Fitness Studio Cockpit — Operator Demo

Active Members

412

$58K/mo MRR · 8% churn

Today's Classes

14

184 booked · 88% utilization

June MTD

$68K

+8% vs May

Trial Conversions

38%

Industry avg 22%

Today's class schedule

All classes

Time	Class	Coach	Booked / Cap	Status
6:00 AM	HIIT	Maya	12/14	Done
7:00 AM	Strength	Carlos	14/14	Done · sold out
8:00 AM	Yoga Flow	Jess	10/14	Done
9:00 AM	Cycle	Marcus	14/14	Done · sold out · 3 waitlist
10:00 AM	Pilates Mat	Sarah	11/14	Live now
11:00 AM	Strength	Carlos	14/14	Next · sold out · 2 waitlist
12:00 PM	Lunch HIIT (30 min)	Maya	13/14	Scheduled
5:00 PM	Power Yoga	Jess	14/14	Scheduled · waitlist 4
6:00 PM	HIIT	Marcus	14/14	Scheduled · waitlist 6
7:00 PM	Strength	Carlos	10/14	Scheduled

Retention risk · members trending down

All at-risk

!

Jessica T. · attended 1× in last 14 days (usually 3×/wk)

UNLIMITED MEMBER · $189/MO · OUTREACH PRIORITY

!

The Walkers (couple) · zero attendance · 21 days

2× UNLIMITED · $338/MO · CALL TODAY

!

Mike F. · attendance down 50%

10-PACK MEMBER · OFFER UPGRADE TO UNLIMITED

!

Sarah K. · failed auto-charge today

CARD EXPIRED · AUTO-RETRY TOMORROW · TEXT SENT

Trial pipeline · this week

T

14 active trials · 7-day intro pass

8 ATTENDED 2+ CLASSES · STRONG CONVERSION SIGNAL

T

4 trials end today · conversion call queue

CALL EACH · 60% TYPICAL CLOSE

T

3 booked first class · this week

FIRST-CLASS QUALITY DETERMINES 90% OF RETENTION

Recent activity

$

Membership upgrade: Jenna → unlimited · $189/mo

$

Trial conversion: Wong family · 2× unlimited · $338/mo

★

5-star Google review · Cohen

!

Class cancellation: tonight 8 PM · Carlos sick

SUB BOOKED · MEMBERS NOTIFIED

Class Operations

Per-class booking, check-in, late-cancel fees, waitlist auto-promote.

Real-time class booking via member app
Self-check-in (QR / NFC fob / face recognition)
Late-cancel fee auto-application
Waitlist with auto-promote on cancellation
Per-class attendance + no-show tracking

Member Database

Per-member profile, attendance, billing, lifetime value, social.

Per-member attendance pattern (favorite class / coach / time)
Lifetime value + visit frequency
Billing history + payment methods
Referral attribution
Birthday + milestone tracking

Trial → Member Conversion

From first website visit to paid member — track every step.

Online intro-pass purchase
Auto-welcome sequence (text + email)
First-class attendance prioritization
Day-by-day check-in cadence
End-of-trial conversion call queue
Per-coach conversion rate scoring

Retention Engine

The highest-ROI activity in fitness ops. Catch the churn signal before it becomes a cancellation.

Attendance drop-off alerts (50% / 100% drop vs baseline)
Failed-payment auto-recovery sequence
Per-member at-risk scoring
Owner-priority list for personal outreach
Win-back campaign for cancelled members

Schedule Management

Weekly schedule with substitution coordination, holiday + special-event scheduling.

Drag-drop weekly schedule editor
Coach substitution + member auto-notification
Holiday / closure scheduling
Special events + workshops
Schedule publishing to website + member app

Coach Management

Per-coach scheduling, certifications, attendance attribution, payment.

Per-coach class assignment + rate
Certification + insurance tracking with expiration alerts
Per-coach attendance + member feedback
Per-coach revenue contribution
Payroll integration (Gusto / ADP / 1099)

Class Programming

Where the workouts live. Per-class lesson plans + progression tracking.

Per-class lesson plan with progression
8-week strength cycle programming
Coach access to programming library
Member progress tracking
PR + benchmark workout tracking

Billing Operations

Recurring auto-charge with failed-payment recovery sequence.

Per-tier membership pricing
Auto-charge on monthly anniversary
Failed-card auto-retry (3-day → 7-day → 14-day)
Card-update self-service via member portal
Pause + freeze handling
Per-member lifetime billing history

Retail Operations

In-studio shop with branded apparel + supplements + accessories.

POS integration (Square / Toast / Shopify)
Member discount auto-applied at checkout
Per-member retail spend tracking
Inventory + restock alerts
Online order with in-studio pickup

Studio Reports

The numbers a studio owner needs to run the business.

MRR + monthly active members
Churn analysis with cohort + reason
Per-class utilization + capacity planning
Per-coach revenue + retention contribution
Trial-to-paid conversion by source + season
Cost per member acquisition

↘ Shared engine — from Audit Practice · fitness-flavored: membership tax (state-specific), 1099 coach payments, Section 179 equipment, ASCAP/BMI music licensing

Memberships Tax MTD

$0–4K

State-dependent · 12 states tax

Retail Sales Tax MTD

$240

Apparel + supplements taxable

1099 Coaches

5

2 W-2 · 5 1099 PRN

Equipment Section 179

$28K

Cardio + rigs · this year

↘ Shared engine — from Diamond Atelier · fitness-flavored: birthday class + free guest pass, membership anniversaries, PR milestone celebrations

Date	Member	Milestone	Action
Jun 14	Jessica T.	Birthday	Free 2-guest pass · birthday card from coaches
Jun 22	Cohen + Walker	1-year membership anniversary	Branded apparel gift · sweet milestone shoutout
Jun 28	Mike F.	100 classes attended	Free month + shoutout · ask for video testimonial