Class Timetable & Capacity Tracker Spreadsheet
This spreadsheet measures how much of your timetable is actually being bought, and how many people have to be in the room before a class has paid for itself.
A studio does not sell classes. It sells seats, in a room that costs the same whether there are twenty people in it or four. The timetable is the product, and almost nobody measures how much of it is empty, or whether the problem is the class or the hour it sits in.
What is in it
- Seven linked tabs, from Start Here through to a one-screen Overview.
- Setup — three numbers: what the room costs per hour, the occupancy you want, and the profit you want out of a class.
- Classes — 60 rows. Your timetable, typed once.
- Sessions — 800 rows. One per class you actually run, cancelled ones included, because a pulled class still costs you the room.
- By Class — occupancy, profit and the break-even headcount next to every class on the timetable.
- By Time Of Day — whether the empty seats belong to the class or to the hour.
Who it is for
Any timetabled room with seats in it: yoga and fitness studios, dance and pottery schools, music and language classes, driving theory rooms, village halls, training rooms — anywhere the hour costs the same however many people turn up.
The worked example
The worked term holds 22 classes and 264 sessions. They offered 5,096 seats and people sat in 2,871 of them, so 2,265 seats went out empty — 55.6% occupancy against the 70.0% wanted. The term took $39,743, teachers and the room cost $24,504, and the profit was $15,239: $57.72 a class, or $7.74 for every seat-hour of the building.
Splitting the same term by hour tells you which problem you have. Early morning classes run 21.0% full and lose $19.89 a class; evening classes run 74.1% full and make $124.41. Four classes lose money every single week, costing $786 over the term, and 61 individual sessions ran at a loss. The 6:15 costs $90 to put on and needs seven people in the room; it averages five, three mornings a week.
How it works
Compatible with Microsoft Excel 2016 or newer on Windows or Mac, Google Sheets, and LibreOffice. No macros, no add-ons, no account to create, nothing to install.
The download has two workbooks: one with the example above already filled in, so you can see what every column expects, and the same file completely blank for your own figures. A plain-English guide comes as a PDF. WhatsApp’tan sipariş ver — $9
Orders are taken on WhatsApp: message me and I’ll send the payment details, then the files as soon as the payment is confirmed.
A look inside the file
Questions people actually ask
How do I work out how many people a class needs before it pays for itself?
Next to every class the file works out the break-even headcount from two figures — what the teacher costs and what the room costs per hour — so you get one number you can act on. In the worked term the 6:15 class costs $90 to put on and needs seven people; it averages five, three mornings a week. Across 264 sessions the studio offered 5,096 seats, sold 2,871, ran at 55.6% occupancy against a 70.0% target, and made $15,239 of profit — but four classes lost money every week and 61 individual sessions ran at a loss.
Is it just for yoga and fitness?
No — it works for any timetabled room with seats: dance, music, pottery, language classes, a village hall, a training room. The arithmetic does not care what happens in it. It holds 60 classes and 800 sessions, and it also answers the question that decides what you do next: if one class in a slot is empty it is the class, but if every class in that slot is empty it is the hour — early morning ran 21.0% full and lost $19.89 a class, while evening ran 74.1% full and made $124.41.
How do I work out the room cost, and what if most of mine are on memberships?
Take a month of fixed costs — rent, rates, heat, light, insurance, cleaning, software, admin — and divide by the hours you timetable; you do it once, and it is bigger than people expect. For memberships, divide what a member pays you by the classes they actually take and use that as what a head pays, otherwise every figure in the file is optimistic. Everything else comes off your own register: the class, the date, the seats and the heads.
Does it work in Google Sheets or do I need Excel?
Both — it is built as .xlsx for Excel 2016 or newer on Windows or Mac, and it loads into Google Sheets through File then Import then Upload. LibreOffice opens it too. No macros, no add-ons, no account to create, nothing to install and no subscription: you download the file and it is yours.
Does it take bookings?
No — keep whatever booking system you already use; this measures what the timetable earned against what the hour cost. It is not a booking, waitlist or membership system, not payments or invoicing and not a rota package, and it is connected to nothing: nothing syncs, nothing logs in, and I never ask for a password, your booking system or your accounts. One thing to expect: a cancelled class is still charged for the room, because pretending a pulled class was free hides exactly the thing you are looking for.
Need it built around your business?
This file assumes classes paid for per head, in a room you cost by the hour, with teachers on a flat fee. If your studio works differently — memberships where a head pays monthly whether they come or not, teachers taking a share of the door instead of a fee, two rooms running at once so the same hour is sold twice, or courses sold as a block of six weeks rather than a drop-in — I can build the same seat-hour arithmetic around your timetable.
All other templates are listed on the Excel & Google Sheets Templates page.