The six numbers worth checking every week are class fill rate, no-show rate, new-to-regular conversion, package utilization, revenue per class and a few early churn signals. You can calculate all of them from your schedule and booking records in about 15 minutes, no analytics degree needed.
The point isn't to admire a dashboard. It's to catch small problems, like a Tuesday class that's quietly slipping, while they're still cheap to fix. Here's what each number means, how to figure it out, and a routine to keep it from becoming another thing you skip.
1. Class fill rate
What it tells you: how full your classes are, which is the main driver of whether they make money.
How to compute it: for a given week, add up the number of clients who attended (or were booked) across all classes. Divide by the total number of spots you offered. A studio with 20 classes of 6 spots has 120 spots; if 78 were filled, fill rate is 65%.
Better still, look at it per class slot, not just overall. An overall average can hide a packed 9 a.m. and a nearly empty 1 p.m.
What to do with it: consistently full slots (say, over 85 to 90%) might need a second class or a waitlist. Consistently thin ones are candidates for a different time, a promo, or consolidation. The thresholds are rules of thumb; your own economics matter more. See fill empty class spots for ways to act on this.
2. No-show and late-cancel rate
What it tells you: how much booked capacity is walking away.
How to compute it: count the bookings that ended as no-shows or late cancels, and divide by total bookings for the week. 6 of 80 bookings is 7.5%.
Track late cancels separately from no-shows if you can. A late cancel can sometimes be refilled; a no-show can't.
What to do with it: if the rate is climbing, check reminders first. Most missed classes come down to forgetfulness, and a reminder 24 hours and a couple of hours ahead is a cheap fix. Our post on the hidden cost of no-shows covers it. Look also for patterns: one class time, one client, or one day of the week.
3. New-to-regular conversion
What it tells you: whether people who try you once turn into clients, which is where growth actually comes from.
How to compute it: pick a group of new clients, like everyone who took an intro offer or first class in a given month. A few weeks later, count how many bought a package or membership, or came back at least three or four times (choose a definition and keep it). Divide that by the group size. If 12 people started and 5 became regulars, that's about 42%.
Because it takes a few weeks to see the outcome, you'll be reviewing last month's cohort this week, not this week's. That's fine.
What to do with it: a low rate usually means a gap after the first class. Did someone follow up in 24 hours? Was the next class easy to book? Was the intro offer a one-time experience instead of a path ("here's what to try next")? Often a simple text after the first class and a recommended next step improves this more than any discount.
4. Package utilization
What it tells you: whether clients are using what they bought. It's a leading indicator of renewals.
How to compute it: for each active package, divide sessions used by sessions purchased, and consider how much time has passed. A client who bought 10 classes six weeks ago and used 2 is in a different situation from one who bought them last week and used 2.
A simpler weekly view is two lists:
- Clients with several sessions left and no booking in the last two or three weeks. They're drifting.
- Clients with one or two sessions left. They're about to decide whether to renew.
What to do with it: reach out to the first list with a friendly personal message, not a sales push. Reach out to the second list before they run out, with an easy way to renew. If many packages expire unused, your expiration windows or package sizes may not match how people really attend. Remember too that unused sessions are a liability you owe clients, so check the rules where you operate on expiry and refunds.
BookYourMat keeps a live remaining-session count per client, which makes both lists a quick look instead of a spreadsheet job.
5. Revenue per class
What it tells you: which classes pay for themselves.
How to compute it: take the revenue attributable to a class and divide by the number of classes. Because package and membership clients pay up front, the cleanest approximation is: attendees in the class, multiplied by the average per-class value of their package (package price divided by number of sessions). Drop-ins pay their drop-in price.
Say 5 attendees whose packages average $28 per class gives about $140 for that class. Compare it against the instructor's pay and your fixed costs per class. If you want to examine pay structures, see Pilates instructor pay models.
This is an estimate, not accounting, and that's fine. You're comparing classes against each other.
What to do with it: look at the bottom and top three classes each week. If the same class is at the bottom for six weeks, change it. If it's at the top, protect it and consider adding a sibling.
6. Churn proxies
True churn, meaning the percent of clients who stopped, is hard to see in real time because people don't announce they're leaving. They just fade out. So use early signals instead:
- Gap since last visit. Count active clients who haven't booked in 3 weeks (adjust for your normal pattern).
- Frequency drop. Regulars who used to come twice a week and now come once.
- Memberships paused or cancelled. Count them weekly.
- Package ended with no renewal in the last 30 days.
How to compute it: simply list names. For a studio with under a few hundred clients, a list of 5 to 15 names a week is normal and manageable.
What to do with it: a personal text, from a person, is almost always better than a campaign. "Haven't seen you in a while, everything good? There's a spot in Thursday's class if you want it." It works because it's real. BookYourMat can send re-engagement nudges, but the most useful ones are the ones you edit to sound like you.
The 15-minute weekly review
Do it at the same time every week, such as Monday morning or Friday after the last class. Set a timer.
Minutes 0 to 3, the capacity picture. Check fill rate overall and for each class. Mark the three fullest and three emptiest.
Minutes 3 to 6, leakage. Look at no-shows and late cancels. Any single client with repeat misses? Any class with a spike?
Minutes 6 to 9, the funnel. How many new clients started this week? What happened to last month's new-client group? Anyone from last week still needs a follow-up?
Minutes 9 to 12, packages and drifters. Pull the near-empty package list and the haven't-booked list. Pick the five most important people to contact.
Minutes 12 to 15, decide one thing. Write down a single action for the week: move a class, text five clients, change a reminder. One. If you pick six, you'll do none.
Keep a running log, even just a note with the date and the numbers, so you can see trends over months. Weekly numbers jump around, especially in small studios, so a four-week average is more reliable than a single week. Holidays, summers and school breaks shift everything, so compare to the same period last year when you can.
FAQ
Which one should I start with if I only have time for one? Fill rate per class slot. It points straight at the biggest scheduling decisions.
What's a good fill rate or no-show rate? It depends on your class sizes, pricing and market, so use your own trend as the benchmark instead of a universal number.
Do I need software for this? Not strictly, but doing it by hand from several places gets old fast. Anything that keeps bookings, attendance, and packages in one place makes the review shorter.
How do I measure these if I run privates mostly? Replace fill rate with schedule utilization: hours booked divided by hours available. The rest still applies.
Make the review shorter
If you want these numbers without stitching them together from a calendar, a spreadsheet and a payment app, Book a 30-minute demo and we'll show you what a weekly review looks like on your own schedule, or see pricing.
