The Easiest Way to Manage Pilates Class Bookings as a New Instructor: Scheduling Software for New Pilates Instructors

Congratulations on completing your Pilates certification! You’ve mastered the movement principles, perfected your cuing, and you’re ready to transform lives through mindful movement. But here’s what no instructor training program warns you about: teaching Pilates is just half the job. The other half? Running a business.

Suddenly, you’re fielding texts at all hours (“Can I book a session for tomorrow?”), playing email tag to confirm appointments, and frantically scribbling class schedules on sticky notes that somehow disappear when you need them most. If you’ve found yourself manually coordinating calendars, chasing payments, or worse—double-booking yourself—you’re not alone. Every new Pilates instructor faces this reality check.

This is where scheduling software becomes your secret weapon. The right platform doesn’t just organize your bookings; it transforms how your business operates. Imagine clients booking themselves into your classes at 2 AM while you sleep, automatic payment processing that eliminates awkward money conversations, and reminder systems that drastically reduce no-shows. Picture having a professional online presence where new clients can discover your services, read about your approach, and book their first session—all without a single phone call.

But with dozens of scheduling platforms promising to solve your administrative headaches, how do you choose? Some are feature-packed powerhouses that might overwhelm a new instructor, while others are beautifully simple but could limit your growth. Cost is another consideration when you’re building your client base from scratch.

In this guide, we’ll break down some popular scheduling software options specifically from the perspective of new Pilates instructors. We’ll explore everything from budget-friendly solutions perfect for part-time teaching to robust platforms designed for ambitious growth. By the end, you’ll have a clear understanding of which scheduling system aligns with your teaching style, technical comfort level, and business goals—so you can spend less time on admin and more time doing what you love: teaching Pilates.

Acuity Scheduling

Acuity Scheduling: A Smart Choice for Pilates Instructors?

If you’ve recently certified as a Pilates instructor, chances are you’re realising fast that teaching is just *one* part of the job. The other (less glamorous) side? Handling bookings, cancellations, and making sure your schedule doesn’t look like spaghetti on Google Calendar. That’s where Acuity Scheduling steps in. But is it the right fit when you’re just starting out? Let’s break it down.

Why it could be a good fit

Acuity is like having a personal assistant who never sleeps. Clients can see your real-time availability, book themselves in, and even pay online—all without you lifting a finger. For Pilates instructors who are still building a client base, this removes the dreaded back-and-forth messages like: “Are you free at 5pm Tuesday?” (x 100).

Another big perk? Customization. You can set up different class types (say, private one-on-ones, duets, or small group reformer sessions) with different durations and prices. You can even add intake forms so new clients share health info or goals before rolling out their mat. That means less admin, more teaching.

And if you’re running classes part-time while holding down another job? Acuity automatically syncs with your personal calendar (Google, Outlook, iCal), so you never double-book yourself.

Why it might not be the best fit

Now, let’s be real: Acuity is feature-rich. But with more features comes… more setup. If tech isn’t your love language, you might find the dashboard a little overwhelming at first.

Another consideration? Cost. Acuity isn’t the cheapest option on the block, so if you’re just testing the waters with a handful of clients each week, you might feel like you’re paying for features you don’t yet need. It’s kind of like buying the Cadillac of scheduling tools when a simple hatchback could get you from A to B.

Price Range

Acuity has a free 7-day trial, but after that you’ll need a paid plan. Prices usually range from $20 to $50 USD/month depending on whether you want extras like multiple staff accounts, text reminders, or advanced reporting. For a solo Pilates instructor just starting out, the lowest tier might be enough—but keep in mind, the investment is higher than entry-level systems like EZbook.

Website & Social Media Integration

This is where Acuity really flexes. Embedding Acuity into your website is smooth sailing—it offers clean widgets for Squarespace, WordPress, and Wix. And if you’re running your Pilates biz mainly through social media? Acuity integrates seamlessly with Instagram and Facebook, so you can add that magic “Book Now” button and make it frictionless for a potential client to go from browsing your content to booking a class.

Final Thought

 Acuity is a powerhouse. For new Pilates instructors, it might feel like “too much, too soon.” But if you’re serious about growing, teaching multiple clients a week, and want your business to look and feel pro from the get-go? It could be the tool that takes you from scrappy start-up to streamlined studio.

OfferingTree

An all-in-one solution designed for wellness professionals. Includes scheduling, payments, and marketing tools—no need for a separate website builder. A favorite among small Pilates studios for its affordability and ease-of-use.

