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.
Pre-Class: Studio Admin & Entry
Please ensure all administrative checks are completed before the session begins to ensure everyone is accounted for and safety standards are met.
To maintain our standard of care, please ensure every student receives personal attention.
Please ensure all administrative checks are completed before the session begins to ensure everyone is accounted for and safety standards are met.
- Check-In: Greet students by name and sign everyone in on Momence.
- Grip Socks: Ensure all clients are wearing grip socks—no exceptions. Clients must purchase a pair if they do not have them.
- Medical Screening: Proactively ask the group about injuries, conditions, or pregnancies. Do not wait for clients to volunteer this information.
- Setup: Direct clients to their reformers 5 minutes before class and assist with height adjustments.
- Wellhub: Clients must show their check-in screen (Flowing Body Pilates + current date/time). If they do not check in, the studio is not compensated.
- ClassPass (First-Timers): For a client's first visit, update their email: Profile → Edit (pencil) → Update Email → Transfer. This only needs to be done once per customer.
- Groupon: If a Groupon client forgets socks, they may exchange one class credit for a pair. Please message Charles with the client's details if this occurs.
To maintain our standard of care, please ensure every student receives personal attention.
- Individual Touchpoints: Aim to provide every client with at least one personalized cue or adjustment (verbal or hands-on) per session.
- Client Names: Use names whenever possible to foster a sense of community.
- Reformer Reset: Remind clients to tidy their reformers and props according to the standard setup.
- Follow-up: Check in with any injured or pregnant clients specifically to see how the session felt and note any necessary modifications for their next visit.
- Availability: Stay available for a few minutes after class to answer questions and connect with members.
2. Keeping the studio tidy
As we operate with a lean team and no reception staff, we rely on our instructors to keep the studios welcoming and professional. Maintaining a clean environment allows us to focus our resources on our team and our growth.
Class Standards:
As we operate with a lean team and no reception staff, we rely on our instructors to keep the studios welcoming and professional. Maintaining a clean environment allows us to focus our resources on our team and our growth.
Class Standards:
- The studio must be returned to the standard setup before and after every class.
- Keep the reception area tidy and encourage members to place belongings on racks and shelves.
- Ensure the studio floor is clear; place any debris (e.g. paper scraps) in the bins.
- Under the Springs: This area accumulates dust quickly. If you have 5 minutes after class, please give it a quick wipe.
- If something requires significant time or special attention, notify Charles.
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. Cover & Shift Procedures
At Flowing Body Pilates, our schedule depends on the reliability and teamwork of our instructors. We aim for a supportive environment where we look out for one another to ensure a seamless experience for our members.
Dropping Shifts
At Flowing Body Pilates, our schedule depends on the reliability and teamwork of our instructors. We aim for a supportive environment where we look out for one another to ensure a seamless experience for our members.
Dropping Shifts
- Reasoning: Please only drop shifts for valid reasons, such as illness or personal emergencies.
- Notice: A minimum of 48 hours’ notice is required whenever possible.
- Stability: Frequent, unexplained absences impact studio stability. Consistent shift-dropping may lead to a performance review and affect future shift allocations.
- Proactive Coverage: We highly value instructors who step in to cover. Those who consistently support the team will be recognized by Charles and prioritized for expanded opportunities as the studio grows.
- Reciprocity: We encourage swapping shifts as a way to manage your workload while ensuring classes remain covered.
- Planned Time Off: For vacations or scheduled absences, email [email protected] well in advance.
- Short Notice: Post to the instructor WhatsApp group immediately.
- Emergencies: Post to the WhatsApp group and call/text Charles or the manager directly if the matter is urgent.
- Provide as much notice as possible for any changes.
- Avoid excessive cover requests to maintain consistency for our members.
- Support your colleagues by picking up shifts where you can—they will do the same for you!
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: 5522 Bluetooth Bush Wood Speaker Wifi: Pilates - flowing01 |
Finsbury park
Entry lockbox code: 5522 Bluetooth JBlab Speaker Wifi: GP_E5_321BE - kc0aZ%fT Door code(if locked): 2470Z, Gate code(if locked):C6784X If you arrive at the Finsbury Park studio and the gate is closed, simply reach around the gate and lift the pin. You can then push the door open — no code is required. |
9. Instructor perks