Studio procedures

​If you have recently joined the team, please complete the introduction and onboarding steps on the Teacher Portal before using this page.
Flowing Body operates with a small team and no permanent reception staff. Clear and consistent procedures help us provide a professional experience, protect the studios and keep the operation running smoothly.
This page is designed as a practical reference. Please bookmark it and return whenever you need to confirm a procedure.
Last reviewed: [July 2026]

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Every Shift: Essential Checklist
Before every class:

• Arrive at least 15 minutes early.
• Review the Momence roster.
• Check clients in and greet them by name.
• Confirm that everyone is wearing grip socks.
• Ask about injuries, pain, medical considerations and pregnancy.
• Prepare the studio and reformers according to the standard setup.
• Plan for the experience levels and needs of the people attending.
• Begin on time.

During every class:

• Follow the Flowing Body Method.
• Give every student at least one personal correction, adjustment, cue or compliment.
• Use names where possible.
• Remain aware of injuries and individual needs.

After every class:

• Check in with anyone who disclosed an injury, pregnancy or other consideration.
• Remain available briefly for questions.
• Reset the reformers and props.
• Leave the studio ready for the next class.

VIEW THE FLOWING BODY METHOD

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Emergency
For an immediate emergency, call Charles on 07584 432297.
For non-urgent problems, send Charles a WhatsApp message, text or email.

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Running a Class

Arrival and Setup
Arrive at least 15 minutes before the class.

• Turn on the lights.
• Start the music.
• Put your phone on silent if it is being used for music.
• Open Momence and prepare to check clients in.
• Ensure the studio matches the standard setup.

Preparing for the Class
Review the roster before clients arrive.
Consider:

• the general experience level of the group;
• whether anyone is attending for the first time;
• known injuries or medical considerations;
• pregnancy;
• the base version that will suit most of the group;
• appropriate options and progressions.

Your playlist should support the journey of the class: calmer at the beginning and end, with greater energy through the main body of the session.
Client Entry and Check-In
Greet clients and sign everyone in through Momence.
Please do not assume that someone has already been checked in.
Ensure that every client is wearing grip socks. Grip socks are mandatory, with no exceptions.
Direct clients to their reformers approximately five minutes before the class and assist with equipment or height adjustments where required.
Medical and Injury Check
Proactively ask whether anyone has:

• an injury;
• pain;
• a medical condition;
• a pregnancy;
• anything else that may affect their participation.

Do not rely solely on clients volunteering this information.
Allow clients to speak to you privately if they do not want to discuss something in front of the group.
During the Class
Teach according to the Flowing Body Method.
Every student should receive at least one individual interaction, such as:

• a personal cue;
• a correction;
• an appropriate hands-on adjustment;
• a specific compliment;
• recognition of improvement.

Use students’ names where possible and maintain awareness of anyone requiring additional care.
After the Class
Ask clients to return the reformers and props to the standard setup.
Check in specifically with anyone who disclosed an injury, pregnancy or other consideration.
Remain available for a few minutes to answer questions and connect with clients.

Resetting and Cleaning the Studio

We rely on instructors to help maintain a welcoming and professional space.
After each class:

• Return all reformers and accessories to the standard setup.
• Keep reception tidy.
• Encourage clients to use the available racks and shelves.
• Ensure the studio floor is free from litter and debris.
• Return props to their designated places.
• Check that the space is ready for the next class.

The area beneath the springs collects dust quickly. When you have a few minutes available, please give it a quick wipe.
Report anything requiring significant cleaning, repair or special attention to Charles.

Closing the Studio

Complete this checklist after teaching your final class
Studio

• Return every reformer to the standard setup.
• Return all props and accessories.
• Clean beneath the springs on each reformer.
• Top off the water dispenser.
• Ensure the studio and reception are tidy.

Bins and Towels

• Empty the bathroom bin.
• Empty the studio bin.
• Empty the reception bin.
• Place used hand towels in the basket located in the drawer beneath the speaker (Stokey)

Power and Security

• Turn off all fans.
• Turn off all heaters.
• Turn off the lights.
• Close and secure the doors.
• Return the keys to the lockbox.

Do not leave until you have confirmed that the studio is secure!

Third-Party Booking Procedures

Wellhub
The client must show their Wellhub check-in screen displaying:

• Flowing Body Pilates;
• the current date;
• the current time.

The studio is not compensated when a valid check-in is not completed.
ClassPass First Visits
For a client’s first visit, complete the required email-transfer procedure:

1. Open the client profile.
2. Select Edit using the pencil icon.
3. Update the email.
4. Select Transfer.

This only needs to be completed once for each client.
Groupon
If a Groupon client arrives without grip socks, they may exchange one class credit for an eligible pair.
Message Charles with the client’s name and details when this happens.

