How Many Employees Should I Schedule Each Shift at My Pilates Studio?
Curated by Chief Revenue Officer Kory White · CRO Syndicate
How Many Employees Should I Schedule Each Shift at My Pilates Studio?
Direct Answer
You stop guessing and start dividing. The formula is employees to schedule for a given shift = that shift's average gross profit / your agreed-upon gross-profit-per-employee target. First, you and your leadership team agree on one number: the gross profit an average pilates studio employee should produce working an average shift for an average number of guests - call it $175 a shift.
That is a floor, not a ceiling. Then you pull your trailing three-to-six-month gross profit by day and by daypart. If a quiet weekday afternoon at the pilates studio averages $350 in gross profit, then $350 / $175 = 2 employees on the clock for that shift.
If a Saturday peak averages $1225, you need 7. You do that for every shift across the week, then place those bodies against when guests actually arrive - an early-morning reformer block, a slow midday, and a busy evening block - so the staff are on the floor when the money is.
PULSE has a free Rep Scheduling Matrix that runs this division across every day and daypart at once. Below are the ten tools that solve this problem, ranked, with PULSE first because it is free and built around this exact method.
The Top 10 Tools to Staff a Pilates Studio by the Numbers
Every tool below can build a schedule. Only a few build it off your gross-profit math, and only one is free and designed around the employee-target method that keeps you from over- or under-staffing. The rankings reflect how well each tool serves an owner who wants the schedule to track the money, not just fill the grid.
A single-site pilates studio, a two-location group, or a regional chain all use the same method - swap the venue and the shift averages.
1. PULSE Rep Scheduling Matrix 🏆 BEST OVERALL
🛠️ Use it free now -> Rep Scheduling Matrix - no login, no spreadsheet, instant shift counts by day and daypart.
PULSE's free Rep Scheduling Matrix runs the whole method in your browser. It takes a weekly gross-profit target and a per-shift minimum and auto-distributes the headcount by shift, protecting your highest-value selling hours instead of spreading bodies flat across the week.
Here is the method it is built on, step by step, because the math is the point:
Step one - agree on the per-employee shift number. Sit down with your leadership and set the gross profit an average employee should produce on an average shift. Say it out loud to the team: "In our pilates studio, if you show up, take care of an average number of guests, and give average service, you should produce no less than $175 a shift in gross profit." That is the honest floor.
The people who want to make real money do not coast to $175 and clock out - they hit $175 doing average work, then dig for the next dollar of upsells, add-ons, and rebookings. The number gives everyone the same yardstick: leadership, you, and every employee on the floor.
Step two - pull gross profit per shift, per day of week. Take each shift and average its gross profit by daypart over a trailing three to six months. A typical weekday afternoon brings in $350; a Saturday peak brings in $1225. Now divide by your $175 target.
The quiet afternoon needs 2 employees; the Saturday peak needs 7. Each employee producing their honest $175 covers the gross profit the shift actually generates - and if they dig, the shift beats it. Run that division for every day and every daypart and the staffing plan writes itself.
No favorites, no "we've always run four people," no manager scheduling their friends - just gross profit divided by the target.
Step three - place the shifts where the receipts ring. The count tells you how many; the receipt timing tells you when. Pull the hourly sales and look at when transactions actually post. At a pilates studio the money rings in the booked reformer and mat classes morning and evening, so you staff certified instructors against the class grid plus a front-desk hand for the peak blocks, and trim coverage to near zero during the empty midday gap rather than scheduling by habit.
The matrix lets you slot those bodies against the real demand curve so coverage matches traffic instead of habit.
Because it is free, browser-only, and built by a 22-year revenue operator for exactly this question, it is the default pick for any pilates studio owner. Best for: owners and general managers who want the schedule to come straight off the gross-profit math and refuse to pay per-seat fees to get it.
2. When I Work
When I Work is the most widely used shift-scheduling app for hourly pilates studio teams, starting around $2.50 per user per month on the Essentials plan and climbing to roughly $8 per user per month with attendance and labor tools. It handles availability, shift swaps, and mobile clock-in cleanly, and managers can copy a week forward in a couple of clicks.
Where it is strong is execution - getting the published schedule onto every employee's phone with reminders. Where it leaves you on your own is the *why*: it will not tell you that Saturday needs ten people. You bring the headcount math; it runs the logistics.
For an owner who already knows their per-shift targets, it is a reliable, affordable backbone.
3. Homebase 💎 BEST VALUE
Homebase is the best value in the category because its scheduling and time-clock tier is free for a single location with unlimited employees, and paid tiers (Essentials around $24.95 per location per month, Plus around $59.95, All-in-One around $99.95) are priced per location rather than per head.
For a pilates studio with a roster full of part-timers and seasonal crew, per-location pricing can be dramatically cheaper than per-user tools. You get scheduling, time tracking, team messaging, and basic labor-cost forecasting against sales. It is the natural pick for owners watching every dollar who still want sales-aware scheduling without an enterprise contract.
4. Deputy
Deputy runs about $4.50 per user per month for scheduling and $6 for the premium tier that adds time and attendance. Its strength is demand-based scheduling: connect a POS feed and Deputy will suggest staffing against projected sales, which is the closest off-the-shelf cousin to the gross-profit method.
It also handles compliance - break rules, overtime alerts, fair-workweek laws - which matters once your headcount grows or you add a second site. For owners who want auto-suggested coverage tied to sales data and clean labor-law guardrails, Deputy earns its price.
5. 7shifts
7shifts is purpose-built for restaurants and any venue with a bar, kitchen, or snack counter. It offers a free Comp tier for one location, with paid plans from about $34.99 per location per month (Entree) to $76.99 (The Works). It ties scheduling directly to POS sales and labor-percentage targets, so a pilates studio with a food-and-beverage program can schedule to a sales-per-labor-hour goal out of the box.