OfferingTree: All-in-One Simplicity for Pilates Instructors

When you’re stepping into the world of teaching Pilates, you quickly realise you’re not just an instructor—you’re a marketer, bookkeeper, and tech support all rolled into one. That’s where OfferingTree comes in. It positions itself as an all-in-one business tool for wellness professionals. But is it the right choice when you’re just getting started with your Pilates biz? Let’s take a look.

Why it could be a good fit

OfferingTree is designed with wellness professionals (like yoga and Pilates instructors) in mind. Instead of juggling separate tools for scheduling, payments, email marketing, and websites, OfferingTree bundles it all into one neat package. That means fewer logins, less software overwhelm, and a lot less “wait, which platform does what again?”

For Pilates instructors just starting out, that’s a big win. You can schedule private sessions, group classes, or workshops, collect payments, and even run memberships—all in one place. The platform also includes email marketing tools, so you can send newsletters or class reminders without needing Mailchimp or ConvertKit.

Another perk? You don’t need a developer to get set up. OfferingTree gives you a ready-made website (which looks clean and professional out of the box) where clients can book, pay, and learn more about you. Perfect if you’re not ready to invest in a fully custom website just yet.

Why it might not be the best fit

On the flip side, OfferingTree’s “all-in-one” approach might feel limiting if you already have a strong vision for a brand. The website templates, while simple and functional, don’t offer the same level of design flexibility you’d get with platforms like Showit or Squarespace. If aesthetics and a fully custom brand vibe are top priorities for you, you might feel boxed in.

Also, because it’s designed to be an all-rounder, some features (like advanced reporting or more complex automations) aren’t as robust as what you’d find in dedicated tools. For a brand-new instructor, this isn’t usually a dealbreaker—but it’s something to consider if you’re planning for rapid growth.

Price Range

OfferingTree keeps pricing pretty friendly. Plans usually range from $22 to $44 USD/month depending on whether you want extras like memberships and more advanced marketing tools. Considering it replaces multiple tools (website hosting, email software, and scheduling), it’s competitively priced and can actually save money in the long run.

Website & Social Media Integration

Here’s where nuance comes in. If you’re using Showit for your website (a fave for beautifully custom designs), you can’t fully embed OfferingTree’s booking system natively. Instead, you’d link buttons or widgets from your Showit site to your OfferingTree booking page. It’s not as seamless as Acuity embeds, but it’s still functional.

On social media, OfferingTree integrates smoothly—you can drop your booking link into your Instagram bio, Facebook page, or even TikTok profile, making it easy for clients to book on the go.

Final Thought

OfferingTree is like a Swiss Army knife for Pilates instructors starting out—simple, affordable, and designed to cover all your bases. The trade-off? Less design freedom if you’re dreaming of a fully custom brand presence.

Setmore

A strong free option with unlimited appointments, payment integrations (Square, Stripe, PayPal), staff profiles, and social media booking buttons. The UI is intuitive and it’s easy to manage both one-off and recurring bookings.

Setmore: A Straightforward Booking Tool for Pilates Instructors

When you’re fresh out of training and ready to start teaching Pilates, the last thing you want is to drown in admin. This is where Setmore often enters the chat. It’s a scheduling platform built for service providers who want simple, reliable booking systems without breaking the bank. But is it the right fit for a Pilates instructor just starting out? Let’s take a closer look.

Why it could be a good fit

Setmore’s biggest strength is its simplicity. Clients can see your schedule online, book their spot, and even pay upfront—all without needing you to manually confirm anything. For new instructors trying to balance building a client base with lesson planning (and maybe even another job), this can be a massive time saver.

It also offers automated reminders via email or SMS, which is a nice touch to cut down on no-shows (a common headache when you’re starting out). And if you’re running multiple class types—say privates, small groups, or mat classes—you can set up different booking categories with their own pricing and time slots.

Another big plus? Setmore integrates with **Zoom**, so if you’re offering virtual Pilates sessions, the platform automatically generates a meeting link when someone books. No more scrambling to send Zoom invites five minutes before class.

Why it might not be the best fit

Setmore is solid, but it’s not the most advanced platform on the market. If you’re looking for deeper features—like memberships, class packs, or advanced marketing automations—it might leave you wanting more. Other platforms (like OfferingTree or Acuity) cover those bases more comprehensively.

