first-come first-served or on a times-limit slot. Being able to close the waitlist also gives you more control over when you know the class may be filled. Tools like no-show tracking, cancellation policies, and real-time changes help you maintain structure while giving clients the reliability they expect.
When you can manage your class calendar with ease, you free up time for coaching your team, growing your brand, or just breathing a little easier.
2. Built-in marketing suite
Why it’s important: All-in-one marketing tools help you engage clients without juggling multiple platforms.
Having your marketing tools embedded in your studio software means your campaigns are powered by real-time data like visit history, booking patterns, and membership status. This allows for more relevant and timely communication, whether it’s promoting a new class, re-engaging a lapsed client, or celebrating a milestone.
You’ll also benefit from having everything in one place; emails, automations, promotions all linked directly to your class schedule and client list. When switching back and forth between tools, information can often get lost. Plus, managing and paying for even one more service? Better to have it included all-in-one! Streamlined marketing means stronger relationships and better retention, all without the headache.
Bonus: AI-powered email suggestions in your email builder can speed up campaign creation without losing personalisation.
3. Personalised client experience
Why it’s important: A seamless, branded experience builds trust and helps your studio stand out.
Clients today expect a modern, mobile-friendly booking journey that reflects the quality of your studio. When that experience is consistent from website to app to confirmation emails, it reinforces your brand and creates a sense of professionalism.
Branded booking widgets and mobile apps allow clients to engage with your studio in a familiar, intuitive way. Being able to customise everything from brand colours, fonts, and logos makes sure every client touchpoint feels intentional and on-brand.
A calendar widget on your website ensures everything seamlessly helps members and visitors scan through classes in an organised, visually pleasing way while a branded app makes booking at your studio a simplified ritual that’s a no-brainer. The result? A smoother experience for your clients, and stronger emotional connections to your studio.
4. Time-saving automation
Why it’s important: Automation reduces repetitive tasks so you and your team can focus on what really matters.
Whether it’s sending class reminders, waitlist notifications, birthday emails, or no-show follow-ups, automation helps you stay engaged with clients without spending hours behind the scenes. Automation is really where the secret productivity hacks come in. Hello operational efficiency!
Automation also supports consistency as every client gets the same level of attention, regardless of how busy your team is. Plus, automated workflows help reduce human error, which is crucial in a fast-paced environment. All you need to do is plan a bit ahead. Decide what communication you’d like to send and when, to which people. Once you have this framework set up, changes can quickly be made which impact large amounts of members at your studio with little effort. Sending SMS and push notifications are a great way to alert members of more time-sensitive topics in which you know you’d like to communicate at a specific time.
With the right automations in place, your studio runs smoother — and your clients feel better supported.
5. Teacher & staff management
Why it’s important: A well-supported team leads to a better client experience and stronger studio culture.
Managing your staff should be seamless, whether you’re coordinating schedules, processing payroll, or tracking performance. Look for a platform with built-in staff management features such as a substitute teacher tool, eliminating the need for group chats and communication back and forth; finding a new teacher should be an easy process. Being able to have each teacher’s payroll separated makes payday easy and keeps your finances organised. When it comes to giving access to your management software, the ability to give specific steam members their own logins with access permissions enabled by you ensures total control.
You should also be able to see at a glance which instructors are bringing in the most revenue or engagement. This is data that can inform everything from staffing decisions to bonus structures to class management.
When staff feel empowered and clearly informed, it reflects in their energy and commitment to your studio.
6. Multi-location management
Why it’s important: As your business grows, you need a platform that grows with you.
Whether you are already managing more than one location or may be planning to in the future, it requires a bird’s-eye view of your entire operation. You should be able to view performance across all locations while still drilling down into the details of each individual branch.
This is particularly useful for franchises or growing brands that need consistent processes with local flexibility. A great system will also let you transfer staff or members between locations, unify payment structures, and compare metrics side by side. Whether you need locations to be from one back-end system or multiple that centralise into one main account, it is essential to be able to manage and monitor each location independently and as part of a cohesive whole. Growth becomes much smoother, and a real possibility when your platform is already designed to support it.
7. Facilitated payment solutions
Why it’s important: Easy, reliable payments help clients commit pay without problems and help your business stay financially healthy.
Your platform should support flexible, secure payment options that meet your clients where they are from one-off purchases to recurring subscriptions. It should also make it simple to track invoices, manage failed payments, and issue refunds when needed.
Integrated payment systems eliminate the need for manual tracking or external accounting tools. You also get clearer visibility into your cash flow, making it easier to plan, forecast, and scale your studio. Clients want frictionless payment options, which should be supported by easy payment processing that supports a variety of payment methods, especially those that your clients most often have. Whether payments are being made in-studio or online, your business needs dependable, automated processing.
8. Industry-forward integrations
Why it’s important: Integrations allow your studio to offer more and expand your software’s capabilities.
The best platforms work hand-in-hand with the tools you’re already using, facilitating connections and streamlining processes. Does your studio currently use marketplaces to attract new audiences such as ClassPass or Wellhub? Platforms which offer integrations within them help your studio get more visibility while keeping everything centralised.
When it comes to giving your clients online offerings through video, the integrations to look out for are common video service platforms including Zoom, Vimeo, and YouTube. This makes uploading and distributing content through your website easier, faster, and more accessible.
Integrations extend your reach, help you attract new clients, and enable hybrid business models. By connecting your platform to popular marketplaces or content tools, you open up new revenue streams without adding complexity. Strong integrations mean your platform adapts with your business and boosts visibility.
9. Real-time business analytics
Why it’s important: You can’t improve what you can’t measure. Real-time insights give you a competitive edge.
Data helps you make confident decisions around scheduling, staffing, marketing, and pricing; in turn providing information for the backbone of your business strategy. Your platform should provide intuitive dashboards showing metrics like class occupancy, revenue, client retention, and booking behaviour. Being able to analyse this data at a glance, as well as at a granular level keeps you informed week to week and month to month.
The ability to generate custom reports to your studio and download them whenever needed gives you flexibility and control. Whether you’re prepping for a quarterly review or checking in on weekly targets, real-time data lets you stay proactive instead of reactive.
Good analytics don’t just show you what’s happening but show you where to go next for productive, smart decisions which scale your business.
10. Advanced CRM & retention tools
Why it’s important: Strong client relationships are the pulse of a thriving studio; no clients, no revenue!
A powerful CRM allows you to go beyond basic contact storage and into real client understanding. You should be able to tag clients based on their class habits, engagement level, or membership tier. Tagging clients as soon as they enter your studio helps you build a relationship from the start, with the ability to follow their class purchasing history throughout time. Good client relationship management allows for targeted communications based on said behaviours. The more tailored your outreach, the more valued your clients will feel, and the more likely they are to stick around.
Look for features like guest booking, lead capture forms, automated welcome flows, and milestone messages. These tools nurture the clients relationships you already have while prepping for the influx of new ones. Your management platform should foster client relationships in a way that makes it easy for you to understand their needs and habits, making retention possible at every stage of the client journey.
Looking for a platform that tackles all this?
If these 10 features sound like the ideal toolkit for your studio, you're in the right place! Whether you're just starting out or scaling up, having the right systems in place makes everything easier for you, your staff, and your clients.
bsport is an all-in-one platform designed specifically for fitness studios like yours. From seamless scheduling to advanced analytics, bsport helps you streamline operations, enhance the client experience, and grow your business — all from one place. These might be the top 10 things studio owners are looking for, but at bsport, the list doesn’t stop there.
Ready to see what’s possible when everything just works? Discover how bsport can support your studio’s success.
