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Sarah Glanfield
Could the biggest revenue opportunities in your business be hiding in plain sight, perhaps buried inside data that you might not even be looking at? Well, in today's episode, we're pulling back the curtains with someone who's helped many top performing studios to really streamline their operations, retain more clients and stop losing money through the cracks by diving into the data. She's a Division 1 athlete turned tech founder and her insights will really change how you run your studio. We're talking about what the top studios are doing differently and some of the most misunderstood parts of retention and metrics and some of the surprisingly simple data points that could really shift so much for your bottom line in your studio business.
Well, hi there. I'm Sarah Glanfield. I'm a business and marketing strategist just for boutique fit fitness studio owners like you. If you're ready to be inspired and make a bigger impact, you're in the right place. All you need are a few key strategies, the right mindset, and some support along the way. Join me as I share the real life insights that will help you grow a sustainable and profitable studio. This is the Pilates Business Podcast.
Welcome back to the Pilates Business Podcast. I'm Saran Glanfield and thank you so much for joining me today. This is where all of you passionate studio owners come to learn, to grow, to lead and to thrive without burning out in the process. And I know that many of you feel like you're running your studio with 17 open tabs in your brain, juggling marketing and retention and client communications and team operations and of course the, the revenue reports while still also trying to teach the best you can. And so today's episode is going to feel like a breath of fresh air because we're going to be talking about how to, we're going to be really demystifying the data and the data component of your business because today's guest is Tessa. She is the co founder of Pipeline Solutions. This is a platform that she built specifically for boutique fitness studio operations. She has a background as a Division 1 athlete. Super inspiring and she has blended that sort of power that she has and that strong ability to perform at a high level with a deep passion for fitness and tech and all the things in between. And her career has taken around the world from places like London to New Yorkshire, Sydney, and today she's on a mission to help studio owners to simplify using data. So welcome Tessa. I'm so glad you're here.
Tessa Thomas
Amazing. Thanks her and that was quite the intro. I appreciate it. I'm Happy to be here. Thank you.
Sarah Glanfield
Well, I love when I get to connect with folks like you and we can talk all the things studio, business and data, because I think it's one of the most sort of mysterious parts that people find about business, building a business and growing a business, especially as an entrepreneur. And where does the data set, how does it fit? What should I be looking at? What is it telling me? So I'm glad you, you are doing what you're doing and so why don't we kick off and why don't you share a little bit about Pipeline Solutions and what you do there?
Tessa Thomas
Yeah, absolutely. So Pipeline Solutions is essentially your all in one platform for boutique fitness and wellness operations. So we integrate with booking management platforms to essentially cut down on a lot of that noise and deliver the analytics and metrics that matter most, accompanied by automations and in app kind of actions. So from lead management to analytics to executive oversight, we cover everything across the board. So you can kind of look into one place, understand what's happening in your business and also be able to take action in that same place as well. And all that's supported by, you know, payments and bookings that you're booking management system.
Sarah Glanfield
So tell us a little bit about how Pipeline Solutions came to be.
Tessa Thomas
Of course, yes. What's the journey? How did we get here? Always, always a bit more circuitous than you probably think it would have been from the get go. But yep. So my co founder and I started Pipeline about six years ago. I was a coach and I have a background in, as you mentioned, athletics and fitness and had been doing group fitness instructing and coaching for some time up to that point. I had also just happened to get pretty interested in software and app development just from a personal interest standpoint. And those two worlds kind of came together with Pipeline and essentially approaching John, who is my co founder, Pipeline, who was the owner of the studio that I was coaching in and just, you know, kind of sitting down with him and asking what, what is not fun, you know, what is, what is the least favorite part of, you know, kind of operating this business. And you know, part of what he had gotten to, of course there's, there's some automations and things like that. So those are some of the things we built early on, late cancel automation, double booking, removing people from double bookings and classes, things like that. But what he really wanted to see was he wanted to be able to just understand from a performance, a business performance standpoint how the studio was doing by just glancing at a dashboard and getting all those metrics in one place without having to go pull all those reports. And it was also a period of growth for that business, which was great. So it wasn't coming from a place of kind of dire. We really need these needs. We need all these things to come in actually, because it wasn't that kind of energy, it was more so, okay, the things that we were doing at 100 and 150 members are no longer working at 250, 300, 350 members. We need a new playbook. But I need to understand where to put my energy and how to kind of go about that. And then also with the idea of opening another location and things like that. Right. So you're talking about kind of starting to scale and all of a sudden all those reports become that thing you'll get to and you don't get to it. And by the time you do now you're looking at data that's six weeks old and you know, trying to work off things that are outdated. So that's kind of the origin story of how Pipeline started. And you know, I started building from that point and kind of built the first version of our product through. I would not call myself an engineer by any stretch, but you know, the interest in that technical side of the business allowed me to kind of build a V1. And now we have our CTO Mike, who is really elevated, elevated the platform into what it is today and has built out really something very performant and really kind of world class on the analytics standpoint for Boutique fitness.