Another consideration: while the interface is beginner-friendly, the free plan is limited. To unlock features like SMS reminders or multiple staff calendars, you’ll need to upgrade. For someone starting out with only a handful of clients, those extra costs might not feel justified just yet.

Price Range

Setmore has a “free plan”, which is great for testing the waters—it covers up to 4 users, unlimited appointments, and online booking. If you want premium features like recurring appointments, two-way calendar sync, or text reminders, you’ll need the “Pro plan” at around $12/month per user. There’s also a “Team plan” at about $9/user/month (billed annually) if you expand beyond solo teaching. All in all, it’s one of the more budget-friendly options out there, especially for beginners.

Website & Social Media Integration

If your Pilates site is built on Showit, Setmore makes integration pretty straightforward. You can embed your booking calendar directly into your Showit site using an embed code. This means visitors don’t have to leave your site to book—they can browse, pick a time, and pay right there.

On social media, Setmore integrates seamlessly with both Instagram and Facebook. You can add a “Book Now” button directly to your profile, making it frictionless for followers to go from scrolling your content to signing up for class.

Final Thought

Setmore is like that reliable entry-level reformer—it’s not the fanciest option, but it’s sturdy, affordable, and does exactly what it promises. For Pilates instructors just starting out, it offers enough to get rolling without overwhelming you with features you don’t need (yet).

Bookeo

Provides a 30-day free trial and supports in-person and virtual classes, reminders, and calendar syncing (Google, Apple, Outlook). You can customize booking pages to match your brand and handle class and private session bookings easily.

Bookeo: A Flexible Booking System for Pilates Instructors

When you’re stepping into the Pilates world as a new instructor, you quickly realise that your time isn’t just about teaching classes—it’s about managing bookings, payments, and making sure everything runs smoothly behind the scenes. Bookeo is a scheduling platform that promises to take the stress out of admin while giving you flexibility as your business grows. But is it the best fit when you’re just starting out? Let’s unpack it.

Why it could be a good fit

Bookeo is designed for service-based businesses, and fitness professionals are one of its sweet spots. It lets you set up different class types—like group mat sessions, reformer classes, or private one-on-ones—with their own time slots, pricing, and capacity. That’s ideal for a Pilates instructor who might be experimenting with different formats in the early days.

Another big win? Automation. Bookeo handles recurring classes, waitlists, automatic reminders, and even package or membership options. If you’re dreaming about building a loyal client base that buys class packs or monthly memberships, Bookeo is ready for that from day one.

It also integrates with payment gateways like Stripe and PayPal, so you can take payments upfront (bye-bye, awkward “please bring cash” conversations). For instructors who want to appear professional and polished right out of the gate, that’s a strong plus.

Why it might not be the best fit

Here’s the thing: Bookeo is feature-rich, which can be both a blessing and a curse. If you’re brand new, the setup process may feel a little overwhelming. You’ll need to configure classes, schedules, pricing, and payment options—so if tech isn’t your jam, you might find yourself wishing for something more plug-and-play, like Setmore or EZbook.

Another consideration is cost. Bookeo doesn’t have a free plan. While the features justify the investment, if you’re only running a handful of weekly classes to start, it might feel like overkill to pay for tools you won’t fully use right away.

Price Range

Bookeo’s pricing is straightforward, but not the cheapest. Plans typically range from $14.95 to $39.95 USD/month, depending on whether you’re booking classes, courses, or appointments. The entry-level plan gives you access to core scheduling features, while the higher tiers unlock more advanced options like memberships, coupons, or in-depth analytics.

Compared to other scheduling tools, it’s middle of the road—more expensive than bare-bones options like Setmore, but often cheaper (and less clunky) than bigger players like Mindbody.

Website & Social Media Integration

For Showit Website users, Bookeo offers embeddable booking widgets you can drop into your site using the platform’s embed code feature. That means your clients can book without leaving your beautifully designed site. Alternatively, you can use direct booking links on buttons throughout your site—so the integration is smooth either way.

On social media, Bookeo also works well. You can add booking links to your Instagram bio or Facebook page, making it easy for followers to sign up for classes with just a tap. While it doesn’t integrate natively with Instagram’s “Book Now” button like some platforms, the link option gets the job done.

Final Thought

Bookeo is like the Cadillac of scheduling platforms for wellness businesses—robust, polished, and built to support growth. For a Pilates instructor starting out, it may feel like “a lot” upfront, but if you’re serious about scaling and want a system that won’t need replacing down the track, it’s a smart investment.

