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Author: Tobi Gundry

Getting started with Clovo: your complete setup guide

Written by Tobi Gundry on . Posted in Getting Started. No Comments on Getting started with Clovo: your complete setup guide

Welcome to Clovo! This guide walks you through the essential steps to get your studio up and running. The Clovo Studio dashboard includes a setup checklist that tracks your progress — follow these steps in order and you’ll be accepting bookings in no time.

Step 1: Set up your studio profile

Start by completing your studio owner profile and verifying your email address. This is your admin identity in Clovo and is required before you can access most features.

Step 2: Add your instructors

Add the people who teach your classes. Each instructor gets a name, photo, and bio that clients can see when browsing your timetable. See add and manage your instructors for details.

Step 3: Add your classes

Define the types of classes you offer — for example, Reformer Pilates, Yoga Flow, or HIIT. Each class type has a name, description, duration, and capacity. See create and manage your class types.

Step 4: Create your schedule

Build your weekly timetable by assigning classes to specific days, times, locations, and instructors. Clovo will automatically generate bookable openings based on your schedule. See Schedules in Clovo.

Step 5: Add plans and packs

Create the products your clients will purchase — memberships for recurring access, credit packs for prepaid visits, or trials for newcomers. See creating a membership plan and Credit Packs in Clovo.

Step 6: Customise your branding

Upload your logo, set your brand colours, and write your studio description. These appear across the Clovo app, your landing page, and client emails. See change your branding.

Step 7: Add your waiver

Include your terms and liability waiver so clients agree to your studio policies when they sign up. See add a liability waiver.

Step 8: Connect Stripe

The final step is connecting your Stripe account to start accepting payments. Clovo never holds your money — payments go directly from your clients to your bank account via Stripe. See start accepting payment with Stripe.

What’s next?

Once you’ve completed all 8 steps, your studio will be publicly visible and ready for clients to discover. Share your landing page link on social media, update your Google Business Profile, and start spreading the word. You can manage everything on the go with the Clovo iOS app.

Add a client to your studio manually

Written by Tobi Gundry on . Posted in Client Management. No Comments on Add a client to your studio manually

Most clients will create their own accounts when they download the Clovo app or visit your landing page. But sometimes you’ll need to add a client manually — perhaps they signed up in person, you’re migrating from another system, or you want to set up their profile before they arrive.

How to add a client

  1. In Clovo Studio, go to Clients > Add client.
  2. Enter the client’s name and email address.
  3. Add an optional phone number.
  4. Save the client.

What happens after adding a client

Migrating from another system?

If you’re moving to Clovo from another booking platform and need to add many clients at once, reach out to Clovo support at hello@clovo.au for assistance with bulk client imports.

Block or reserve spots in a class

Written by Tobi Gundry on . Posted in Bookings. No Comments on Block or reserve spots in a class

Sometimes you need to hold a spot in a class for a specific reason — perhaps a client is coming but hasn’t booked yet, or you want to reserve capacity for a corporate group. Clovo’s Block/Reserve feature lets you hold spots without assigning them to a specific client.

How to block or reserve a spot

  1. In Clovo Studio, go to the Openings page.
  2. Click on the class you want to hold a spot in.
  3. Click the Block/Reserve button in the Bookings section.
  4. The spot will be held, reducing the available capacity shown to clients.

When to use this feature

  • Walk-in clients — hold a spot for a regular who always turns up but doesn’t book ahead
  • Equipment maintenance — if a reformer or piece of equipment is out of service, block that spot to reduce capacity
  • Corporate or group holds — reserve multiple spots for a group that’s confirmed but hasn’t individually booked
  • Instructor space — if the instructor needs to use a spot (e.g. for demonstration)

Blocked spots reduce the total available capacity for the class. If you want to book a specific client into a class instead, use the Book Client feature.

Book a client into a class from the studio dashboard

Written by Tobi Gundry on . Posted in Bookings. No Comments on Book a client into a class from the studio dashboard

While most bookings happen through the Clovo app when clients book themselves, there are times when you’ll need to book a client into a class on their behalf — perhaps they called ahead, walked in, or simply asked you to sort it out for them.

How to book a client from the dashboard

  1. In Clovo Studio, go to the Openings page.
  2. Find the class you want to book the client into and click on it.
  3. Click the Book Client button.
  4. Search for and select the client.
  5. Confirm the booking. The client’s credits or membership allowance will be used as normal.

Things to know

  • The client must have an active product (membership, credit pack, or trial) that allows them to book into this class type
  • The class must have available capacity — if it’s full, the booking won’t go through unless you increase the capacity first
  • The client will receive a booking confirmation just as if they’d booked through the app
  • You can also book clients from the Clovo iOS app if you’re at the front desk on an iPad or phone

If the client doesn’t have an active product, you can process a Point of Sale purchase first, then book them in.

Set up and manage your studio locations

Written by Tobi Gundry on . Posted in Clovo Dashboard. No Comments on Set up and manage your studio locations

If your studio operates from one or more physical locations, you’ll need to set them up in Clovo so that classes can be assigned to the right venue. Locations appear on your timetable, in the booking app, and on your landing page so clients always know where they’re going.

Adding a location

  1. In Clovo Studio, go to Setup > Locations.
  2. Click Add Location.
  3. Enter the location name (e.g. “Main Studio”, “West End Studio”, “Pop-up at Southbank”).
  4. Add the address details.
  5. Save the location.

How locations are used

  • Schedule entries — each scheduled class is assigned to a location, so you can run different classes at different venues
  • Client-facing timetable — clients see the location for each class in the app and on your landing page
  • Pop-up classes — one-off classes can be assigned to any location, including temporary venues
  • Social timetable images — when generating timetable graphics for social media, you select which location to feature

Multi-location studios

If you run classes across multiple venues, having separate locations set up ensures your clients can easily filter and find classes near them. Each location has its own address, making it clear where clients need to go.

