A maintenance tracker built for small studios.

Why small studios need a different tool

Boutique studios, PT studios and yoga/pilates spaces don't need facility-management software designed for a leisure group. They need a clean list of what they own, a handful of recurring checks, a few renewal dates and somewhere safe to keep the insurance documents. That's it.

This page describes how to use Ample Control as a simple, no-nonsense maintenance tracker for a small studio — even a one-person operation.

Who this fits

• PT studios with a few cardio pieces and a rig
• Yoga and pilates studios with mats, props and reformer beds
• Spin and HIIT studios with bikes and small cardio
• Boutique fitness spaces with limited admin time
• Owner-operators who don't want enterprise software

What usually goes wrong

• Equipment list lives in your head — fine until you hire a second person.
• Insurance renews and you scramble to find the policy PDF.
• First-aid certificate quietly expires and an instructor teaches uninsured.
• A reformer needs a service, and nobody remembers when it last had one.
• Cleaning is "obviously done" — until a member complains and there's no record.

What you should be tracking

• Equipment: mats, blocks, bands, reformers, benches, small cardio, sound system.
• Cleaning checks: studio, changing area, toilets, mats and props.
• Condition checks: mat wear, reformer strap and spring condition, bike pedals.
• Insurance: public liability, employer's liability if relevant, policy PDFs and renewal dates.
• Staff certificates: first aid, qualifications, DBS where relevant.
• Lease and supplier documents: tenancy paperwork, supplier contacts.
• Fault reports: short note, photo, who reported, what was done.

How Ample Control helps

One workspace, one register, one document store, one set of reminders. The relevant features are asset tracking, document storage and maintenance reminders.

A step-by-step workflow

1. Walk the studio and list every piece of kit you'd be sad to lose.
2. Add insurance and certificates with expiry dates.
3. Add 3-4 recurring checks only — daily cleaning, weekly condition, monthly stock, annual deeper inspection.
4. Set reminders at 60, 30 and 7 days for renewals.
5. Run checks on the phone at opening or closing.
6. Review monthly for five minutes.

Example records

• Reformer #2 — straps inspected monthly, last service April
• Yoga mats set A — quarterly condition audit, replace plan logged
• Spin bikes 1–8 — flywheel and pedal check every 60 days
• Public liability — policy PDF, renewal 14 August, reminder at 60/30/7 days
• Instructor Sarah — first aid expires 30 September, reminder at 60 days

Suggested reminder setup

• Cleaning at opening and closing
• Equipment condition weekly
• Insurance and certificate renewals at 60/30/7 days
• Annual reformer / cardio service reminder

How mobile, QR codes, documents and roles fit

Use the mobile app as the daily tool. Stick QR codes on reformers and cardio pieces so any instructor can log a check or fault. Keep policies and certificates in document storage and use team roles to give freelance instructors a limited view.

Related

• PT studios
• Gyms
• Gym equipment maintenance
• Insurance renewal tracking

Try the admin time calculator or head to pricing.