How to Use Mindbody Reports to Optimize Your Schedule & Reduce Staffing Costs

If you're running a yoga studio, Pilates space, or wellness business, you'll know that staffing costs can eat into your profits faster than you can say "downward dog."  

Most studio owners glance at their reports occasionally, but few really diginto the data goldmine hiding inside. With a little know-how, you can use these reports to: 

• Identify peak and slow times: Do you really need that extra instructor on Tuesday at 2 PM?
• Track class attendance trends: Are some classes consistently underfilled while others have waitlists?
• Adjust staffing based on demand: No more overstaffing for ghost town sessions! 

Here are the best Mindbody reports for keeping on top of your staffing costs and client demand.

Start with your class schedule

Class Schedule is your go-to report for identifying your total capacity utilization.  

Look at the stats in the bottom left-hand corner of your class schedule to get an overall capacity utilization average for each week. The Attendance Analysis Report will identify the classes that are sitting consistently below 50-60% capacity.

Identify peak and off-peak trends

The Attendance Analysis Report shows patterns in class attendance, helping you understand peak and slow periods. 

How to use it: 

• Filter this report by day and time to look at daily and hourly attendance trends
• Run this report for a 3- or 6-month period
• Notice any times where attendance consistently drops off 

What to do with this data: 

• Expand class offerings during peak hours to maximize revenue
• Consider merging low-performing classes or replacing them with better-attended options
• Remove the class altogether to save on staffing costs if attendance is consistently low
• Offer semi-private or lower-cost options in slow periods rather than full classes

Reduce gaps in instructor schedules

Once you've looked at your daily and hourly attendance trends, you can assess your staff utilization in the Instructor Schedules report. Instructor costs can add up, especially if you're paying for classes with low attendance.  

How to use it: 

• Check if certain instructors consistently attract full classes
• Look for gaps in instructor schedules. For example, are they coming in for just one class with low attendance? 

What to do with this data: 

• Consolidate instructor shifts to minimize travel time and avoid paying for underfilled classes
• Assign popular instructors to keytime slots to maximize attendance
• Offer staff private training or alternative work (marketing, filming content or preparing class plans) during gaps in their schedule

Find your most valuable classes

If you're constantly running waitlisted classes but not pricing accordingly, you could be leaving money on the table. The Revenue by Class report shows which classes bring in the most revenue. 

How to use it: 

• Run the Revenue by Class report
• See which class types (e.g., reformer, mat, HIIT) generate the most revenue per session 

What to do with this data: 

• Increase class sizes where possible to maximize revenue
• Adjust pricing based on demand-higher-demand classes could justify a premium rate
• Replace underperforming classes with more profitable offerings

Adjust membership options to client usage

If your goal is to drive more members into well-attended classes, it's important to understand how your clients are using their memberships. The best report for this is the Average Revenue Analysis.  

How to use it: 

• Run the report and look at how often your clients attend classes based on their pricing option
• How much revenue is each pricing option contributing per visit?
• Are unlimited memberships leading to capacity issues? 

What to do with this data? 

• Create tiered membership options based on class demand
• Introduce incentives (e.g. bingo challenges) for attending less busy time slots to balance out demand 

By regularly reviewing your Mindbody reports, you can adjust your class schedule to eliminate underperforming time slots and reduce unnecessary instructor costs-all while ensuring your most popular classes thrive.