Sarah Glanfield
Yeah, tell me a little bit about what types of studios you do work with, what do they offer, what types of services they offer and so on.
Tessa Thomas
Yeah, absolutely. So we work with a range of studios or concepts as is right now. So a lot of the F45 network of course, with our partnership with them. So essentially functional training or hiit, really any class based boutique is great fit for us. So we do work also with FS8, so the pilates brand that is under the fit umbrella and another applies location as well. And then we also work with a, a couple of locations that are a bit more bespoke I guess you could say. So they might do turf rentals or have boxing classes and also offer personal training and kind of a model that has a few different modalities under one roof. So really across the board we work with any really kind of class based location and currently if they integrate with Mindbody, that's a perfect fit. We have some other booking platforms that we're Integrating with this year. So more to come on that. But any mindbody studio that is class based.
Sarah Glanfield
Excellent, fantastic. So tell us a little bit about. Obviously you've seen and worked with many really strong studios when it comes to growth. Right. So you see, you know, the behind the scenes and see the data and can see what really has worked and what type of projection or trajectories I should say that these studios have. What do you observe about that? When, you know, what do you observe about those studios who are on a strong growth trajectory?
Tessa Thomas
Yeah, absolutely. It's a great question. I think, you know, the things that always stand out to me is that those studios and those operators are on top of those numbers. They really do understand their business kind of back to front and can speak to any one of those metrics at any given point in time. They have a deep understanding of not just what's happening, but why. So for example, if we're looking at conversion rates for a particular month, perhaps their trial offer just changed within those last four to six weeks and they can see immediately how that's impacting some of those conversion metrics as opposed to, you know, kind of waiting to see what happens in four to six weeks or seeing it in real time. So I think just being dialed in and understanding that, you know, businesses are kind of like a living and breathing thing. You have to really stay on top of them, you know, and, and know what's going on at any given point in time. And I find the most successful operators are very tuned in to what's happening in their business, why those things are happening and kind of a few areas that will always be the focal point. So those, you know, conversion metrics are always a focal point. But then on the back end of that, you know, their cancellation percentage or their churn, there are a number of at risk members, they're suspended members. You know, all those retention metrics are super key as well. And those are the things that are the drivers of revenue. So of course they're keen on, keenly aware of their revenue each month. Absolutely. But you know, what are the, what are the things that are actually driving that. Right. And kind of getting kind of granular into those areas. So that would, that would be the first thing that stands out. The second is knowing those things is one having a playbook to action. Those things is another thing. So typically what we see is that, you know, there's a very set of steps that are occurring to try and move those metrics in any which way. And the best operators are experimental. Right. They'll try something, see if it works, try something again, see if it works. The only way you can do that is if you're able to see what is happening with those experiments and have a very clear idea of the metrics that are moving. So those are the first two things that stand out. And then the third would honestly just be mindset, would be the, you know, coming into something, thinking that it's going to be successful and understanding where you want to go with that business. Like, do you want to operate it as a person on the floor, you know, forever? Yes, maybe. Maybe it's that, you know, that thing that you want to do. Would you prefer to be a bit more behind the scenes? You know, what does that look like if that's going to happen? You know, do we need a studio manager or general manager that can fill in those shoes on the floor and kind of build from there? So kind of that mindset and vision of what the future looks like, I'd say, is that third piece that really drives it. Because if that is unclear, then actually everything you're doing day to day becomes a bit ad hoc and is not really kind of being driven towards that.
