Why is reformer class capacity tied to the number of machines?
In a reformer class every member works on a machine of their own, so a class can never take more members than there are reformers in the room. A seventh booking in a room with six reformers means a member waits out the class or someone gets canceled. The booking system has to hold that limit for every session separately and stop a second class landing in the same room at the same time.
- Each reformer room is defined as a room of its own, with a capacity equal to its machines
- A session’s capacity can never exceed the capacity of the room it is held in
- A room only hosts the classes assigned to it, so a mat class cannot be booked into the reformer room
- Neither a member nor staff can take a spot in a full session past its capacity
A session that clashes with the same room or instructor is flagged on the calendar before it is saved, and the hours a room is closed can be blocked.
How are private and duo reformer sessions scheduled?
In a reformer studio a private session seats one member and a duo seats two, and both usually share a room with the group classes. So private and duo sessions belong on the schedule with a room and an instructor, exactly like group classes, and must never land on an hour when the room or the instructor is taken. A recurring series keeps a weekly private client’s hour fixed for them.
- Group reformer
- The studio sets the capacity, and the machines in the room cap it. The level is marked Beginner, Intermediate, Advanced or All Levels.
- Private session
- Capacity is fixed at one. It reserves one machine and one instructor for a single member for that hour.
- Duo session
- Capacity is fixed at two. Two members work side by side on two machines with the same instructor.
Members who come at the same hour every week are added to a recurring series once, which holds their spot in every session of the series. A member without a package yet is held as Awaiting Package, and those seats turn into bookings when the package is sold.
How are reformer packages built?
Reformer packages are split by class type: group reformer, private and duo each get their own package, because the same hour is worth a different amount in each. Group packages are usually sold as 4, 8 or 12 class credit packages, and private packages with a longer validity. A package that only pays for its own class type keeps a cheap group package from being spent on a private session.
| Package | Class type | Credits | Validity | Cancellation and make-up |
|---|---|---|---|---|
| Reformer group 4 classes | Group | 4 | 35 days | 12 hours before, make-up pool |
| Reformer group 8 classes | Group | 8 | 35 days | 12 hours before, 1 cancel a week |
| Reformer group 12 classes | Group | 12 | 45 days | 12 hours before, 1 cancel a week |
| Private reformer 10 classes | Private | 10 | 60 days | 24 hours before, reschedule |
| Duo reformer 8 classes | Duo | 8 | 45 days | 24 hours before, reschedule |
| Reformer trial | Group | 1 | Kept short | No cancellation |
The table is an example; the number of packages, their validity and the cancellation window are each studio’s own call. A longer cancellation window on private and duo sessions gives the instructor time to give that hour to another member.
How should cancellations and the waitlist work for reformer bookings?
An empty reformer is lost revenue, so the cancellation rule and the waitlist have to work together. A member should be able to cancel up to a set number of hours before the class, the freed spot should be offered automatically to the next member in line, and the offer should pass to the next one after a set time. A last-minute cancellation or a no-show counts the credit as used.
- A booking holds a credit for the class; it leaves the package once attendance is taken or the class takes place
- A cancellation inside the window returns the credit as the package’s make-up policy says
- A member who wants a full class joins the waitlist
- When a spot opens the next member gets an offer, open for the time the studio set and closing when the class starts
- An offer that is not accepted passes to the next member on the list
When the studio closes a session to rescheduling, its waitlist closes too; useful for private sessions with a regular member.
How is a reformer instructor’s pay calculated?
Depending on the model chosen, a reformer instructor’s pay comes from the number of classes taught, the number of members who attended, the class revenue or a fixed salary. The right model depends on the studio’s class mix: paying per participant rewards a full group class, while a revenue share pays more for a high-value private session. Whichever model is chosen, the calculation should rest on attendance.
| Model | Mostly group classes | Mostly private sessions |
|---|---|---|
| Per Class | A full group still counts as one class | Every private session earns the full fee |
| Per Participant | A full group earns more | A private session counts one member, so pay stays low |
| Revenue Share | A percentage of group revenue | The high value of a private session shows |
| Monthly Fixed + bonus | Salary plus a bonus per class or per participant | Salary plus a bonus per class |
In Dakik every instructor has one pay definition; for an instructor who mostly teaches private sessions, Revenue Share carries the class value straight into pay. A definition that changes mid-month is applied to each class by its own date.
How is a reformer studio set up in Dakik?
A reformer studio is set up in Dakik in six steps: enter each reformer room with a capacity equal to its machines, define group, private and duo classes, give each class type its own packages, put the weekly schedule on the calendar as recurring series, add the regular members to their series and open the trial class page. After that, capacity, cancellations and pay run from the rules.
Enter the reformer rooms
Give each room a capacity equal to the reformers in it and choose which classes can be held there.
Define the classes by type
Define group reformer, private and duo classes with their length and level; private comes with a capacity of one and duo with two.
Give each class type its own packages
Define group, private and duo packages with their credits, validity, cancellation window, make-up policy and freeze allowance.
Put the weekly schedule on the calendar
Set the classes up as recurring series with their day, time, room and instructor; a room or instructor clash shows before you save.
Add the regular members to their series
Add the group and private members who come at the same hour every week to the series once; their spot is held in every session.
Open the trial class page
Choose the trial package and the classes the page offers; newcomers book their first reformer class there themselves.
Room capacity, series and conflict checks: Schedule
Packages bound to a class type: Member Packages
Cancellation rules, the make-up pool and freezing: Make-up Pool and Freeze
Five pay models: Instructor Pay
No-shows and late cancellations in detail: No-Shows and Late Cancellations
Frequently asked questions
If a reformer goes in for repair, how do I lower a class’s capacity?
Lower the capacity of the affected sessions; in a recurring series you apply the change to that session alone or to that session and the ones after it. If the machine will be out for long, update the room’s capacity too, so new sessions do not open with a spot too many.
What happens to reformer bookings if the room is closed for a day?
You block the room for that day. Dakik first lists the sessions in those hours and, once you confirm, closes them as canceled by the studio. Members with a booking get their held credit straight back in the package, whatever the cancellation rule says, and receive the cancellation as a notification.
Can a group reformer package be used to book a private session?
No. In Dakik a package only pays for sessions of its own class type: a group package does not cover a private or duo session, and a private package is not used for a group class. A package is also limited to the classes chosen in its definition.
Can a newcomer book a reformer trial class on their own?
Yes. Once the studio opens its trial class page, a visitor picks one of the sessions of the classes offered there, leaves their name, email and phone and enters the code sent to their email. They become a member with the trial package and their spot is held.
Can reformer members manage their classes from their phone?
Yes. Dakik runs in the browser and members download nothing. They see the schedule, book a spot, join the waitlist of a full class, cancel within the rule or move a class, see their credits and make-up credits on the same screen and get reminders by WhatsApp or notification.