The 7pm that became a 7.30pm
You move the Wednesday 7pm yin class to 7.30pm from next month, to give people more time after work. You update the timetable, post it on Instagram and put a sign on the door. On the first Wednesday, four clients arrive at 6.55pm and stand outside a locked room for half an hour. Two leave.
A few weeks later you swap a slow flow for a power class in the same slot. The regulars who liked slow flow book as usual, because the class name did not change in their saved bookings, and arrive to a room full of chaturangas.
Neither was a big mistake. Both came from the same gap: the timetable changed and the people it affected were not told directly.
Why changes slip past clients
Most booking systems notify clients when a specific class is cancelled. Moving a time, changing a format or swapping a teacher is often done by editing the class, which may not trigger any message at all.
Recurring bookings make it worse. Clients who auto-book the same slot each week may never look at the timetable again, so they rely entirely on being told.
Social posts and signs reach whoever happens to see them. The people who really need to know are a specific list: those booked on affected classes, those who book that slot regularly and those on the waitlist.
What quiet changes cost
| Change | What clients experience |
|---|---|
| Time moved | Turning up early or late, missing class |
| Format changed | Doing a class they did not choose |
| Teacher changed | Feeling misled if they came for one teacher |
| Class cancelled late | A wasted journey |
| Room changed | Confusion at the door on a busy evening |
The cost is trust. Clients who feel the studio did not tell them are the ones who start trying somewhere else. And the desk spends the first ten minutes of busy classes explaining changes.
How we send the right notice to the right people
We build a change watcher that sits alongside your booking system.
- It compares the timetable each hour with the previous version, through the booking system's API, and spots changes to time, format, teacher, room or status.
- For each change, it finds affected clients: those booked on the class, those with a recurring booking in that slot and those on the waitlist.
- It picks a message template for the type of change, with the old and new details, written in your studio's voice.
- Clients get a text or email, with a one-tap link to keep the booking, move it to another class or cancel without penalty if your policy allows.
- Permanent changes to the weekly timetable also prompt a message to anyone who has attended that slot regularly over recent weeks.
- A log shows every change and who was told, so the desk can check if a client says they did not hear.
If your booking system already has change notifications you have not switched on, we will point you there first.
What your team notices
When you edit the timetable, the right people hear about it without anyone writing a message. Regulars know about the new time before the first Wednesday. The desk no longer explains changes at the door.
- Messages sent only to affected clients
- Clear old and new details in every notice
- One-tap rebooking or cancellation
- A record of who was told what
Does this happen at your studio?
- Clients turn up for classes that have moved.
- Format or teacher changes are announced only on social media.
- Recurring bookers miss changes to their usual slot.
- The desk spends time explaining timetable changes.
- You cannot prove a client was told about a change.