Built & proven on 3,800+ members

Your whole studio.
One platform.

Members, scheduling, payments, inbox, phone, and door access in one platform — with AI built in. One login instead of five tabs.

Proven inside a real wellness centre managing 3,800+ members.

A trainer showing a member WellForm on a phone
app.wellform.studio/dashboard
WellForm
Dashboard
Members
Schedule
Inbox
Phone & SMS
Payments
Door Access
Reports
Today's schedule
WeekDay
Mon
16
Vinyasa Flow
7:00a
Acupuncture
1:00p
Tue
17
Hatha
8:00a
Reformer
11:30a
Yin
5:30p
Wed
18
Bodywork
9:00a
Sculpt
2:30p
Thu
19
Power
6:30a
Studio rental
12:00p
AI Assistant
Who's on hold this month?
7 members are on hold. 3 resume next week — want their billing dates?
Maya Chen
Unlimited · since 2019
ActiveFob #2241142 visits
3,800+
members managed on the platform
27,000+
payment records migrated cleanly
4
separate systems replaced by one
$1,600+
/mo saved in software & admin
6+ yrs
of member history migrated
104
data models, one connected system

Not a prototype. A platform running a real, busy wellness centre every single day.

The five-app problem

Running a studio shouldn't mean running five apps.

Booking in one system. Email in another. Phone, payments, and door access each their own island — nothing syncs, and every tool is its own login and its own bill.

Every tool you add is one more place your member's information isn't. WellForm is the opposite of that.

Studio members reviewing WellForm together
tool_01
Booking & memberships
one subscription, one login
tool_02
Shared inbox
another subscription, another login
tool_03
Phone & texting
another subscription, another login
tool_04
Door access
another system entirely
One connected system

One platform that actually does it all.

When a member calls, you see their full history. When they email, it's linked to their account. When their membership lapses, their fob deactivates — automatically. Everything is connected, because it's all one system.

crm

Member Management & CRM

Every member's memberships, payments, visits, forms, and conversations on one screen.
Replaces WellnessLiving / Mindbody
schedule

Scheduling & Booking

A living schedule for recurring classes, appointments, and rentals — no double-bookings.
Replaces WellnessLiving / Mindbody
pos

Payments & Point of Sale

Recurring-billing engine plus full POS that keep revenue flowing and books reconciled.
Replaces Processor + spreadsheets
inbox

Shared Team Inbox

A shared email inbox where every message is linked to the member it's about.
Replaces Zoho / Front / shared Gmail
phone

Phone & SMS

A business line and two-way texting, with full member history on caller ID.
Replaces Dialpad / RingCentral
portal

Online & Self-Service

Member portal plus embeddable booking, store, and schedule for your own site.
Replaces Clunky member apps
access

Door Access

Key-fob entry tied to membership status — lapsed loses access, reactivated regains it.
Replaces A separate door system
reporting

Reporting & Analytics

Live revenue, membership, attendance, and class-profitability reports — zero exports.
Replaces CSV + spreadsheets
ops

Staff, Mobile & Ops

Role-aware access, staff & teacher apps, tasks, cleaning ops, and lifecycle automations.
Replaces Group chats & paper
AI, built in

AI that does the busywork — not just chats about it.

Legacy studio software bolts on a chatbot and calls it AI. WellForm puts AI where the actual hours go — the inbox, the phone, and the endless "can you look that up for me."

An agent that does the work — with your approval.

Ask by typing or by voice. The agent searches members, payments, bookings, email, texts and call transcripts, then proposes the fix: a refund, a hold, a cancellation, account credit, a room rental, a member email or a payment retry. Nothing runs until staff tap approve.

  • ✓Answers from live data across 110 record types
  • ✓Every change is an approval card, never a surprise
  • ✓Amounts and recipients re-checked before anything runs
WellForm Agent
Maya's travelling in July — pause her membership and refund the July charge.
Found her monthly membership and the $89 charge on Jul 1. Here's the plan:
Needs approval
HoldJul 1 – Jul 31
Refund$89.00 to Visa ••42
EmailHold confirmation
ApproveEdit
Everything in one

Stop duct-taping five tools together.