Sarah Glanfield
Absolutely, absolutely. You pull so many, make so many great points. And I, you know, the, there is, I think amongst, you know, many studio owners who come into the world of own studio ownership or founding their own studio as a movement practitioner, there's a lot of, you know, I think much of what you, what you just shared is perhaps somewhat of some, somewhat sort of uncharted waters, you know, and, and I think that the data portion of what ultimately drives your ability to build and grow a business is so significant and without really understanding the numbers. And I think you mentioned, you know, top line revenue number is one thing. Yes, but it's irrelevant actually because what really matters is what's happening underneath the herd of the business absolutely requires you to sort of drill down into some of these data points. So as actually I was looking earlier on at one of my studio owner's key numbers and you know, it's, you know, the data can send you in different directions and if you're not sort of looking at that granular level like you mentioned, it doesn't actually tell you so much about what's going on. You really need to be able to understand and drill down and see what's really happening behind the scenes. So the data component is so important and then like the mindset, you know, in terms of where you're heading and also this approach of testing and trying and Then perhaps refining and improving. And for that to be successful, you have to have data to be able to measure that performance.
Tessa Thomas
Yeah, absolutely. Yeah, totally.
Sarah Glanfield
Otherwise you like in the dark, you're blind. Right.
Tessa Thomas
And you want to experiment. You know, I think people inherently do, are happy to do that, to try, you know, test another offer or a promotion or these things and other things and that's totally fine. But you know, I think having looked at so much data five or six years, it's, it's, it's so powerful to be able to always compare apples to apples. Right. And, and so if you kind of lose track of the foundations of those experiments, they can lead you in a direction that is not necessarily kind of true or accurate to what you're trying to get out of it. So we're always kind of making sure that we do that when we're working with the CEOs that we work with or we're doing any kind of customer reporting is we want to make sure that we are comparing like situations and environments to like situations, environments so that we can actually delineate if the experiment has worked. And the only way to do that is to have that information or else here, you know, you can be at the mercy of seasonality or you know, a different set of circumstances and all sorts of things. So it's really critical if you are going to run experiments that they're, or if you're going to compare data that it's, you know, you're comparing the apples to apples.
Sarah Glanfield
Yeah, absolutely. So you mentioned retention. It's a huge, it's a huge conversation that we talk about. Well, I talk about with my studio owners instead of my program, you know, every week. Tell us a little bit about what you see some of the strongest performing studios do with regards to retention. What the data looks like, what data points you are looking at and so on.
Tessa Thomas
Yeah, absolutely. I love it. Retention is kind of the lesser sexy side of the business. Everyone loves the sales and all the lead management and all that fun stuff. But if things are kind of leaking out the back, then all of that's kind of for not So I love talking about retention because I also, I'm very much in kind of the camp that, you know, we're in a very AI driven, you know, automation driven kind of world now and, and all that's. That's great. It's helpful. Like I get it. Like I said, we've been in these spaces. I still coach every once in a while. I'm also in their training all the time. So I Get it? It's a heavy lift when you have, you know, 250, 300 members and a team of, you know, five or six people, it's. So you kind of want to be able to take some things off your plate. But for me, everything still starts with what's happening on the floor or in the location. And really, retention is. It's a bunch of different things, which I'll touch on. But that experience is. It's why we all got into what we're doing. It's the driver of your business. And if that experience is not reflective of the promise that was made to that person when they signed up, that's where we, you know, start to lose them. And there's different stages. We can get into that. But I always kind of reiterate that if at any point in time you feel like the quality of what's happening on the floor or the standard of what's happening on the floor is not where you want it to be, like, that is. That's the gut. That's the intuition side of retention that I think every operator is very aware of. They're very attuned to, because they know what they want that thing to be. So I always just say to absolutely start there, because it's the thing that you can feel in your space and understand. Like, you know, if I'm walking into this class, would I want to take this class? Is one of the first questions I always kind of ask people is like, if you're walking into your classes, make sure that you want to be there. You know, like, your members should want to be there as much as you want to be there. And so we can start there. So I always kind of say, start there with the gut check of, you know, are we even? Are we meeting the standard that I want us to meet on the floor? Just. And if that is yes, then we'll go into, you know, kind of the analytics side of things. If that's no, that's a different conversation. And that's where I think things need to start. But if that is yes, then there's different stages of retention. So if a location offers a trial, which a lot do, and that trial can be all different types of offers. It could be a single day. It could be three for 10 or 30 days even. But that's really your first stage of retention is can you retain somebody through just their trial? Right? Like, that person raised their hand. They said, hey, I'm interested. They signed up or created a profile or even bought the offer. Now, can we literally Retain them through that trial. Can we get them into class? Can we. So we can book them to class, can we get them there? Can we have a follow up conversation with them? Can we potentially convert them into a membership so that it's funny like we call it the leads funnel, but that's also kind of your first retention funnel. Right. Is can people even kind of make it through that trial in that from the time they raise their hand and they think that this is the solution for them, Are you following up on that promise through that trial, whether that's one day or 30 days and what does that look like? So there's different metrics we can track there. The metrics we track are essentially that leave created, booked, visited and converted to a membership or a class pack. For example, when you.
