If you have just joined our team do check the teacher portal first for a proper introduction before returning to this page :)
Studio procedures
As a small studio, we are limited in our resources and in order to do well, we need to be extremely efficient with our systems. I, Charles, therefore ask you to learn and apply the following procedures whenever you are leading a class. A successfully run studio means happy customers, more revenue and that will translate into a higher hourly rate as we share that success with you.
As a small studio, we are limited in our resources and in order to do well, we need to be extremely efficient with our systems. I, Charles, therefore ask you to learn and apply the following procedures whenever you are leading a class. A successfully run studio means happy customers, more revenue and that will translate into a higher hourly rate as we share that success with you.
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1. Running a class
2. Keeping the studio tidy 3. Closing up the studio 4. Point of sale |
5. Handling Cash Deposits
6. Dealing with crisis 7. Asking for covers |
8. Speciality classes
9. Studio specific info 10. Instructor perks |
1. Running Your Class
- Arrival & Setup
- Arrive at least 15 minutes before class.
- Turn on the lights and start the music. If using your phone, set it to silent.
- Your playlist should mirror the flow of class: calm at the start and end, with higher energy through the middle.
- Open Momence on your phone and be ready to check clients in.
- Ensure the studio is set to the correct pre-set: foot bar and accessories arranged as shown in the reference layout.
- Place blue rolls at each station (replacements are stored behind the black futon/sofa in reception).
- Class Prep
- Review the roster to understand the client mix.
- Identify the base level that will suit the majority of the group.
- Plan modifications in advance for clients with injuries, pregnancy, or other considerations.
Before Class: Setting the Tone & Essential Admin
Sign-In & Membership Checks
Sign-In & Membership Checks
- Greet every student by name.
- Ensure all clients have grip socks — no exceptions. Have them purchase if needed.
- Sign everyone in on Momence.
- Wellhub: Clients must show the check-in screen with Flowing Body Pilates + date/time. Offer Wi-Fi if needed. If they don’t check in, we don’t get paid.
- ClassPass “New” Members: Confirm if it’s truly their first visit. If yes, update their email: Profile → Edit (pencil) → Email → Update → Transfer. Do this only once per customer, even if prompted again.
- Groupon: Treated as regular clients. If they forgot socks, they may exchange one class credit for a base pair (message Charles with their details).
- Introduce yourself and acknowledge first-timers.
- Proactively ask about injuries, conditions, and special considerations — do not wait for clients to volunteer information.
- If time allows, chat briefly to understand goals and needs.
- Adjust reformers for client height.
- Direct clients to their reformers 5 minutes before class.
- Warm-Up: Always begin by preparing the body and mind.
- Main Sequence: Bring your unique style while keeping the class safe, balanced, and dynamic. Ensure it feels like a full-body workout.
- Correction Promise: Every client should receive at least one personalised cue or adjustment (verbal or hands-on). Use names whenever possible.
- Closing Ritual: Always finish with Long Spine, then thank the class warmly.
- Offer at least one client a brief, personal comment on their performance.
- Check in with injured or pregnant clients about how the class felt and note adjustments for next time.
- Stay available for questions and casual conversation—connection builds loyalty.
- Remind clients to tidy reformers and props according to studio policy.
2. Keeping the studio tidy
We are a small studio with only seven reformers which makes profit margins tight. To be able to have a successful enterprise and pay you well, we have minimal staff: no receptionist and I do the cleaning. We all need to be attentive and help whenever we can. I do not expect you to clean the studio but if something really is starting to look dirty or untidy(which it shouldn't), I do expect you to help out or notify me if it does require significant amount of time or special attention.
We are a small studio with only seven reformers which makes profit margins tight. To be able to have a successful enterprise and pay you well, we have minimal staff: no receptionist and I do the cleaning. We all need to be attentive and help whenever we can. I do not expect you to clean the studio but if something really is starting to look dirty or untidy(which it shouldn't), I do expect you to help out or notify me if it does require significant amount of time or special attention.
