Attendance, shift and leave process for Yoga Studios: a timetable that holds
A yoga timetable is a promise to regular students. When teachers cancel, clash or leave without notice, the promise breaks, so the studio needs a clear way to plan, record and cover every class.
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Share your requirementsWhy attendance, shift and leave process matters in yoga studios
Most studios build the timetable from what teachers say they can do, then change it by messages through the month. A teacher who also works at another studio swaps a morning, a desk executive covers a class opening, and nobody records who actually taught. At month end, pay and attendance do not match and the argument starts.
A better process is plain. Teachers give fixed days and travel limits before each term. The studio publishes the timetable with notice, records who taught each class and keeps a short list of substitutes. Leave is asked for early, and cancelled classes follow a rule everyone has read.
How to set it up
1. Collect availability before each term
Ask every teacher for fixed days, other studio commitments and travel time between venues. Keep it on one sheet, so the timetable is built from facts and not from memory.
2. Publish the timetable with notice
Share the term timetable with teachers and desk staff at least a few weeks ahead, and name the first and second cover for every batch.
3. Record who taught each class
The desk marks the teacher, class and start time on a daily sheet or phone entry. This is the only record used for pay and for the weekly check.
4. Set a leave and cancellation rule
Agree how much notice a teacher gives, who finds cover and what happens to pay for a cancelled class. Write it in the attendance and leave policy and give each teacher a copy.
5. Review cover use every month
Count classes taught by substitutes, by batch. A batch that needs cover has a teacher or timing problem to fix.
Check these first
Before changing anything, find out what is true today. Use your own records for a defined period and note gaps in the evidence. The review may take longer if records are incomplete or spread across teams.
- Compare the daily sheet with the published timetable for the last week and count the differences.
- Ask each teacher when they last asked for leave and how the studio replied.
- List the batches that were covered by a substitute more than twice last month.
- Check that desk staff know who is the first cover for every early class.
GullyHR can do this with you. Read how we approach attendance, shift and leave process in general, or share your requirements and we will tell you where to start.
Questions owners ask
Set it by class type. A single evening class needs less notice than a morning batch with a large number of regulars or a workshop. Whatever you choose, write it down and apply it the same way to every teacher.
The teacher informs the studio manager at once, and the manager calls the named first cover. Asking the sick teacher to find a replacement is slow and unfair, so the studio should own the bench.
Yes. Early classes and evening peaks need a desk person, and weekends differ. A simple weekly roster with a swap rule keeps coverage fair and lets you see who works the hardest hours.
We set up the interview and hiring process for yoga studios
Every business interviews, but few have a written process that works the same way for every role and every interviewer. GullyHR designs yours, from the role brief to the offer, trains your managers to run it, and can run it for you on the roles you hand us.