How Should You Set Up a Tracking Spreadsheet for Your Yoga, Pilates or Fitness Business? Studio and Instructor Versions
21.10.2026
How do you track members, packs, classes left, attendance and payments in one spreadsheet? Tab-by-tab structure and two free templates for studios and instructors.
In short: A good tracking spreadsheet answers four questions in one file: who has which pack, how many classes are left, who came or didn't, and who has paid what. To get there, keep members, packs, attendance and payments on separate tabs, link them all by email address, and let a formula, not your memory, work out the remaining classes. Below are two free templates built that way: one for studios and gyms, one for independent yoga, pilates and fitness instructors and personal trainers.
- Download the studio and gym tracking template (Excel)
- Download the independent instructor and PT tracking template (Excel)
Both templates are free and don't ask for your email. They open in Excel, and you can also use them in Google Sheets and Numbers.
What should a studio or instructor track in a spreadsheet?
Most studios and instructors start with a list of names. As the list grows, the real question stops being "who is signed up?" and becomes "how many classes does each person have left, whose pack is about to expire, who still owes money?" A spreadsheet that answers those questions has five parts:
- People: first name, last name, email, phone. Each email appears once, and every other tab recognises the person by it.
- Packs: what you sell, number of classes, validity and price.
- Memberships: who bought which pack and when. End date, remaining classes and status are calculated here.
- Attendance: who attended each class, who cancelled late and who didn't show up.
- Payments: amount, amount paid, balance due and payment method.
On separate tabs, changing one row doesn't break the others. One long list looks practical in month one; by month three nobody knows which row is current.
Which tabs does a studio or gym spreadsheet need?
The studio version is built for businesses with several instructors and rooms. Every class gets a number and attendance is recorded against it, so occupancy per class and pay per instructor fall out automatically.
| Tab | What you enter | What is calculated |
|---|---|---|
| Summary | The month you pick | Active memberships, expired packs, sales, payments received, balance due, classes, occupancy, instructor pay |
| Packs | Name, number of classes, validity, price | Price per class |
| Members | First name, last name, email, phone, join date, how they found you | Blocks duplicate emails |
| Memberships | Email, pack, start date | End date, classes left, status, "expiring" flag |
| Classes | Date, time, class, instructor, room, capacity | Attendees, occupancy, no-shows, late cancellations |
| Attendance | Class number, email, status | Whether a class credit is used |
| Payments | Date, email, pack, amount, paid, method | Balance due |
| Instructors and Pay | Pay model: per class, per attendee, revenue share or fixed monthly | Classes, attendees and pay per instructor for the month |
Treat the pay figures as a guide and check tax and contract questions with your accountant. If you haven't set your pack prices yet, start with our class pack pricing guide.
Which tabs does an independent instructor or PT spreadsheet need?
The instructor version is simpler: no class numbers, one row per session. In a group session each student gets their own row. It adds two things a studio sheet doesn't need: a location and session type on every row, and an expenses tab.
| Tab | What you enter | What is calculated |
|---|---|---|
| Summary | The month you pick | Sessions taught, no-shows, online sessions, payments received, expenses, net, balance due |
| Packs | Single session, 8 or 12-session packs, online pack | Price per session |
| Students | First name, last name, email, phone, goal, referral source | Blocks duplicate emails |
| Memberships | Email, pack, start date | End date, sessions left, status, "expiring" flag |
| Sessions | Date, time, student, location (studio, online, client's home, gym, outdoors), type (1:1, duet, group), status | Whether a credit is used, session value at pack price |
| Payments | Date, email, pack, amount, paid, method | Balance due |
| Expenses | Room hire, travel, equipment, training, advertising | Monthly total |
The "net" line takes your expenses away from what you collected that month. To set your session price, use the price-floor method in our private lesson pricing guide.
How do you calculate remaining classes in a spreadsheet?
Crossing off classes by hand is the most common spreadsheet mistake: one missed check-in and the number never adds up again. Calculate it from attendance instead:
Classes left = classes in the pack − classes used within the pack's validity
Whether a late cancellation or a no-show uses a class is a setting with two switches, so your sheet follows your own rule. If your rule isn't written down yet, start from the template in our cancellation policy guide.
Example: A member buys an 8-class pack on 1 October (example price €96, so €12 per class). They attend the first class and cancel the second two hours before it starts. If late cancellations use a class, they have used 2 and have 6 left. When the balance drops to 2, or the end date is 7 days away, the row shows an "expiring" flag. For unlimited packs, leave classes left empty and watch the end date instead.
When does a spreadsheet stop working, and how do you move your members to StudyONsende?
A spreadsheet works as long as the person keeping it is organised. It starts to struggle when:
- Members want to book, cancel and buy their pack themselves.
- A spot opens in a full class and nobody knows who should tell the next person.
- Several people edit the same file and argue over which copy is right.
- Month-end pay and sales figures mean filtering rows by hand.
We compare the options in detail in spreadsheet, booking app or studio software. If you build your sheet with the column names above (First name, Last name, Email, Phone; and Email, Package, Start, End, Remaining, Status), moving later is straightforward: StudyONsende's import screen reads these headers. Upload the spreadsheet (Excel or CSV) in the admin panel, check the preview and confirm, members first and memberships second; in an Excel file with several tabs, the right tab is picked up for each step. The person importing confirms they may transfer the members' personal data.
After the move, members see your classes on your own website, book and cancel in a few taps, and join the waitlist for a full class; when a spot opens, the next eligible member is added automatically and gets an email. Attendance, classes left, instructor pay rules and the occupancy report live in one panel.
Frequently asked questions
Should I put members' health information in my tracking spreadsheet?
We recommend you don't. Injuries, pregnancy, chronic conditions or body measurements are sensitive personal data that need explicit consent and a protected place. Password-protect the file too, and share it only with people who need it.
Can I use a tracking spreadsheet in Google Sheets or on my phone?
Yes. Everything described here uses standard functions such as COUNTIFS, INDEX and MATCH, which work in Excel, Google Sheets and Numbers. If more than one person updates it, keep a single shared copy; copies sent around by email quickly stop matching.
How do I track an unlimited pack in a spreadsheet?
Leave "classes left" empty and let the end date decide the status. Still record attendance: it tells you how often unlimited members actually come, which helps you price the pack.
Starting with a spreadsheet is a sound first step; what matters is being able to grow without losing your records. When members start wanting to book and buy on their own, see what StudyONsende can take off your hands: Take a look →