Create and manage your class types

Written by Tobi Gundry on . Posted in Clovo Dashboard. No Comments on Create and manage your class types

Before you can build a schedule or accept bookings, you need to define the types of classes your studio offers. Class types are the foundation of your timetable — they describe what you teach, not when or where.

What is a class type?

A class type represents a category of class at your studio — for example, “Reformer Pilates”, “Yoga Flow”, “Cardio Barre”, or “Mat Pilates”. Each class type has its own name, description, duration, and capacity. When you build your schedule, you assign class types to specific days and times.

Creating a class type

  1. In Clovo Studio, go to Setup > Classes.
  2. Click Add Class.
  3. Enter the class name — choose something clear and recognisable to your clients.
  4. Add a description that helps clients understand what to expect from the class.
  5. Set the duration of the class in minutes.
  6. Set the capacity — the maximum number of clients who can book into a single session.
  7. Save the class.

Managing existing classes

You can edit any class type at any time from Setup > Classes. Changes to the name, description, or capacity will apply to all future openings that use that class type. Existing bookings are not affected.

Tips

  • Write client-friendly descriptions — your class descriptions appear in the app, so write them for your clients, not for yourself
  • Set realistic capacities — factor in equipment availability and studio space, not just how many people could physically fit
  • Use clear, distinct names — avoid names that are too similar, as clients may confuse them when booking

Once your classes are set up, you can add them to your schedule and start accepting bookings.

Temporarily close your studio with Closures

Written by Tobi Gundry on . Posted in Operations, Schedule. No Comments on Temporarily close your studio with Closures

Whether it’s a public holiday, a studio renovation, or a well-earned break, there will be times when you need to temporarily close your studio. Clovo’s Closures feature lets you schedule closures in advance so that classes are automatically cancelled and your clients are kept informed.

What is a closure?

A closure is a defined period during which your studio will not be operating. When you create a closure, Clovo will automatically cancel any class openings that fall within the closure period and notify booked clients.

How to create a closure

  1. In Clovo Studio, go to Operations > Closures.
  2. Click Add Closure.
  3. Set the start date and end date of the closure.
  4. Add an optional reason for the closure (e.g. “Christmas break” or “Studio maintenance”).
  5. Save the closure.

What happens during a closure

  • Class openings are cancelled — any openings that fall within the closure dates are automatically removed from your timetable
  • Booked clients are notified — clients who had bookings during the closure period are informed via email and push notification
  • Credits are restored — any credits used to book cancelled classes are returned to the client’s pack
  • Your schedule is preserved — your underlying weekly schedule is not affected, so classes resume automatically once the closure period ends

Closures vs. cancelling individual classes

If you only need to cancel a single class, use the cancel class feature instead. Closures are designed for multi-day shutdowns where cancelling each class individually would be impractical. You can also set up closures well in advance, giving your clients plenty of notice.

Tips

  • Create closures as early as possible so clients can plan around them
  • Use the reason field to keep a record of why each closure happened
  • Consider pausing memberships during extended closures to maintain goodwill with your clients

Create free trials to attract new clients

Written by Tobi Gundry on . Posted in Trials. No Comments on Create free trials to attract new clients

Free trials are one of the most effective ways to get new clients through the door. Clovo lets you create trial products that give potential clients a taste of your studio at no cost, making it easy for them to take the first step.

What is a trial?

A trial is a free product that gives a client access to a limited number of classes over a set period. Trials are automatically restricted to clients who have never purchased from your studio before, ensuring they’re always reserved for genuine newcomers.

Trials vs. introductory offers

The key difference is price: trials are always free, while introductory offers can be set at any price point (including discounted rates). Both are restricted to new clients only. Use a trial when you want to completely remove the financial barrier, and an introductory offer when you want to offer a discounted paid experience.

Creating a trial

  1. In Clovo Studio, go to Products > Trials.
  2. Click Add Trial.
  3. Set the number of classes the trial includes (e.g. 1, 2, or 3).
  4. Set the expiry period — how many days the client has to use their trial classes from the moment they claim it.
  5. Choose which classes the trial provides access to.
  6. Save your trial.

Tips for effective trials

  • Keep it short — 1-2 classes with a 7-14 day window creates urgency without being restrictive
  • Give access to your best classes — let trial clients experience what makes your studio special
  • Follow up personally — reach out after their trial to ask how it went and offer a membership or pack
  • Promote it everywhere — share your trial on social media, your landing page, and at local events

Assign a substitute instructor for a class

Written by Tobi Gundry on . Posted in Schedule, Staff & Instructors. No Comments on Assign a substitute instructor for a class

When a regular instructor can’t make it to a class, Clovo makes it easy to assign a substitute without cancelling the session or disrupting your clients’ bookings.

How to assign a substitute

  1. In Clovo Studio, go to the Openings page.
  2. Click on the class that needs a substitute to open the detail view.
  3. Under the Instructors section, click the Substitute button.
  4. Select the replacement instructor from your instructor list.
  5. Confirm the change.

What happens when you substitute

  • The substitute instructor is assigned to that specific class opening only — your underlying schedule remains unchanged
  • Booked clients may be notified of the instructor change so there are no surprises on the day
  • The original instructor remains assigned in your schedule for future weeks

When to use a substitute vs. cancelling

Substituting is almost always preferable to cancelling. Your clients have made time for the class and will appreciate that it still runs, even with a different instructor. Only cancel a class if you genuinely cannot staff it. For cancellation details, see cancel upcoming classes.

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