How to create and manage your class schedule
Build a class schedule that keeps mats full and students happy.
The foundation of studio scheduling
Your class schedule is the heartbeat of your yoga studio. Get it right, and students flow in effortlessly. Get it wrong, and you'll have overcrowded popular classes and empty mats elsewhere.
Creating your weekly schedule
Step 1: Identify peak times
Most yoga studios see demand spikes at:
- Early morning (6-8am): Before work crowd
- Lunchtime (12-1pm): Midday break seekers
- Early evening (5:30-7:30pm): After work crowd
- Weekend mornings (8-11am): Weekend warriors
Schedule your most popular teachers and class types during these times.
Step 2: Balance class types
Offer variety throughout the week:
- Monday: Energizing flow to start the week
- Tuesday/Thursday: Power classes for the active crowd
- Wednesday: Midweek yin or restorative
- Friday: All-levels flow to wind down
- Weekend: Mix of flow, gentle, and specialty classes
Step 3: Set realistic capacities
Don't overpack your studio:
- Allow 2-3 square meters per student
- Consider the class type (restorative needs more space)
- Leave room for props and movement
- Account for instructor demonstration space
Example capacities:
- Small studio (60 sqm): 15-18 students
- Medium studio (100 sqm): 25-30 students
- Large studio (150+ sqm): 35-45 students
Managing class capacity and waitlists
Why capacity limits matter
- Safety and comfort for students
- Quality instruction (teachers can't correct 50 students)
- Studio atmosphere and energy
- Fire code and insurance requirements
Setting up waitlists
When a class fills up:
Waitlist best practices
- Limit waitlist size: Cap at 5-10 students (beyond that, they rarely get in)
- Notify promptly: Send instant notifications when promoted
- Set response window: Give promoted students 30-60 minutes to confirm
- Track no-shows: Students who don't show when promoted may lose waitlist privileges
Substitute teacher management
When your teacher calls in sick
Have a system ready:
Communicating substitutions
- Send push notification or SMS: "Today's 6pm Vinyasa will be taught by [Sub Name]"
- Update your website/app schedule
- Offer full refunds or credits if the sub doesn't match the student's preference
Handling cancellations and changes
Class cancellation policy
Sometimes you must cancel a class (low enrollment, emergency, weather):
- Set minimum enrollment thresholds (e.g., 3 students minimum)
- Cancel classes below threshold 2-4 hours in advance
- Notify all registered students
- Offer automatic rescheduling or credits
Student cancellation policy
Protect your revenue:
- 24+ hours: Full refund or credit
- 2-24 hours: Credit only (or 50% refund)
- Under 2 hours: No refund, class counted against pack
- No-show: Class counted, no credit
Late arrivals
Set clear policies:
- Allow entry up to 5-10 minutes after start
- After that, door is locked (for flow and safety)
- No refunds for late arrivals who can't join
Optimizing your schedule over time
Track attendance patterns
Look at your data monthly:
- Which classes consistently fill?
- Which struggle to hit minimum?
- What time slots have demand but no classes?
Make data-driven changes
- Add classes at times that consistently waitlist
- Move or cancel classes that rarely fill
- Experiment with new class types in underperforming slots
Seasonal adjustments
Yoga attendance is seasonal:
- Summer: Earlier morning classes, less evening (people outdoors)
- Winter: Later morning, more evening (dark earlier)
- January: High demand (New Year's resolutions)
- Holidays: Reduced schedule, special workshops
Pro tips for schedule management
- Color-code by style: Vinyasa green, Yin purple, Hot orange
- Block teacher prep time: 15 minutes before class for setup
- Leave transition time: At least 15 minutes between classes for cleaning
- Communicate changes early: Students appreciate advance notice
- Survey your community: Ask what times/styles they want