Membership billing managed through Stripe or GoCardless with no system tracking who's active, paused, or lapsed -- chasing failed payments manually and losing members who could have been saved with an automated retry?
No visibility into membership health -- churn rate, average membership duration, or which membership type retains best -- so pricing and retention decisions are made by instinct?
Yoga Studio Membership Management Software
Custom membership management software for yoga studios and fitness studios who need recurring billing, member lifecycle workflows, and retention analytics in one system -- not a payment processor with no membership logic attached to it.
A studio with 300 active members on different membership tiers, some on freeze, some with failed payments, and some lapsing quietly has a data problem. The decisions that prevent churn depend on knowing which members are at risk before they cancel -- not after.
Membership tiers with recurring billing and automatic renewal
Freeze and cancellation workflows with configurable terms
RaftLabs builds custom membership management software for yoga studios and fitness studios -- configurable membership tiers with recurring billing, freeze and cancellation workflows with notice period enforcement, automated failed payment retry and dunning sequences, member self-service portal for lifecycle actions, and retention analytics showing churn rate, LTV by tier, and at-risk member identification by visit frequency drop. A custom system is appropriate when your membership billing, freeze policy, or retention reporting needs go beyond what generic membership tools support. Projects typically deliver in 12-14 weeks at a fixed cost.
100+Products shipped
·24+Industries served
·FixedCost delivery
·12-14Week delivery cycles
Membership management built for retention, not just billing
Processing a recurring payment is not membership management. Membership management is knowing which members are close to churning before they cancel, enforcing your freeze and notice period terms without a staff member manually tracking dates, recovering failed payments through an automated retry sequence rather than chasing by phone, and understanding which membership tier retains members longest.
A yoga or fitness studio with 200-500 members has enough data to make these decisions with analytics rather than instinct. The system that captures the right data -- visit frequency, billing history, freeze and cancellation patterns, and tier transitions -- and surfaces it in useful reports is the difference between a membership programme that grows and one that churns as fast as it acquires.
What we build
Membership tier management
Configurable membership types -- unlimited monthly, class-count monthly, annual prepaid, intro offer, and student or concession tiers -- each with their own pricing, billing interval, included class credits, and booking rules. Class booking priority configuration by tier so higher-tier members get earlier access to popular class bookings. Introductory offer setup with automatic tier migration at offer end -- a two-week intro at a discounted rate converts automatically to the standard tier without a staff action. Membership benefit display in the member portal so members see exactly what their tier includes. Multi-studio membership configuration for studio groups where one membership covers all locations.
Recurring billing
Automated payment collection on the billing date for each member, regardless of whether they have the same billing date or individual billing anniversaries. Payment method management in the member portal -- members update their card details without calling the studio. Card expiry detection with a prompt sent 30 days before expiry asking the member to update their card before the next billing date. Multi-currency billing for studio groups operating across different markets. Failed payment detection with immediate notification to the billing system for dunning sequence initiation. Billing history in the member portal showing every charge, date, and payment method used.
Membership lifecycle
Join, freeze, upgrade, downgrade, and cancellation workflows with configurable rules -- a monthly membership requiring 30 days notice before cancellation, a freeze limited to two periods per year with a minimum and maximum freeze duration. Member self-service portal for lifecycle actions within the configured rules -- a member can request a freeze, upgrade to a higher tier, or submit a cancellation notice without calling the studio. Lifecycle actions outside the self-service rules -- waiving a notice period or approving a third freeze -- require manager authorisation in the admin panel. All lifecycle actions logged with the date, action type, initiating party, and any notes.
Failed payment management
Automatic retry sequence on payment failure -- first retry at 24 hours, second retry at 72 hours, third retry at seven days -- with configurable timing and retry count. Member notification at each failed attempt with a link to update payment details and a clear statement of what will happen if payment is not resolved. Access suspension after a configurable number of failed attempts -- the member's account is flagged and their class booking access is paused until payment is resolved. Recovery rate reporting showing how many failed payments were recovered at each retry stage. Manual override for members who contact the studio directly to resolve a payment outside the automated sequence.
Retention analytics
Active membership count by tier updated in real time -- not a monthly report, a live dashboard. Monthly churn rate calculated as cancellations in the period divided by active members at the start of the period. Average membership duration by tier showing which membership type retains members longest. Lifetime value by tier with revenue per member per month and average duration combined. At-risk member identification based on visit frequency drop -- a member who normally attends three times per week dropping to once per week for two consecutive weeks is flagged as at-risk for a targeted retention action before they cancel. Re-engagement campaign trigger for at-risk members with configurable outreach sequence.
Reporting and finance
Monthly recurring revenue by tier showing current MRR, new MRR from joins, and lost MRR from cancellations and downgrades. New versus churned member count by month with net member growth tracked over time. Upgrade and downgrade flow showing tier migration patterns -- which tiers members move between and in which direction. Revenue by membership tier for pricing decisions -- whether an underperforming tier is worth keeping or should be retired. Studio revenue forecast based on current active memberships and historical renewal rates. Cash flow projection for annual prepaid memberships showing the portion of prepaid revenue that is earned versus deferred in any given month.
Frequently asked questions
Membership billing and class pass purchases run through the same member account but are handled as separate financial transactions. A member on a monthly unlimited membership pays their membership fee automatically on their billing date. If the same member buys a class pass for a specific workshop or retreat that isn't covered by their membership, that purchase is a separate transaction charged immediately. Both transactions appear in the member's billing history. Membership credits and class pass credits are tracked as separate balance types in the booking system, with booking rules determining which balance type is deducted for each class type. The two systems are connected -- not the same -- so each is managed and reported on correctly.
The freeze and cancellation rules are configured during setup to match your studio's terms. Typical configurations include a maximum of two freeze periods per calendar year with a minimum duration of one month and a maximum of three months; a 30-day notice period for monthly membership cancellation; and a no-refund policy on annual prepaid memberships with freeze as the alternative. The member self-service portal enforces these rules automatically -- a member cannot submit a freeze request if they've already used their annual allowance, and a cancellation request within the notice period shows the final billing date that applies. Exceptions require manager authorisation in the admin panel and are logged against the member's account record.
When a payment fails on the billing date, the system logs the failure and starts the dunning sequence. The first retry runs 24 hours after the initial failure with no member notification -- many failures are temporary card issues that resolve without any action. If the first retry also fails, the member receives a notification by email and push with a link to update their payment details and a statement that access may be suspended if payment is not resolved within the next retry window. The second retry runs at 72 hours, and the third at seven days. If all three retries fail, the member's account is flagged, class booking access is suspended, and the account manager is notified for manual follow-up. Recovery rate reporting shows how many members resolved their payment at each stage.
The core retention metrics are monthly churn rate, average membership duration by tier, and at-risk member count. Monthly churn rate is the percentage of active members who cancelled in a given month -- tracked over time to see whether retention is improving or deteriorating. Average membership duration by tier tells you which membership type retains members longest and informs pricing decisions. At-risk member identification is based on visit frequency drop -- the system compares each member's recent class attendance against their historical average and flags members whose attendance has dropped significantly. These members receive a targeted outreach before they cancel rather than a win-back campaign after they leave. LTV by tier combines revenue per month and average duration to show which tier is most valuable over the member relationship.
Talk to us about your studio membership management project.
Tell us your membership tier structure, current billing setup, and the retention or reporting challenge you're trying to solve. We'll tell you what we'd build and how.
