Choosing yoga studio software is one of the highest-leverage decisions you'll make for your studio. The right platform saves you 5–10 hours per week on admin, increases membership revenue through better retention tools, and makes the client booking experience smooth enough that clients come back. The wrong platform creates constant frustration, supports tickets, and a migration project you'll dread.
The Framework: What Actually Matters
Most studio owners evaluate software by looking at feature lists. That's the wrong approach. Features don't matter in isolation — what matters is whether the platform's features match your specific studio model.
### Step 1: Define Your Studio Model
Before looking at any platform, answer these questions: - Do you primarily run group classes, private sessions, or a mix? - How many active clients do you have? (Under 50, 50–150, 150+) - How many instructors do you have? (Solo, 2–5, 5+) - Do you run virtual or online classes? - Is teacher training a revenue stream? - Do you sell retail merchandise? - Are you at one location or planning multiple?
Each answer points toward different platforms.
### Step 2: Calculate True Cost
Never compare software by advertised monthly price alone. The true cost includes:
1. **Base subscription**: What you pay monthly 2. **Add-on costs**: Branded client app, marketing automation, virtual features 3. **Payment processing fees**: 2.5–3.0% of all revenue processed 4. **Setup and migration**: One-time time investment 5. **Training**: Time to learn the platform
For a studio processing $8,000/month with a 2.9% processing fee, that's $232/month in fees alone — more than some platform subscriptions.
### Step 3: Prioritize by Impact
The features that move the needle most for yoga studios, in order of impact:
1. **Automated membership billing** — Eliminates 3–5 hours/month of manual collection 2. **Automated waitlist management** — Fills cancellations without staff intervention 3. **Marketing automation** — Re-engages lapsed clients, converts intro offers to memberships 4. **Client app quality** — Directly affects booking friction and retention 5. **Reporting** — Helps you understand what's driving (and killing) revenue
The Platforms: Quick Match Guide
**Solo instructor or small studio (under 50 clients)**: Vagaro at $30/month covers your needs.
**Single-location studio, 50–200 clients**: WellnessLiving is the best value — Mindbody-level features at 40–60% of the cost.
**Multi-location**: Glofox's architecture was designed for this. Don't use single-site platforms with multi-location bolted on.
**Virtual-first or hybrid**: Momence's streaming tools are purpose-built for this model.
**YTT programs**: Zen Planner's curriculum tracking is class-leading.
**Established studio needing Marketplace**: Mindbody — but only if the Marketplace is genuinely driving new clients in your market.
The Migration Question
If you're on Mindbody and considering switching, the migration decision usually comes down to one question: does the Mindbody Marketplace drive meaningful new clients to your studio?
If the answer is yes — defined as 15–25% of your new first-time clients finding you through Mindbody's consumer app — then the switching cost is real. That discovery value is worth roughly $150–300/month in marketing spend to replace elsewhere.
If the answer is no — you get clients through Google, Instagram, referrals, or word of mouth — then you're paying Mindbody's premium for features that WellnessLiving provides at 40–60% of the cost.
What to Do Next
1. Request a demo from your top 2 candidates 2. Run a parallel test for 2–4 weeks if the platform offers a free trial 3. Talk to other studio owners who use the platforms you're considering (Facebook yoga studio owner groups are good for this) 4. Calculate your true cost with payment processing included 5. Commit — switching platforms every 2 years destroys client trust in your booking system
The right software for your studio exists. Take the time to match it to your specific model rather than defaulting to the most-marketed option.