TidyCal

A simple, budget-friendly choice. You can sync with calendars, send reminders, accept payments, offer group bookings, and create custom booking pages. There’s a basic free plan, and the full version is a one-time ~$29 lifetime deal.

TidyCal: A Simple, Affordable Scheduling Option for Pilates Instructors

For Pilates instructors just starting out, choosing a scheduling tool that’s simple, affordable, and integrates easily with your website or social media can feel overwhelming. TidyCal is one option that’s worth considering. Designed to keep things straightforward, TidyCal focuses on the essentials: booking management, calendar syncing, and client notifications—all without the clutter of unnecessary features.

Why it could be a good fit

TidyCal is particularly appealing for instructors who are just starting their business and want a low-friction scheduling system. The platform allows you to set your availability, create different types of sessions (like private mat classes, small group reformer classes, or even virtual sessions), and accept payments through Stripe or PayPal. Its clean, intuitive interface makes it easy to see upcoming appointments at a glance, which is perfect for busy instructors balancing teaching, marketing, and administrative tasks.

Another strong point is its simplicity. Unlike some scheduling platforms that overwhelm you with features like membership management, detailed analytics, or complex pricing tiers, TidyCal keeps the focus squarely on booking. This can be a relief if you’re just launching your Pilates business and don’t yet need the full suite of tools offered by larger platforms.

Why it might not be the best fit

On the flip side, TidyCal’s simplicity also means it’s less robust than some of the other tools on the market. If you plan to scale quickly, offer a variety of memberships, or want advanced features like automated reminders beyond basic email notifications, you might find TidyCal somewhat limited. Additionally, while it supports integrations through links, embedding a fully customized booking system on your website may require a bit more effort compared to platforms with native widgets.

Pricing

One of TidyCal’s biggest advantages is affordability. It offers a “single plan” at around $9 per month when billed annually, or about $12 per month if billed monthly. This price point is significantly lower than many competing platforms, making it an excellent choice for instructors working with tight budgets. The low cost doesn’t mean low quality, however—TidyCal’s core scheduling features remain reliable and functional.

Website & Social Media Integration

For Pilates instructors using a Showit Website, TidyCal can be embedded into your website via a simple HTML block or linked directly from buttons, making it accessible for clients without leaving your site. While it may not have as polished a “native” feel as some larger scheduling platforms, the setup is straightforward and doesn’t require coding skills. For social media, TidyCal works well with Instagram, Facebook, or TikTok by linking your booking page in your bio or posts, so clients can easily schedule sessions without confusion.

Final Thought

In short, TidyCal is a strong contender if you’re a Pilates instructor looking for a budget-friendly, user-friendly scheduling system with basic booking features and easy online accessibility. It may not meet the needs of more complex businesses, but for solo instructors or small start-ups, it could be exactly what you need to simplify your booking process.

Conclusion: Finding Your Perfect Scheduling Match

Choosing the right scheduling software as a new Pilates instructor doesn’t have to feel like solving a complex movement pattern. The key is matching the platform to where you are right now—not where you think you should be.

If you’re just dipping your toes into teaching with a few clients per week, start simple. Setmore’s free plan or TidyCal’s budget-friendly approach can handle your basic booking needs without overwhelming your startup budget. These platforms let you test the waters of automated scheduling while you focus on building your teaching skills and client relationships.

Ready to level up with more professional polish? Bookeo and Acuity offer the robust features that make your business feel established from day one. Yes, they require more investment upfront, but they’re built to grow with you. Think class packages, automated marketing, and seamless payment processing—all the tools that transform casual clients into loyal students.

And if you’re the type who wants everything in one place? OfferingTree’s all-in-one approach means you won’t outgrow your scheduling system as quickly, even if it means sacrificing some customization flexibility.

Here’s the truth no one tells new instructors: you can always change platforms later. What matters most is getting started with something that removes the booking headaches from your life right now. Your future self—the one teaching packed classes and building a thriving practice—will thank you for automating the admin work early.

The best scheduling software is the one you’ll actually use consistently. So pick the platform that feels right for your current situation, set it up properly, and then get back to what you do best: helping your clients discover the transformative power of Pilates. Your business will grow around the system you choose, and when it’s time to upgrade, you’ll know exactly what features matter most to your teaching style and client needs.