Smart Timetable turns your participation data into better scheduling decisions, retention insights, and instructor performance visibility — augmenting the instinct you already have with the evidence to back it up.
You already know your timetable. You know which instructors fill rooms and which slots need attention. But the spreadsheets, the manual reconciliation, the hours spent pulling numbers from three different systems — that's what's slowing you down. Smart Timetable gives you the evidence to back up what you already sense, and the efficiency to act on it faster.
Booking system, spreadsheets, quarterly reports from third-party analytics tools — pulling together a clear picture for a timetable review means starting from scratch every time.
You moved a class last quarter. Did occupancy improve? Did you retain those members? Without before-and-after analysis, it's hard to know whether a change worked — or repeat what did.
Cover requests, timesheet approvals, invoice reconciliation — group exercise managers spend hours on admin that should take minutes, leaving less time for the work that actually matters.
Every metric, benchmark, and recommendation is designed for the specific decisions group exercise leaders make every week.
Smart Timetable combines live occupancy data, predictive heatmaps, change analysis, latent demand signals, and AI-powered recommendations into a single operations layer. You're not just seeing what's happening — you're seeing what to do next, grounded in evidence from your own data and from real search behaviour in your catchment area.
Site-wide averages are too blunt: they hide the reasons behind the numbers. Individual member feedback is too noisy: one vocal complaint can drown out what the majority actually want. Cohort analysis sits in the middle — modelling behavioural profiles like the dedicated yogi, the post-natal returner, or the member using mind-and-body classes for recovery alongside a wider fitness programme. When you can see which profiles a class serves, you can reason about why it's retaining some members and churning others — and whether the answer is a schedule change, a format split, or a new class entirely.
Instructor performance isn't just a management metric — it's a development tool. Smart Timetable gives leaders visibility into retention rates, attendance trends, and member growth per instructor, while giving instructors themselves their own dashboard with personal KPIs, peer benchmarks, and data-backed coaching tips. The result: instructors who understand how they contribute to a successful studio, and leaders who can reward, support, and programme with confidence.
Sessions are auto-assigned to instructors from your booking system data. Each instructor reviews their sessions — including any cover classes — then submits as an invoice (freelancers) or timesheet (employed staff). Because submissions are matched against actual class data, every session across your timetable is accounted for: nothing slips through the cracks, and no session can be invoiced or timesheeted twice. Your team reconciles the whole month in minutes, not hours.
Pembrokeshire Leisure manages group exercise across six sites in rural West Wales. Before Smart Timetable, their weekly timetable review ran on a manually-maintained spreadsheet. The data was always there — the tool just wasn't surfacing it.
Pembrokeshire's admin officers were spending hours each week compiling a spreadsheet they called "magic numbers" across four site clusters. The occupancy data was in there, but it wasn't telling anyone a story. Once the same data was shown in Smart Timetable's colour-coded grid — green, amber, red — the questions started immediately. Classes that weren't earning their slot were visible at a glance, and the team could compare performance across sites for the first time without manual cross-referencing.
We've already been able to make business decisions based on what we're seeing and push the agenda in some sites. It's data we already had — but the format we had it in previously wasn't giving us the insights we needed.
Darren Bowen, Digital Marketing & Training Manager — Pembrokeshire Leisure
It's made us look at things differently. We give four to six weeks for a class to settle, and now we can see clearly — is it performing? What do we need to do? That collective view gives a true reflection.
Lisa Starkey, Centre Manager — Pembroke & Tenby
Smart Timetable gives every instructor a personal dashboard with their KPIs, benchmarks against peers, and data-backed tips to help them fill more classes and retain more members.
Instructors see their own retention rate, average attendance, and trend over time — no guesswork about how they're doing.
Anonymous comparisons show where they stand relative to other instructors at the same site, motivating continuous improvement.
Actionable nudges grounded in real performance data — not generic advice. Things that actually move the needle on class quality and retention.
Instructors log hours and submit invoices directly through Smart Timetable — no more chasing spreadsheets or email chains at month end.
The best tools in the world don't work if the people using them aren't set up to succeed. The Academy gives your GX managers and instructors the skills, confidence, and peer support to turn insight into action.
Cohort-based programmes for group exercise managers, heads of fitness, and studio leads. Practical, hands-on training covering timetable strategy, cancellation policies, instructor management, and how to use Smart Timetable to make better decisions — not just read dashboards.
Launching 2026Opening a new club? Inheriting a 20-year-old timetable? This is a different skill from tweaking an existing schedule. We cover local demographics, competition analysis, demand-led growth, and how to resist the temptation to launch with 50 empty classes.
Launching 2026Your instructors are on the front line — but most have never been shown why the numbers matter. These workshops use behavioural science, personal connection techniques, and real performance insights to get instructors engaged with what the data is telling them.
Launching 2026For independent studios and mid-tier operators who don't have a chain-wide support system, this is a space to share what's working, troubleshoot problems, and stay connected with other GX leaders using the same tools.
Launching 2026We're enrolling the first cohort of group exercise leaders for the Smart Timetable Academy. Join the waitlist to be among the first.
Join our pilot programme and work directly with the product team. Your use cases shape the roadmap — and you lock in preferential pricing before we go to market.
Regular product sessions with your team. Your use cases drive what we build next.
Pilot participants lock in early pricing before we go to market — with terms that reflect the partnership.
Collaborate with fellow operators in the cohort. Share insights and timetable strategies across sites.
Agreed feature delivery windows with mutual accountability — not a wish list.
Limited places. Pilot cohort now open.
We've spent eleven years building data infrastructure for the leisure sector — including the OpenActive data standard and a Search API used by major operators across the UK. Smart Timetable is where all of that experience becomes actionable. We're not a gym management platform that added a reports tab. We're a data company that built the tool we wish existed for the people running group exercise.
See Smart Timetable in action with a demo tailored to your operation.
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