Software for Pilates instructors: reformer privates and session packages

Reformer privates are where an independent Pilates instructor makes most of the money, and they're sold in packs: 5, 10 or 20 sessions paid up front and used over a few months. The admin is knowing who has how many left, who paid, and whether a late cancellation uses up a session. With one reformer in a home studio or four in a rented room, every empty hour costs you.

From the intro session to a 10-pack

1. Create a 55-minute "Intro reformer session" meeting type, charged at booking (for example $65) and refunded if canceled 24 hours ahead.
2. A duet: one person books and pays for the hour. Add a booking question for the second person's name.
3. After the intro, send a proposal for a 10-session package (for example $950) with your expiration and late-cancel terms written in. They accept online, and your waiver goes out for e-signature.
4. Invoice the package from the accepted proposal. They pay by card through your Stripe account, or by Zelle with your details printed on the invoice.
5. Create a "Package session" meeting type with no charge and turn it off. Send 10 one-time links, each labeled with the client's name and session number and set to expire on the package's last day if your terms say so. Each link books one session and then stops working.
6. Track what's left on a board card for each client ("6 of 10 used"). SoloWOS doesn't count down for you.
7. If a package client cancels late, your terms decide whether that session is used up. If it is, you simply don't send a replacement link.

A studio with two or three instructors

On the Team plan ($35/month for up to 3 users), a team meeting type shows the times when any instructor is free and gives each booking to the one with the fewest upcoming meetings. Each instructor connects their own calendar, and packages, invoices and waivers stay in one workspace.

A typical week

• Monday: three intro sessions booked over the weekend from Instagram, all paid.
• Tuesday: a client finishing her 10-pack accepts the renewal proposal, and the invoice made from it is paid by card the same day.
• Wednesday: a duet moves from Wednesday to Friday from the link in their confirmation, and the reformer opens up for someone else.
• Thursday: you send 10 new one-time links for the renewed pack, each expiring in 4 months.
• Saturday: you log new springs and the studio rent in Expenses.

All 13 tools, one by one

How a Pilates instructor uses each tool. Scheduling, Proposals and Invoicing carry the packages; the rest help at the edges.

• Link in Bio: your bio link with the intro session, package prices and an email signup for when a regular weekly slot opens up.
• Short Links: a QR code on the card you hand out after an intro session, pointing at your package page, with a click count to see if the cards work.
• Forms: a short form before the intro: reformer experience, goals and preferred times. Health history stays on paper, as the note below explains.
• Scheduling: paid intro and drop-in privates, duets booked by one person, and a hidden package meeting type used only through one-time links with expiration dates.
• Proposals: the 10- or 20-session package with your expiration and late-cancel terms written in, accepted online with the client's name.
• E-Signatures: your waiver and studio policies signed before the first session, with a certificate and audit trail you can pull up later.
• Document Tracking: your studio policies or an at-home mat routine as a tracked PDF link, so you know who opened it.
• Screen Recording: limited, because it captures your screen and not the reformer. It helps for a recording of up to 5 minutes that shows a new client how packages, links and late cancels work.
• Notes & Boards: a board with one card per package client showing sessions used, so renewals don't sneak up on you.
• Time Tracking: rarely needed when you sell sessions. It helps if you also teach hourly at another studio or a corporate site and bill those hours.
• Invoicing: package invoices created from accepted proposals, drop-in balances, and a repeating monthly invoice for clients on a fixed monthly rate.
• Expenses: reformer payments, springs and straps, studio rent and certification costs, with the receipts attached.
• Automations: a no-show from an intro session gets a rebooking email, and when a package invoice is paid you get a task to send the session links.

Packages, contracts and taxes

• Prepaid packages can fall under state consumer law. California regulates contracts for "health studio services", which cover instruction and training in exercise, in Civil Code sections 1812.80 and following, with cancellation rules in section 1812.85. If you sell packages in California, or in another state with a similar law, check whether yours qualify before you set expiration and refund terms.
• Card payments and payment apps: under the IRS rules now in effect, third party settlement organizations send a Form 1099-K only when your payments top $20,000 and 200 transactions in the year, though they may send one below that. All of the income is taxable either way.
• Injuries, surgeries and pregnancy from your intake stay on paper or in a system built for health records, not in booking questions, forms or board cards.

This is general information, not legal advice. Rules vary by state; check yours with a lawyer or your licensing board.

SoloWOS or Acuity: which fits

Choose Acuity if:

• You want packages that count sessions down on their own, or memberships managed inside the scheduler.
• Your clients expect text reminders.
• You run group reformer classes with spots and waitlists. Then also look at studio software such as Mindbody or Arketa, and check their sites for what each plan includes.

Choose SoloWOS if:

• You sell privates and duets, and want the package terms accepted in a proposal and the waiver signed before session one.
• Two or three instructors share one booking page for one price.
• Booking, invoices and expenses for the studio should live in one account.

Prices and features checked on October 17, 2026 on each company's site.

Start with these three

Scheduling, with the paid intro and a hidden package meeting type; Proposals, so every package is accepted with its terms; and Invoicing, to bill each package from the proposal. E-Signatures comes right after for the waiver.

Free tools that help

• Break-even calculator to see how many packages pay for a new reformer.
• Payment fee calculator for what card processing costs on a $950 package.
• Customer lifetime value calculator for a client who renews three times.
• Freelance rate calculator for your private-session price.
• Profit margin calculator for a package after rent and equipment.

What SoloWOS won't do for a Pilates instructor

• No group classes with spots or waitlists: each slot takes one booking.
• Packages don't count down: you track the sessions used.
• No memberships charged to a saved card, and no payment plans on one invoice.
• Reminders by email only, not SMS.
• No retail checkout or inventory for grip socks and props.
• SoloWOS doesn't file taxes, issue 1099s or collect sales tax for you. Invoicing sends the invoice with a pay link (card through your Stripe account) and your other payment details; your accountant or tax software handles the rest.