Sarah Glanfield
Look, I'm just going to interject. Yeah, of course, sprinkling of questions here. I'm so curious. When you track that data and the data that you see on your end, do you find that there is sort of a sweet spot for the type of intro offer that works for some of the group class offerings that yours use? Offer?
Tessa Thomas
That's a good question. So the offer itself definitely can, can vary and I think that is a maybe a little bit market dependent as well. You know, some, some places are just a bit different in that way as to what kind of stands out in there in terms of their offering. But what we do typically see is conversion rates tend to trend towards two to three visits. So if that trialer can get in between like two, two and a half, three times in their trial period, they're more likely to convert. So pardon me, there's you know, definitely offers that allow for that of course are going to be, tend to be more successful. I think the kind of just that single free class is a little bit tight to, you know, to be able to convert somebody. Look, if you've got just if your team's absolutely crushing it and you can convert off of that first single class, then by all means, you know, go for it. But most people need two or three classes to see if it's the right fit. It also also allows for them to experience more offerings. Like if you have different classes or if you have different instructors or coaches or teachers, then they can kind of get more of a feel for what's going on in the space. And then the kind of follow up to that is it gives you and your team more time to get to know that person and communicate the value. But also from a standpoint of understanding what their goals and Needs are. It's kind of tricky to get that in one unless someone's really open, which does happen. But typically you kind of got to peel back that onion a little bit. Takes a couple conversations, understand fully what's happening. So in terms of price point, I don't particularly have kind of any recommendations on that or anything that we've seen that stood out. But in terms of number of visits that tends to trend towards higher conversion rates. It's that kind of two to three sweet spot.
Sarah Glanfield
Yeah. This is what we see too. I just curious as if you were seeing the same data. But yes, I think that's absolutely so important. You know the first class free is very challenging to convert and I think it often has a big hype because it does pull people in. But when we track the data, I'm sure you track the data and have seen it, you look retention even just beyond the intro, if you look sort of three months down the road, it's so low that it's just sort of like it doesn't, it's not. Whatever data you're getting from the visits from the first class free is not actually supportive of business growth long term. Has been my observation.
Tessa Thomas
Yeah, typically. Yeah, yeah, absolutely. And you get like kind of trial hoppers as well sometimes. Yeah, you know there's just. Yeah. All the things that we've all seen. So it's, it's just non committal. Right. And, and it's, it's the type of thing where if you're looking for, you know, if you're looking for more so the drop ins and class pack people, you probably will see those intro offers maybe convert to those types of services down the road but less so with you know, the longer term commitments. For sure.
Sarah Glanfield
Yeah, yeah, for sure. So tell us a little bit about when, what, what folks are doing in terms of long term retention. So we talked about the intro offer conversion. So that's kind of one kind of retention measure. But obviously we are looking for clients and members for like longer than just a couple of months. So what do you see those studio owners doing?