- The studio should be in the standard setup (as seen in the above picture) before and after each and every class
- Keep the reception tidy
- Encourage members to leave their belongings on the racks and shelves so that the reception area is clear
- Keep the studio floor tidy. If there are things on the floor, like blue paper scraps, do place them in the bins
- The area under the springs does get dirty quite easily. If you can spare 5 minutes after the class, please give it a quick wipe. Thank you :)
3. Closing Up the studio
- Make sure the studio is in the standard setup (as seen in the picture above)
- Empty all bins (Bathroom, studio and reception)
- Place the used hand towels in the basket located in the drawer under the speaker
- Clean the area under the springs on each reformers
- Top of the water dispenser
- Make sure all the fans and heaters are off
- Turn off the lights
- Close the doors
- Leave the keys in the lockbox
4. Point of sale
Our retail shop consists of socks and water bottles. The water bottles are £1 and can only be paid with cash. The socks can be paid by cash or card, though paying by card will incur a £1 card fee.
We have 2 tiers of socks:
Our retail shop consists of socks and water bottles. The water bottles are £1 and can only be paid with cash. The socks can be paid by cash or card, though paying by card will incur a £1 card fee.
We have 2 tiers of socks:
- The no-brand colourful socks are priced at £10 (or £11 if paid by card). These are available free for monthly subscribers (monthly 5, 8 and unlimited) for when the forget their pair. These need to be recorded on the ledger (marked as monthly) as the have a maximum allowance of one free per month
- Tavii noir and Base socks at £15 each (or £16 if paid by card)
£15 pairs
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£10 pairs
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If the purchase is made in cash:
- Record the purchase on the ledger on the desk (fill every tab)
- Place the money in the cash register
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If the purchase is made by card
Card payments can also be taken using the card machine
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Manually inputting a card purchase (if the card machine doesn't work)
- Inform the client that the transaction will incur a £1 charge
- open the Momence web app
- On the top right click on POS ( can also be access in the class sign page by clicking on the customer and selecting new sale )
- Select product ( if selling a membership you would select membership )
- Select the appropriate grip socks (either £11 for basic or £16 for tavii/Base socks)
- Press add to cart
- On payment, select card
- If there is a card on file ask permission to use, if not, enter the card details here.
- Click charge card
- finally enter the purchase as an entry on the ledger book
5. Handling Cash Deposits
As part of our ongoing "Cash is King" promotion, customers receive a 10% boost for cash deposits made in the studio. To ensure these deposits are handled correctly, please follow the steps below:
As part of our ongoing "Cash is King" promotion, customers receive a 10% boost for cash deposits made in the studio. To ensure these deposits are handled correctly, please follow the steps below:
- Prepare an Envelope: Retrieve an envelope from the top drawer next to the reception desk.
- Label the Envelope: Clearly write the name of the person making the deposit and specify the item it’s for (e.g., "Pack of Ten").
- Store the Envelope: Place the labelled envelope back in the top drawer.
- Notify me asap: Send me a private message on WhatsApp to inform me of the deposit, so I can collect the cash as soon as possible.
6. Dealing with crisis
For emergencies: Give me (Charles) a call on 07584432297
For non emergencies: Send me a text, an email or even a WhatsApp message
In general, we have amazing customers who understand and follow the rules. Once in a while however, they do not.
We always want to deal with these in the nicest possible way. Use your discretion, disarm the situation and if need be, send me a report on the situation so I can address this directly with the client if need be.
Grip socks are required and I do not allow exceptions. If a client refuses to purchase a pair and is starting to make a scene, please provide them with one of the monthly member socks (coloured ones) on the house letting them know this is a one time gift. Please send me a report so that I can follow up with said person and make sure this situation never happens again.
For emergencies: Give me (Charles) a call on 07584432297
For non emergencies: Send me a text, an email or even a WhatsApp message
In general, we have amazing customers who understand and follow the rules. Once in a while however, they do not.
We always want to deal with these in the nicest possible way. Use your discretion, disarm the situation and if need be, send me a report on the situation so I can address this directly with the client if need be.
Grip socks are required and I do not allow exceptions. If a client refuses to purchase a pair and is starting to make a scene, please provide them with one of the monthly member socks (coloured ones) on the house letting them know this is a one time gift. Please send me a report so that I can follow up with said person and make sure this situation never happens again.
