Two studios, two accounts, one client
You opened a second studio across town last year. A client who has been with you for years bought a pack at the original site and wants to try the new one on a Saturday. The new site's booking account does not know her. She has to register again, and her pack does not show.
The desk messages the original site, who deducts a credit by hand and messages back to say it is done. At month end, the original site shows income for a class taught at the new site, and the new site shows an attendance with no payment. Both managers think the other site's numbers are flattering.
Why sites end up separate
The second site often starts as a separate account in the booking system, because it is quicker, because the pricing is different or because it opened with a partner. Some booking systems handle multiple locations natively; others do it through separate accounts that do not share clients.
Once two lists exist, every cross-site visit is a manual fix. And the more popular the cross-site option becomes, the more fixes there are.
Pricing differences add another wrinkle. If the new site has a higher-spec reformer room, you might want a pack from the old site to count, but at a different rate.
The cost of separate sites
| Symptom | Consequence |
|---|---|
| Clients register twice | Duplicate profiles and friction |
| Credits moved by message | Errors and staff time at both sites |
| Income booked to the wrong site | Site performance you cannot trust |
| Different pack rules by site | Confusion at the desk |
| Marketing to two lists | Clients getting the same email twice |
Multi-site studios need to know which site is paying its way. With credits moving by hand, that answer is guesswork.
How we join the locations up
The right answer depends on your booking system. Sometimes it is a migration into a proper multi-location setup; sometimes it is a link between two accounts.
- We check whether your booking system supports multiple locations under one account, and if so, plan a move into that structure.
- Where it does not, we build a link that recognises the same client at both sites by email and phone, and syncs pack balances across them.
- Pack rules are written clearly: which packs are valid where, and how many credits a class at each site uses.
- Duplicate profiles are merged with the history intact.
- Income is attributed to the site where the class was taught, using the credit value, so each site's report reflects its real activity.
- Marketing lists are deduplicated so clients receive one message, with site-relevant content.
The awkward cases we plan for
Joining two sites is mostly straightforward. The time goes on the edge cases, so we agree them with you before any data moves.
- A client who holds live packs at both sites: we combine or keep them separate, depending on what your terms and the pack types allow.
- Memberships sold at one site with a lower price: you decide whether they unlock the other site, and at what rate.
- Two profiles that look like the same person but might not be, such as a parent and adult child sharing an email: these go to a person for a decision, not an automatic merge.
- Instructors who teach at both sites: their pay report still splits classes by location.
A cross-site visit afterwards
The client books the Saturday class at the new site in the same app, using the same pack. The credit comes off automatically. At month end, the new site's report shows the income for that class.
- One client profile across sites
- Packs that work where your rules say
- Accurate income per location
- No manual credit moves between desks
Is your studio split in two?
- You have more than one studio location.
- Clients register separately at each site.
- Credits are moved between sites by hand.
- Site income reports do not match where classes were taught.
- Clients get duplicate marketing emails.