Tessa Thomas
Yeah, absolutely. So yeah, so we had that kind of first intro retention and then we move into really those first 30 days and depending on your modality you're offering, you're really looking for key touch points between that conversion point and let's say six or nine months and that longer term conversion. So one of the things we look out for are for example those first 10 classes. It's a milestone. It might not feel like it because we're all in these spaces all the time. And 10 classes doesn't necessarily feel like as big a milestone as the people in the space that are hitting 100 or 1000 or anything like that. But it's huge if someone's just starting out that they hit their first 10 classes. So that's one. And then another metric we like to track is how long does it take them to get to their first 25 classes. Right. So can somebody get to 25 classes in their first 60 days is another kind of great starting point. And that time, those first 60 days, what we've seen be effective and the reason I'm still talking about a little bit of the earlier retentions, because it leads to that long term retention, is those first 60 days have gotta be high touch. You know, we have to understand, are we meeting the needs that this person came in for? So did we take down, did we write down their goals when they came in and are they trending towards those goals as we are, you know, progressing week over week? And it's really critical in those first 30 to 60 days that they're seeing even just, I call them micro wins. But like any kind of micro win or improvement towards what they came in for, if it's increased mobility, if it's strength, if it's literally, you know, I have back pain that I don't want to have anymore, like, is that starting to reduce? Like those are the types of conversations and follow ups that we really want to make sure we're having in those first 30 to 60 days. Because it's going to reiterate to that person that this is the place that I need to be. And if that's already happening in the first one to two months, what you've really done there is you've already extended your retention another, you know, few months beyond that point because they're, you know, seeing those results, having those conversations which are, you know, kind of reinforcing that. Yeah, this is the place I want to be. I'm starting to see results. People actually care and they're following up with me and we're starting to get there. So those are kind of those early touch points. And then beyond that, of course, we tend to look towards that visit data. So are they starting to drop off in their visit cadence? Are they starting to like late cancel or no show? Are they increasing their visit cadence, things like that. So personally, like in pipeline we have a member engagement score which tracks all that. So we can see when people are starting to drop off, which would trigger, you know, kind of that outreach. And there's different levels of that. There's, you know, low engagement, which is someone that's just kind of starting to drop off. And then there's at risk, which are people that are just silently slipping away and slipping through those cracks and, you know, haven't kind of been followed up with in some time. So staying on top of those two categories is just really critical. You know, the studios that are on top of the low engagement people have a shorter list of at risk people, which is what you want. You know, there's always like, no one's going to have 100% retention. That's just not going to happen. But what we're trying to do is get ahead of that by making sure that we're understanding, you know, what's going on in people's lives and what's happening with their, their visit cadence and, and keeping on top of that just with communication. And if we can get ahead of it, then we won't be surprised, you know, if something does come up and we're not going to have this at risk category that's, you know, 40 or 50 people deep. And we just didn't know that. We haven't seen Brittany in four months. Right.
Sarah Glanfield
Because how are you supposed to remember that on top of all the other things that you're doing?
Tessa Thomas
Of course. Absolutely. Absolutely. So, you know, if we can shift those people then. And our system's color coded, so it's like at risk is red, low engagement is yellow. And then you, your green category and your all stars are, you know, kind of your purple or people that are really crushing it. And the goal there is just to always keep shifting people up, you know, red to yellow, yellow to green. And if we can keep doing that, then over time, and, you know, retention is one of the biggest things that will increase your revenue. So over time, if those categories, those red and yellows can get smaller, you're definitely winning, winning, winning.
Sarah Glanfield
Okay, so tell us what metrics or data points that you think every studio owner should be tracking but perhaps overlook or miss or forget about which are the, what are the, what are those, what are those numbers that we should be looking at?