7. Asking for covers
At Flowing Body Pilates, we deeply value the commitment and teamwork of our instructors. Our policies are designed to ensure a cooperative and supportive environment where both instructors and members thrive. Please take note of the following:
Dropping Shifts:
We understand that unforeseen circumstances may arise, necessitating the need to drop a scheduled shift. However, we encourage instructors to do so only for valid reasons, such as illness or personal emergencies. In the event that an instructor needs to drop a shift, we request a minimum notice of 48 hours whenever possible, except for exceptional circumstances.
Consequences for Frequent Shift Dropping:
While we do not impose penalties for dropping shifts, frequent and unexplained absences may impact the overall stability of our class schedule and the experience of our members. Instructors who consistently drop shifts without valid reasons may be subject to a performance review, and it may influence future shift allocations.
Taking on Available Shifts:
We highly encourage instructors to proactively take on available shifts whenever their schedule permits. To express our appreciation for this proactive approach, instructors who consistently pick up available shifts will be recognized and rewarded.
Rewards for Taking on Available Shifts:
Instructors who regularly take on available shifts will be eligible for the following rewards:
If you have any questions or concerns regarding this policy, please feel free to reach out to Charles.
At Flowing Body Pilates, we deeply value the commitment and teamwork of our instructors. Our policies are designed to ensure a cooperative and supportive environment where both instructors and members thrive. Please take note of the following:
Dropping Shifts:
We understand that unforeseen circumstances may arise, necessitating the need to drop a scheduled shift. However, we encourage instructors to do so only for valid reasons, such as illness or personal emergencies. In the event that an instructor needs to drop a shift, we request a minimum notice of 48 hours whenever possible, except for exceptional circumstances.
Consequences for Frequent Shift Dropping:
While we do not impose penalties for dropping shifts, frequent and unexplained absences may impact the overall stability of our class schedule and the experience of our members. Instructors who consistently drop shifts without valid reasons may be subject to a performance review, and it may influence future shift allocations.
Taking on Available Shifts:
We highly encourage instructors to proactively take on available shifts whenever their schedule permits. To express our appreciation for this proactive approach, instructors who consistently pick up available shifts will be recognized and rewarded.
Rewards for Taking on Available Shifts:
Instructors who regularly take on available shifts will be eligible for the following rewards:
- Recognition by Charles: Your dedication and flexibility will be acknowledged by Charles, the owner, as a key and indispensable player of our team.
- Expanded Opportunities: Instructors demonstrating commitment may have the opportunity to play a greater role, especially as we plan to expand.
- Do not ask for excessive covers.
- Provide as much notice as possible for any necessary shift changes.
- Cover for others, and they will reciprocate.
- Swaps are encouraged as a way to provide coverage without altering the overall workload.
- For last-minute covers: Send a message to the WhatsApp group.
- For emergencies: Follow the above step and send a text message or call Charles/manager if super urgent.
- For planned vacations with plenty of shifts to be covered: Send an email to [email protected].
If you have any questions or concerns regarding this policy, please feel free to reach out to Charles.
8. Speciality classes
The following are our speciality classes:
Legs and glutes will provide a leg focused workout.
Stretch and Strength is a stretch focussed class with a lot of longer and often teacher assisted stretches.
How to design the classes:
I strongly recommend observing a few of each of these classes until you feel ready to take them on permanently or as covers. Especially the stretch and strength class!
The following are our speciality classes:
- Core sculpt
- Legs and glutes
- Stretch and Strength
Legs and glutes will provide a leg focused workout.
Stretch and Strength is a stretch focussed class with a lot of longer and often teacher assisted stretches.
How to design the classes:
- They remain Flowing Pilates classes. This means the routines should have the flow and precision characteristic of our method.
- We are still aiming for a full body workout but 50-75% of the class will be on the focused area.
- The burn on those areas will be increased through more time under tension, more cumulative exercises in sequence, using additional spring tension
I strongly recommend observing a few of each of these classes until you feel ready to take them on permanently or as covers. Especially the stretch and strength class!
9. Studio Specific information
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Stoke Newington
Entry lockbox code: 4621 Bluetooth Bush Wood Speaker Wifi: Pilates - flowing01 |
Finsbury park
Entry lockbox code: 4621 Bluetooth JBlab Speaker Wifi: GP_E5_321BE - kc0aZ%fT Door code(if locked): 2470Z, Gate code(if locked):C6784X |
9. Instructor perks