Why Automation Beats Manual: A Smarter Approach to Boutique Fitness Studio Operations 

In Partnership with Bitlancer

Running a boutique fitness studio can be rewarding, but the operational challenges of managing schedules, payroll, and instructor communication can quickly become overwhelming. While many studio owners still believe that handling these tasks manually is the better, cheaper way, those who have made the leap to automation have seen just how transformative it can be. Automation doesn’t just save time—it improves accuracy, reduces stress, and allows you to focus on growing your business rather than drowning in paperwork.

Automating operational tasks like subbing and payroll can dramatically improve studio efficiency. The Handle Bar, Cut + Flow, and Studio Three shared how they embraced automation with the help of NetGym and Bitlancer. These studio owners share how shifting away from manual processes has allowed them to streamline operations, reduce errors, and focus more on what truly matters: delivering a great experience to their members.

 The Problem with Manual Operations

At first glance, managing studio operations manually may seem cost-effective. Why pay for a system when you can track everything in spreadsheets or handle sub requests through texts or emails? The problem is that manual systems have hidden costs—time, human error, and inefficiency.

At The Handle Bar, a 7-location boutique fitness chain in Boston, the challenges were clear. “Our manual subbing process was time-consuming and didn’t empower us to schedule subs far in advance,” shared owner Jaime Reichlen. Managing payroll also became a struggle. “It wasn’t too complex at first, but as we grew, it became a huge time sink.”

Manual operations often mean managing multiple spreadsheets, cross-referencing schedules, and chasing instructors for their needs—tasks that are prone to errors and consume hours each week. For growing studios like Studio Three, a premier wellness community with three state-of-the-art studios with locations in Chicago, Miami, and Austin, the burden became even greater. “By our third location, managing subs manually was unmanageable,” said Laura Cieplik, Studio Three’s COO. “We relied on spreadsheets and texts, and it just wasn’t sustainable as we grew.”

 The Transition to Automation

Despite the benefits, some studio owners hesitate to switch from manual processes. Concerns about cost, system complexity, or fear of losing control can hold owners back. However, studios that made the leap quickly saw how much easier automation made their lives.

For The Handle Bar, transitioning to Bitlancer for payroll automation was easy. “It took about 15 minutes to learn,” said Jaime Reichlen. The decision to move to NetGym for subbing was also a no-brainer. “Efficiency gains were a big motivator. Time is money, and we want to focus on tasks that can’t be automated.”

At Cut + Flow, a Washington-based boutique studio offering strength training and yoga, switching to NetGym streamlined their subbing process:

“We were using Slack for sub requests and had someone monitoring it around the clock. It was really expensive and not sustainable.”

Mackenzie Banta, Founder & CEO of Cut + Flow

“We were using Slack for sub requests and had someone monitoring it around the clock. It was really expensive and not sustainable,” said Mackenzie Banta, Cut + Flow’s founder and CEO. After moving to NetGym, they eliminated the need for constant monitoring and even allowing instructors to schedule future subs. With Bitlancer, it helped them streamline their complex payroll system, which included bonuses for class attendance.

 Tangible Benefits: Saving Time and Reducing Errors

The biggest and most immediate benefit of automation is the time saved. By automating tasks like subbing and payroll, studio owners no longer have to spend hours each week managing spreadsheets or chasing down instructors. 

At The Handle Bar, Jaime Reichlen and her team reflected on how much time they’ve saved since adopting Bitlancer and NetGym. “We used to spend so much time on payroll and subbing. With automation, the workload is drastically reduced, allowing us to focus on other parts of the business.” Thanks to Bitlancer, payroll errors are gone, and instructor accountability has improved with NetGym.

The same story unfolded at Studio Three, where automating subbing and payroll saved time and improved the experience for instructors and members. “Instructors love the automated reminders from NetGym. It gives them peace of mind knowing sub requests are handled, and it’s been a huge time saver,” Laura Cieplik shared. Bitlancer’s ability to handle commission-based pay and bonuses made managing multiple locations much easier.

How Automation is Cost-Effective

Many studio owners assume that sticking with manual processes is the more affordable option. However, as Jamie at The Handle Bar put it, “Time is money. If you want to focus on the business, yourself, or your family, you need to consider technology to automate these repetitive tasks.” 

The reality is that automation not only saves time but also reduces costly errors. For example, Cut + Flow saw an immediate reduction in payroll mistakes after switching to Bitlancer. “We used to have frequent errors when managing payroll manually, especially with bonuses. Bitlancer took care of that and made the whole process smoother,” Mackenzie Banta explained.

Automation also helps avoid operational headaches like missed classes, which can result in lost revenue and unhappy clients. Laura from Studio Three summed it up well:

“It takes one class with a no-show instructor to understand the cost of not having a reliable system in place. Automation prevents that from happening.”

Laura Cieplik, COO of Studio Three

 Advice for Studio Owners: Embrace Automation

For studio owners who are still hesitant to make the switch, the advice from those who have already embraced automation is clear: it’s worth it. 

The Handle Bar encourages fellow studio owners to consider the long-term benefits. “If you’re still doing things manually, you’re spending time on tasks that can be automated. You could be using that time to focus on growing your business.”

Mackenzie Banta at Cut + Flow agrees: “Even if you feel like you have your sub process handled and your payroll dialed, these tools enhance that process even further and will help you see the blind spots in your current process in terms of doing it on your own. They’re inexpensive given what they do for your operations and how much time they give you back.”

Automation for the Future

As studios like The Handle Bar, Cut + Flow, and Studio Three have shown, the move from manual to automated processes is not just about saving time—it’s about setting your studio up for long-term success. By automating subbing, payroll, and communication with tools like NetGym and Bitlancer, studio owners can reduce errors, improve efficiency, and create a better experience for both instructors and members.

The future of boutique fitness lies in automation. If you’re ready to streamline your studio’s operations and reclaim valuable hours in your week, it’s time to consider making the switch.