Tessa Thomas
Yeah, I love it. So for us, absolutely. On the lead side of things, we don't just track lead to membership conversion, which is typically tracked. We want to really dig into that funnel and understand each step and of the process what's happening there. So we want to track the lead to booked, see what's happening there. So that's going to tell you if that Flow has friction, right? If someone is like filling out a form, maybe they get an auto text message or something, but they're not booking into their first class. It's like, what's the friction there? They raised their hand, they said, I'm in. And somewhere along the way they've kind of already dropped off. So that's the first drop off off point. So I want to make sure that lead to booked is dialed in. Book to visit. So for any paid offer, paid intro offer, that book to visit percentage should be like 85, 90, 95%. If people are booking and not coming in, it's a, it's a big red flag on kind of what's going on there. And sometimes we see that happen if for whatever reason the communication flow, the instructors or membership or sales manager are booking people into class for them kind of in a conversational way, you know, it's like, oh, would you, do you want to come in Friday at 9? And they're like, yeah, I'll come in Friday at 9. And then you book them in. But they don't have it in their calendar, so they don't show up or they don't have access to the app or you know, there's kind of, there can be drop off points there if the kind of the playbook or the system is a little bit, how can I say, like maybe too assisted in a way where that person is not kind of taking the responsibility for their visit. So that can happen. And then we look at, of course, visit to membership and that always tells a story about the experience, right? So if we see that, that lead to booked and booked to visit, those metrics are where they should be. But that visit to membership is, you know, kind of in that 15 to 25% range. We really want it, you know, 40%, 50%, something like that. What's happening on the floor, right? Like what's happening when that person comes in for their first visit and what we love to do. And one of the things that this is one that gets overlooked quite a bit. We surface a list of your trialers that came in fewer than three times. So zero, one or two times. Essentially people that paid for a trial, they only came in once or twice. We want to know why, like what happened there. So not just it's great to get the conversions, but let's not forget about the people that didn't convert because that's actually where all the gold is. That's where the answers are. Like, tell me what happened. You know, like I want to know and what you'll find sometimes is there's definitely a segment of that group where they got sick or they had to travel or they just didn't really have an opportunity to come in. You might be able to get them in. And that's where that one day offer might come into play where it's like, well, we could get you into an extra class just as kind of a nice offering for that person. But also you'll get to understand like, oh, well, I didn't really connect with this instructor or the class was too fast paced for me or I have limitations and I feel like it's going to be too much. You're going to start to understand what's going on there. So the list of people that come in and don't convert I think is probably one of the most overlooked segments and like data points that we have to improve the sales process as a whole. So that's definitely a big one that I would encourage people to dive into. And it can be painful. So I don't want to say that it's not. I get it. I'm also a business owner. I want to understand too. And those conversations can be hard, but you're going to learn the most from them. So for sure.
Sarah Glanfield
Yeah, there is, you know, I think it's, it's whenever we do because you know, we look at the KPIs with our studio owners, I'm always like, oh look, there's all these people that became leads but didn't actually book or booked and then never showed up or you know, there's always people who are in your world that we have warm enough that we should be able, we should be reaching out, pulling them back in, you know, and I think that, I agree. I think that's one of those missed, missed opportunities for most for sure.
Tessa Thomas
Yeah. And I think as well, doesn't always like, it can just be an information finding.
Sarah Glanfield
Yeah.
Tessa Thomas
Event.
Sarah Glanfield
Right.
Tessa Thomas
Right. You could take the stress off of, you know, this isn't a sales conversation. This is me trying to understand, you know, just your feedback and what, what we could do to improve. And so you know, they, even if you get, you know, even if you reach out to 10 of those people and only two of them let you know something, it's two now kind of data points that you had that you didn't have before and it's, it's, it can help a lot once you start to do that because there's, to be honest, most studios we interact with have hundreds of people in that list of warm, you know, they raise their hand at some point. They're not members now. And. And it would be great to understand why.
Sarah Glanfield
Yeah, absolutely. Okay, last quick question for you. As a founder, what is one lesson that you've learned on your business journey that you think will be helpful to studio owners?
Tessa Thomas
Oh, boy. Oh, that's so hard.
Sarah Glanfield
I know. That's the problem is. It's just one.
Tessa Thomas
It's just one. It is just one. Oh, goodness. I think the biggest lesson is, yeah, I kind of touched on it, but that mindset side of things is really. It's everything. I think it's everything. You know, in our business, it's the same, even though it's not. You know, we're a SaaS business that helps fitness businesses, but we've been in the fitness business as well for a long time, and it's just really critical to have a vision for what you want that business to be and who you need to be to get it to that place. So I think the really big lesson is that the business growth, we're the ceilings on our business growth. So the business will never be bigger than the operator or owner or founder or creator. That person needs to continue to evolve so that the business can continue to evolve. So whatever that looks like, you know, for you, it means that that's the discomfort of entrepreneurship is that you kind of have to keep growing if you want the business to keep growing. And, you know, there's many different forms that that takes depending on the person. But I'd say that that's the biggest lesson is I'd look for, you know, those areas where you feel like you're pretty comfortable and try and try and step into them a little bit more. And I wouldn't be surprised if a business kind of, you know, transforms in that way as well.
