The all-in-one solution for studios
Do you run a yoga studio, fitness center or dance school and spend hours on administrative tasks? Excel lists for bookings, manual payment tracking, WhatsApp groups for course changes and confusing trainer invoices - we know this all too well.
When we ran a studio ourselves a few years ago, we faced precisely these challenges. We tried dozens of tools - from simple booking calendars to complex enterprise solutions. But nothing really worked. Some were too simple, others far too complicated and expensive.
That is why we have Bookicorn a platform that can do exactly what a modern studio needs. No more and no less. Every function was developed based on real needs, not theoretical considerations.
The intelligent booking system
At the heart of Bookicorn is our booking system. Unlike many of its competitors, it was developed from the ground up to meet the specific needs of course providers - not as an add-on to a generic calendar tool.
What does that mean in concrete terms? Our system understands that a yoga class works differently to a doctor's appointment. It recognizes concepts like course series, participant limits, waiting lists and credits right from the start. You don't have to build complicated workarounds - everything is already integrated.
Two ways to book
Your members can book courses in two ways - whichever suits your business model better:
The Credit booking is perfect for studios with regular visitors. Your customers buy a package of credits and then redeem them for classes. This creates planning security for you and flexibility for your members.
The Direct payment is ideal for individual bookings, workshops or new customers who want to try it out for the first time. Payment is made securely via Stripe - by credit card, SEPA direct debit or Apple Pay. You receive the money directly into your account.
Particularly practical: you can decide which payment methods are permitted for each course. A regular yoga course can only be booked with credits, while a special workshop can also be booked with direct payment.
Intelligent waiting list
Nothing is more frustrating than a full course - both for you and your members. That's why we have developed an intelligent waiting list system that works completely automatically.
If a course is full, interested parties can put themselves on the waiting list. The credits are reserved immediately - this ensures that the place can actually be accepted when it becomes available. The position on the waiting list can be viewed transparently.
If someone cancels, the first person on the waiting list automatically moves up. They receive an e-mail with the booking confirmation - you don't have to do anything. The system works according to the FIFO principle (First In, First Out): Whoever was first on the waiting list gets a place first.
The flexible credit system
The credit system is at the heart of many successful studios. Instead of rigid memberships with fixed terms, you give your customers the flexibility to decide for themselves when and how often they come.
The concept is simple: your customers buy a credit package (e.g. 10 credits for €120) and can then redeem them for courses. A yoga course could cost 1 credit, an intensive workshop perhaps 2 credits. You determine the prices and values.
Credit packages according to your rules
What makes Bookicorn special: You have full control over how your credit packages work. When are they activated? When do they expire? You decide.
With the Activation you have three options: Immediately after purchase, on first use (perfect for vouchers!), or on a fixed date. The 'Activation on first use' option is particularly popular - this allows customers to buy packages in advance without time running out.
At the Procedure there is even more flexibility: credits can expire after a certain number of days, on a fixed date, or not at all (unlimited validity). This allows you to offer different types of packages - from 'trial packages' with a short duration to 'premium packages' with no expiry date.
Automatic reimbursement in the event of cancellation
What happens if someone cancels a course? This depends on the cancellation deadline that you can set for each course. If a participant cancels within the deadline, the credits are automatically refunded. For direct payments, a Stripe refund is automatically triggered.
You don't have to worry about anything - the system takes care of everything in the background. Incidentally, you can set an individual cancellation deadline for each course: For a regular yoga course perhaps 2 hours in advance, for a workshop with limited places perhaps 48 hours.
Everything for your studio
Bookicorn is more than just booking software. It's your central platform for all studio tasks. Whether you run a small boutique studio with one room or manage multiple locations with dozens of trainers.
The multi-location function allows you to manage several locations under one roof. Each location can have its own rooms, classes and trainers - but members only have one account and can book anywhere. Perfect for studios that want to grow.
The automatic course series generation saves you a lot of time. Instead of creating each event individually, you define the rules once (e.g. 'every Monday at 6 pm') and the system creates all events automatically. Changes to the series are transferred to all future dates.
Trainer management
Your trainers are the heart of your studio - and they deserve a system that supports their work. In Bookicorn, trainers get their own access with exactly the permissions they need. They can view their courses, check participant lists and carry out check-ins.
What many studio operators particularly appreciate: The automated trainer billing. You no longer have to laboriously add up who gave how many courses at the end of the month. Bookicorn tracks everything automatically and offers three different remuneration models:
You can specify which model is used for each trainer individually. At the end of the month, you simply export the invoice as a CSV and have all the figures ready for accounting.
Bookicorn vs. other solutions
The market for studio software is large - so why Bookicorn? We believe that the differences lie in the details. Here is an honest comparison with other providers:
The biggest difference: we don't charge any fees per booking. With other providers, you often pay €1-2 for each individual booking - that quickly adds up. For a studio with 500 bookings per month, that's 500-1000€ in additional costs. With Bookicorn: 0€.
The member dashboard
Your members deserve a great experience. That's why we've invested a lot of time in the member dashboard. It's clear, modern and works perfectly on any device - from desktop to smartphone.
Your members can independently book courses, manage their bookings, purchase credit packages and view their history. This takes a huge load off your shoulders - you no longer have to make every booking manually or answer questions about credits.
The QR code check-in is particularly practical: instead of a paper list at the entrance, participants simply scan a QR code with their smartphone. You can see who has checked in in real time - perfect for course preparation.
"Finally a platform that simply works. My members can do everything themselves – book, cancel, buy credits. I only get the really important questions now."
The admin dashboard
As a studio operator, you need an overview. Our admin dashboard shows you at a glance what's happening in your studio - in real time. No complicated reports, no hidden menus. Everything important is immediately visible.
You can see this immediately after logging in: How many bookings were made today? Which courses are currently running? Are there any outstanding booking confirmations? Which members have a birthday coming up? The dashboard is your cockpit for everyday studio life.
The activity log is particularly valuable if several people have access to the admin area. You can see exactly who changed what and when - perfect for transparency in the team.
Automated communication
Writing emails takes time. That's why Bookicorn takes care of all communication with your members. Booking confirmations, cancelations, waiting list updates - everything is sent automatically. You don't have to do anything.
The best thing is that you can customize all email templates. You determine the text, insert your logo and use variables such as {course name}, {date} or {participant name}, which are automatically replaced. This way, communication remains personal, even if it is automated.
Frequently asked questions
Here we answer the questions we are asked most frequently. If your question is not included, just get in touch with us - we'll be happy to help!
Ready for the next step?
You've read this far - that shows you're serious about optimizing your studio. Bookicorn can help you save time, stay on top of things and offer your members a better experience.
The best way to get to know Bookicorn is to try it out. Arrange a free demo in which we show you the platform and answer your questions. Or start directly with the 14-day test - without any risk.
Written by
Felix Zink
Felix built Bookicorn from the ground up – from the booking system and credit system to trainer payouts. As a full-stack developer at Unicorn Factory Media GmbH, he builds software that makes everyday life easier for studios.
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