If a chunk of your revenue rings through a register at a counter or bar, 7shifts keeps labor as a percentage of sales front and center.
6. Sling
Sling offers a genuinely useful free tier, with Premium around $1.70 per user per month and Business around $3.40. It leans into shift scheduling plus internal communication - newsfeeds, tasks, and announcements alongside the schedule. For a smaller pilates studio that wants one app for both the schedule and team messaging without a real budget, Sling covers a lot of ground cheaply.
It is lighter on sales-forecasting than Deputy or 7shifts, so you supply the headcount targets and it handles publishing and coverage.
7. Connecteam
Connecteam is free for up to 10 users and roughly $29 per month for up to 30 users on the Basic plan, which makes it one of the cheapest ways to cover a small crew. Beyond scheduling, it bundles checklists, training, and a full deskless-employee communication hub, so it doubles as an operations app for a pilates studio where staff never touch a computer.
For owners who want scheduling plus daily task management and onboarding in one inexpensive package, Connecteam is hard to beat on breadth per dollar.
8. Workforce.com
Workforce.com (formerly Tanda) runs about $4 per user per month and targets exactly the hourly-heavy, demand-driven operator. It excels at demand-driven scheduling, wage-cost forecasting, and compliance across jurisdictions, with live labor-versus-sales tracking through the day.
It is a step up in sophistication and is built for groups large enough that labor compliance and real-time cost control become daily concerns. If you run multiple sites and want labor cost managed to the minute, this is the operator-grade choice.
9. HotSchedules (by Fourth)
HotSchedules, now part of the Fourth platform, is the long-standing enterprise option for hospitality and entertainment groups, typically priced through custom quotes starting around $40-plus per location per month. It offers deep forecasting, labor-budget enforcement, and integrations with most major POS and payroll systems.
The trade-off is cost and setup weight - it is built for larger operations with dedicated managers, not a single small venue. For a regional group that needs forecasting and labor controls at scale, it remains a default.
10. Shiftboard
Shiftboard is enterprise workforce scheduling sold by custom quote, aimed at complex, high-headcount operations with demanding coverage and credentialing rules. It handles certification-based scheduling, multi-site coverage requirements, and heavy compliance, which is more than most single venues need.
It lands at number ten for the typical pilates studio owner precisely because it is built for scale and complexity beyond one site - but if your coverage rules are genuinely intricate, perhaps for safety-certified staff, it is worth a look.
How to Choose
- Start with the method, not the app. Agree on a per-employee shift gross-profit target before you buy anything - every tool here gets better when you feed it a real number.
- Match the pricing model to your shape. Per-location pricing (Homebase, 7shifts) wins when you run lots of part-timers; per-user pricing (When I Work, Deputy) wins when each shift runs a lean, stable crew.
- Demand a POS connection if you want auto-suggested coverage - Deputy, 7shifts, and Workforce.com tie staffing to sales; lighter tools make you supply the headcount.
- Use the free option to prove the method first. Run the PULSE Rep Scheduling Matrix or a free tier for a month, confirm the gross-profit math holds at your pilates studio, then decide whether to pay for execution features.
- Weigh compliance by footprint. Cross state lines or run fair-workweek cities and tools with built-in labor-law guardrails (Deputy, Workforce.com) save you real exposure.
FAQ
How do I set the gross-profit-per-employee target for a pilates studio? Look at your trailing gross profit and your current headcount, then agree on the honest per-shift floor an average employee should produce - many pilates studio operators land somewhere between $140 and $260 a shift depending on ticket size and how much of the work is service versus admissions.
Set it with leadership so it is a shared yardstick, not a number one manager invented, and revisit it once or twice a year.
Does the same method work for a busy weekend as a slow weekday? Yes. The division is identical - gross profit on that shift divided by your per-employee target gives the headcount. A dead Tuesday afternoon and a packed Saturday both use the exact same math; you only swap the shift's average gross profit, and the count moves with the money.
What if my pilates studio gross profit swings a lot week to week? Use a trailing three-to-six-month average by day of week and daypart to smooth the noise, and schedule to that baseline. For known spikes - birthday-party blocks, holidays, school breaks, local events - add a manual bump on top of the calculated count rather than letting one wild week distort the whole average.
Why staff to gross profit instead of guest count or a fixed headcount? Guest count and "we've always run four" do not pay the labor bill - gross profit does. Tying headcount to gross profit guarantees every scheduled employee is covered by real margin and forces the conversation about which shifts actually earn their coverage.
Bottom Line
The free PULSE Rep Scheduling Matrix is the Best Overall because it runs the exact gross-profit-divided-by-employee-target method in your browser at no cost, and Homebase is the Best Value thanks to per-location pricing and a free tier. Whichever you choose, the method wins: set a per-employee shift gross-profit target, divide each shift's gross profit by it to get headcount, and place those shifts where the receipts actually ring.
Sources
- PULSE Rep Scheduling Matrix - /tools/rep-scheduling (free shift-count calculator).
- When I Work - official pricing and scheduling documentation, wheniwork.com.
- Homebase - pricing and free-tier terms, joinhomebase.com.
- Deputy - scheduling and demand-forecasting pricing, deputy.com.
- 7shifts - scheduling plans and POS integrations, 7shifts.com.
- Sling - free and paid plan details, getsling.com.
- Connecteam - plan pricing and deskless-employee features, connecteam.com.
- Workforce.com - labor forecasting and pricing, workforce.com.
- Fourth / HotSchedules - enterprise scheduling overview, fourth.com.