Sarah Glanfield
For sure. For sure. Well, this was such. I could keep talking to you about this for days, but it's time to wrap it up. So I want to say thank you so much for being so open and generous with your insights. Such interesting. It's so interesting always to hear what you're seeing, especially from a data perspective and the quantity of data that you see and all of the. And diving into what. Not just what the data is telling you, but also some of the things that you. Tools that you use and tactics that you use to help make sure that data is all trending in the right direction. So thank you so much. Do you want to just quickly share and let us know where people can reach out and get in touch with you to Learn a bit more about Pipeline Solutions and what they can do to help.
Tessa Thomas
Sure, yeah. Thank you. So we are Pipeline Solutions. So it's Pipeline Dash or Hyphen Solutions Co. So that's our website. You can see a recorded demo on the site, which is really great. Or you can find me. I'm on LinkedIn. Tessa Thomas. I think I'm the first tessa T. On LinkedIn. So if you just search for Tessa Thomas, you might find me there. And yeah, by all means, reach out. So tessapeline Dash Solutions Co. Happy to chat with anybody that's interested in learning more.
Sarah Glanfield
Fantastic. Thank you so much. I'm gonna link to that in the show notes as well, so you guys don't need to go and find it. You can just click in the link. Thanks, Tessa, so much.
Tessa Thomas
Perfect. Thank you. Thanks, Herm.
Sarah Glanfield
So I hope this was helpful to you as you go about building your boutique fitness studio business. And if you enjoyed what you heard today, I would be so appreciative if you could take a quick minute, go to wherever you're listening to this, and rate and review this podcast. It would mean so much to me and help to get this podcast out into our amazing community of teachers, instructors, and studio owners around the world.
Did you love this episode and want more? Head to springthree.com and check out my free resources that will help you run a profitable and fulfilling studio business. And before you go, one last reminder. There is no one way to do what you do, only your way. So whatever it is that you want to do, create or offer, you've got this. Thanks again for joining me today and have a wonderful rest of your day.
Pilates Business Podcast: Episode Summary
Title: 3 Metrics That Predict Studio Success (And You’re Probably Ignoring Them)
Host: Seran Glanfield
Guest: Tessa Thomas, Co-founder of Pipeline Solutions
Release Date: June 2, 2025
In the third episode of The Pilates Business Podcast, host Seran Glanfield welcomes Tessa Thomas, the co-founder of Pipeline Solutions. Tessa brings a wealth of experience from her background as a Division 1 athlete and her expertise in tech solutions for boutique fitness studios. The episode delves into the critical metrics that predict the success of a fitness studio and highlights often-overlooked data points that can significantly impact a studio’s growth and retention strategies.
[03:32] Tessa Thomas:
Pipeline Solutions is designed as an all-in-one platform tailored specifically for boutique fitness and wellness operations. The platform integrates seamlessly with booking management systems like Mindbody, reducing operational noise and providing actionable analytics and metrics. Tessa explains that Pipeline Solutions not only consolidates essential data but also automates various processes, enabling studio owners to manage lead management, analytics, and executive oversight from a single dashboard.
Origin Story:
Tessa shares the inception of Pipeline Solutions, which began six years ago when she and her co-founder identified a need to streamline studio operations during a period of rapid growth. Initially handling automations like late cancelations and double bookings, they realized the importance of real-time data visibility for scaling operations effectively. This led to the development of a robust analytics platform, now enhanced by their CTO, Mike, delivering world-class performance metrics for boutique fitness businesses.
[07:34] Tessa Thomas:
Pipeline Solutions caters to a diverse range of studios, including large networks like F45 and FS8 under the Fit umbrella. The platform is ideal for any class-based boutique studio that utilizes Mindbody for booking management. Additionally, Pipeline Solutions supports more bespoke studios offering various modalities such as turf rentals, boxing classes, and personal training. This versatility ensures that any class-based studio can benefit from their integrated analytics and management tools.