Retail Sales and Cash Deposits

Current Retail Products
The studio sells:

• water; £1 cash £1.5 card
• standard grip socks; £10 cash £11 card
• premium grip socks. £15 cash £16 card

Please confirm the current displayed price before completing a transaction.
All purchases, including complimentary monthly-member socks, must be recorded in the sales ledger.
Monthly-Member Socks
Eligible monthly members may receive one designated standard pair when they forget their grip socks.
Record this in the ledger and mark the entry as Monthly.
The allowance is limited to one pair per eligible member per month.
Cash Purchases
For cash sales:

1. Record the purchase in the ledger.
2. Complete every required field.
3. Place the payment in the cash register.

Card Purchases
Card payments can normally be processed through the card machine.

1. Turn on the machine using the side button.
2. Select the item or enter the amount.
3. Review the sale.
4. Select Charge.
5. Ask the client to tap or insert their card.
6. Provide a receipt if requested.
7. Record the purchase in the ledger.

Manual Card Payment Through Momence
Use this process if the card machine is unavailable.

1. Inform the client of any applicable card surcharge.
2. Open the Momence web app.
3. Select POS.
4. Select the correct product.
5. Add it to the cart.
6. Select card as the payment method.
7. Ask permission before charging a saved card.
8. Enter card details when no authorised card is saved.
9. Complete the charge.
10. Record the purchase in the ledger.

Cash Deposits
Customers making an eligible studio cash deposit receive the applicable promotional credit.
When accepting a deposit:

1. Take an envelope from the top drawer beside reception.
2. Write the client’s name clearly.
3. Record what the deposit is intended to purchase.
4. Place the cash inside the envelope.
5. Return the sealed and labelled envelope to the designated drawer.
6. Send Charles a private WhatsApp message immediately.

Do not leave unidentified cash in the drawer or register.

Problems and Emergencies

Immediate Emergencies
Call Charles on 07584 432297.
Where necessary, contact the appropriate emergency service before contacting Charles.
Non-Urgent Problems
Send Charles a WhatsApp message, text or email.
Include:

• what happened;
• who was involved;
• what action you took;
• whether further follow-up is required.

Difficult Client Situations
Remain calm, polite and professional.
Use your judgement to lower the tension rather than escalating the disagreement. When appropriate, allow Charles to follow up with the client after the class.
Send a clear account of what happened.
Grip-Sock Refusal
Grip socks are mandatory.
Explain the rule politely and offer the client the opportunity to purchase a pair. If they refuse they should be denied access to the class. If however they do not accept this and the situation is becoming disruptive, you may provide one eligible standard pair as a one-time goodwill gesture.
Explain that this is a one-time exception and report the incident to Charles so it can be followed up.

Covers and Time Off

Our timetable depends on consistency, reliability and teamwork.
Dropping a Shift
Only request cover when reasonably necessary, such as:

• illness;
• an emergency;
• planned time away;
• an unavoidable commitment.

Provide at least 48 hours’ notice whenever possible.
Frequent or unexplained absences affect the stability of the timetable and may result in a review of regular shifts.
Planned Time Off
Email [email protected] as far in advance as possible.
Short-Notice Cover
Post the request in the instructor WhatsApp group immediately.
Include:

• studio location;
• date;
• class times;
• class types.

Emergency Absence
Post in the WhatsApp group and contact Charles or the relevant manager directly.
Supporting the Team
Teachers who help cover classes and support their colleagues make the entire timetable more resilient.
Please pick up covers where reasonably possible and provide the same support you would hope to receive from others.

Teaching Speciality Classes

Our principal speciality classes are:

• Core Sculpt;
• Legs and Glutes;
• Stretch and Strength.

These remain Flowing Body classes and must retain the flow, precision, personal attention and thoughtful planning expected under the Flowing Body Method.
Core Sculpt
The class has a stronger focus on the abdominals, obliques and wider core.
Legs and Glutes
The class places greater emphasis on the legs and gluteal muscles.
Stretch and Strength
The class gives greater time to mobility and longer stretches, including appropriate teacher-assisted stretches.
Class Design
The class should still provide a broadly full-body experience, but approximately 50% to 75% of the routine should reflect the advertised focus.
The focused area may be challenged through:

• increased time under tension;
• related exercises performed in sequence;
• accumulated fatigue;
• appropriate spring resistance;
• progressive variations.

Within these boundaries, teachers are encouraged to create their own routines.
Observe several examples of each speciality class before teaching one regularly or covering it, particularly Stretch and Strength.

Studio Access Information

Stoke Newington
Lockbox code: 5522
Bluetooth speaker: Bush Wood Speaker
Wi-Fi name: Pilates
Wi-Fi password: flowing01 

Finsbury Park
Lockbox code: 5522
Bluetooth speaker: JLab Speaker
Wi-Fi name: GP_E5_321BE
Wi-Fi password: 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.

Instructor Perks

As instructors of Flowing Body Pilates you have access to the following perks:

• Free class attendance (space permitting)
• ​30% off class packs if you’d like to guarantee your spot
• 20% LSKD discount for friends and family using discount code FLOWBP20-FPCREW
• 35% instructor discount with LSKD

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​Questions
Please contact Charles or the manager whenever you are unsure of a procedure.
It is always better to ask than to make an assumption that could affect a client, the studio or another teacher.