Compare the total, not the line item. Here's what one login quietly replaces.

Instead of
WellForm gives you
WellnessLiving / Mindbody
→
Members, memberships, scheduling & booking
A separate payment processor
→
Recurring billing + full point of sale
Zoho TeamInbox / shared Gmail
→
A true shared team inbox, linked to members
Dialpad / RingCentral
→
Built-in phone + two-way SMS
A standalone door system
→
Access control tied to membership
Bolt-on chatbots
→
An AI agent that acts — with staff approval
Spreadsheets & CSV exports
→
Live reporting and analytics
"Call us to make changes"
→
A full member self-service portal
Who it's for

Built for studios that do more than one thing.

Yoga & movement studios

Class schedules, passes, memberships, and teacher pay in one flow.

Gyms & fitness centres

24/7 fob access tied to membership, recurring billing, and check-ins.

Multi-disciplinary wellness centres

Classes and practitioner appointments — acupuncture, bodywork — side by side.

Boutique studios scaling up

Start with the front desk, grow into automation, AI, and self-service.
Origin story

We didn't imagine this platform. We needed it.

WellForm was built for The Well — Salt Spring Island's wellness centre — because no off-the-shelf product could run the place without four separate subscriptions and a mountain of manual work. So we built the platform we actually needed.

Then we proved it. Nearly 3,800 members, 383 memberships, 27,000+ historical payments, and years of attendance and access data migrated over from the old system — seamlessly, with no disruption.

"We went from four logins and constant copy-paste to one dashboard. The front desk got its time back."

— The Well, Salt Spring Island Wellness Centre

$600+/mo
cancelled software
$1,000/mo
recovered admin time
27,000+
payments migrated
0
disruption to members
How it works

Switching is the easy part.

Years of member history, thousands of payments, hundreds of fobs — already migrated once without a hiccup. Your data is in good hands.

01

Book a demo

We walk through your studio's workflow and show WellForm running on real data.
02

We migrate your data

Members, memberships, payment history, attendance, and fobs come across — at scale, including from WellnessLiving.
03

We set up your workflow

Membership types, classes, pricing, forms, automations, and access — configured to match how you run.
04

Go live, supported

Your team trains on one platform instead of five, and we're there through the cutover.

Questions studios actually ask.

Can you move our data from WellnessLiving or another system?

Yes. We've migrated nearly 3,800 members, hundreds of memberships, 27,000+ payments, attendance history, and key-fob assignments from WellnessLiving without disrupting members or staff. Migration is part of onboarding.

Does it really replace our phone and email tools too?

Yes. WellForm includes a built-in business phone line, two-way SMS, and a shared team inbox — all linked to member records. Most studios cancel Dialpad/RingCentral and their shared-inbox subscription outright.

What's the AI actually for?

Practical work, not gimmicks. The agent answers staff questions from your own data and prepares refunds, holds, rentals and member emails for one-tap approval. It also triages incoming email, summarizes phone calls, answers visitors on your website and members in their portal, and hands any chat to staff when a person is needed. It saves front-desk hours every week.

Does the door access work with our existing fobs?

WellForm integrates with key-fob / card access so entry is tied directly to membership status — lapsed members lose access, reactivated members regain it, automatically. We'll confirm compatibility with your hardware during the demo.

Can members book and manage things themselves?

Yes. The member portal lets them book classes, update payment methods, manage memberships, and view their history. You can also embed your live schedule, store, and booking directly into your existing website.

Is it mobile-friendly for staff and teachers?

Yes. There's a staff mobile app for check-ins, phone, SMS, and the day's schedule, plus a dedicated teacher app for rosters, sign-off, availability, and pay.

See your studio, running on one platform.

Book a 30-minute demo and we'll show you WellForm with real studio data — then map out exactly what switching would look like for you. No pressure, no five-app circus.

Book your demo Contact us