[09:15] Tessa Thomas:
Successful studios excel by being intimately familiar with their key business metrics. They not only track these numbers meticulously but also understand the underlying reasons behind the data trends. For instance, studio owners can immediately assess the impact of changes in trial offers on conversion rates without waiting weeks for reports.
Notable Quote:
"Businesses are like a living and breathing thing. You have to really stay on top of them and know what's going on at any given point in time." – Tessa Thomas [09:30]
Tessa emphasizes the importance of focusing on both conversion metrics and retention rates. High conversion rates from leads to memberships are crucial, but equally important is understanding cancellation percentages and churn rates. These retention metrics directly drive revenue and indicate the overall health of the studio.
Pipeline Solutions features a member engagement score that tracks visit cadence, late cancellations, and no-shows. This score helps studios identify at-risk members early, allowing for timely outreach to prevent churn. By categorizing members into different engagement levels (green, yellow, red), studios can strategically target their efforts to maintain high retention rates.
Notable Quote:
"Retention is one of the biggest things that will increase your revenue." – Tessa Thomas [32:34]
Retention is often overshadowed by the excitement of sales and lead generation, but as Tessa points out, it's the backbone of a sustainable business. Without strong retention strategies, even the best sales efforts can fall short, leading to revenue loss through client churn.
Introductory Phase:
The first stage focuses on converting trial members into regular attendees. Tessa suggests that successful studios aim for leads to book and visit at least two to three classes during their trial period.
Notable Quote:
"If that trialer can get in between like two and a half, three times in their trial period, they're more likely to convert." – Tessa Thomas [20:30]
First 30-60 Days:
During this critical period, high-touch interactions are essential. Studios should track milestones such as the first 10 classes and aim for members to reach 25 classes within 60 days. This period is vital for ensuring that members are seeing progress toward their fitness goals, which reinforces their commitment.
Ongoing Engagement:
After the initial period, studios should continuously monitor members’ visit patterns, addressing any declines in engagement proactively. Utilizing the member engagement score, studios can identify and reach out to at-risk members before they decide to leave.
Tessa highlights the importance of understanding why members do not convert from trials. By analyzing data on those who attended fewer than three classes, studios can gather valuable feedback to improve their offerings and address specific pain points.
Notable Quote:
"A list of people that come in and don't convert is where all the gold is. That's where the answers are." – Tessa Thomas [31:50]
Beyond the primary conversion rate, Tessa advises studios to dissect their lead funnel further. Key metrics include:
Lead to Booked:
Tracking the percentage of leads who book their first class helps identify friction points in the booking process.
Booked to Visit:
A high percentage here (ideally 85-95%) indicates effective communication and scheduling practices.
Visit to Membership:
Assessing the conversion from visited classes to memberships provides insights into the member experience and satisfaction.
Studios often overlook the importance of analyzing why certain leads do not convert. By reaching out to these individuals, studios can gain actionable feedback to refine their services and improve future conversion rates.
Notable Quote:
"If you're going to compare data, you're comparing the apples to apples." – Tessa Thomas [14:19]
Deep Understanding of Metrics:
Successful studio owners maintain a comprehensive understanding of their business metrics, enabling informed decision-making and strategic planning.
Proactive Retention Efforts:
Implementing systems to monitor and enhance member engagement prevents revenue loss and fosters long-term client relationships.
Mindset and Growth Alignment:
Tessa emphasizes that the growth of a business is intrinsically linked to the personal growth of its operator. Continual personal development ensures that the business can scale effectively.
Notable Quote:
"The business will never be bigger than the operator or owner or founder or creator. That person needs to continue to evolve so that the business can continue to evolve." – Tessa Thomas [34:05]
This episode underscores the paramount importance of data-driven strategies in managing and growing a boutique fitness studio. By focusing on essential and often-overlooked metrics, studio owners can unlock hidden revenue opportunities, enhance client retention, and build a thriving, sustainable business. Tessa Thomas’s insights provide actionable steps for studios to refine their operations and achieve long-term success.
Connect with Tessa Thomas:
Website: Pipeline-Solutions.co
LinkedIn: Search for Tessa Thomas
If you found this summary helpful, consider listening to the full episode for a deeper dive into optimizing your studio’s performance metrics.