Needs attention

The rules that don't bend

Everything else in this manual has judgement in it. These don't — and the last one applies to every department.

Add an entry

Entries

Recurring monthly costs

Nine joint lines, the same every month. Each posts as two entries — Studio's 60% and Education&Clubhouse's 40% — because a department is always the owner of an entry here; there is no "shared" tag to hide behind. The two investment lines post as transfers rather than costs, since that money funds Shop's and Events' build-out rather than being consumed.

Monthly statement

Where the money came from

Month by month

Per-session pay calculator

When revenue counts — by department

How the columns behave

• Client ID is assigned sequentially at first visit and never reused — the Communication Log cross-references it.
• Months since counts from the last session actually attended, not from purchase date or package expiry.
• Status turns Watch at 2 months and Lapsed at 3+, per the 3-month inactivity rule. Lapsed means the client re-enters at new-client pricing on their next purchase.
• Expires is purchase date + 37 days — the firm policy date. Discretionary extensions are handled case-by-case and aren't shown here.
• Health flags summarise the onboarding form. It's a quick-reference for staff, never a substitute for the instructor's verbal check at the start of a session.

The three triggers

Wording that works

A renewal reminder should read like a team member who remembers you, not a system generating an alert. Adapt these — don't recite them.

• Expiring package — "Wanted to let you know you've got a few sessions left before your package wraps up — want me to find you a couple of slots this week?"
• Watch / quiet client — "Just checking in — everything ok? We'd love to have you back whenever suits."
• Missed session — "Missed you today — hope everything's alright."
• Referral, when it comes up naturally — "If you know anyone who'd enjoy this, we'd love to have them." One mention is enough; never repeat it to the same client.

Communication log

Entries flagged for follow-up get reviewed first at the next weekly outreach session.

Par levels & current count

How it runs

• Anything at or below par gets reordered that day — don't batch it into next week.
• Order from the usual suppliers. A new item or a new supplier needs a quick confirm with Jad before a first purchase.
• Visibly worn or frayed bands get replaced immediately — don't wait for the Monday check.
• Mats get checked for wear and hygiene, not just counted.
• Reformer straps and accessories are equipment, not consumables — fraying gets flagged to Jad and comes out of the equipment reserve, not the supply budget.

Old vs new client status

• Old client = active with P4e before 2026. That unlocks legacy pricing on the 4/8/12 packages only — walk-in pricing is identical for both tiers.
• The lapse rule: legacy status is lost once 3 or more months pass since the last attended session. The clock runs from attendance, not from purchase date or package expiry.
• Once lapsed, the client re-enters at current new-client pricing on their next purchase.
• Bought but never used: if an old client purchases a package and attends zero sessions from it before going quiet, the clock never starts — status is preserved until they actually attend. The rule tracks disengagement from practice, not administrative gaps.
• New clients pay standard pricing from the first purchase. There is no first-timer discount and no intro offer, by deliberate choice.

Where discretion lives

What the client is told

The six policies on the client-facing sheet, so you can answer without opening another file.

The book beats the schedule

Never log a booking digitally first and copy it over later. Write it in the book at the moment it's confirmed, then mirror it on the Schedule the same day. Print the day sheet to check the two against each other quickly.

Three rooms, three concurrent sessions

• Three rooms means three instructors if all three run at once. Check the standing pattern before promising a slot — the Schedule flags an instructor booked in two rooms in the same hour, but only if it's been mirrored there.
• A slot is only taken for that room. A private in Kinesis doesn't block the Reformer Room, and a group class in the Reformer Room doesn't block either private room.
• Renters can book any of the three, at the same priority as a client booking.

Taking a booking

1. Client calls or messages requesting a session at a specific date and time.
2. Check the physical calendar for that slot.
3. Open? Confirm with the client, write it in immediately — client name, room, session type — then mirror it on the Schedule.
4. Taken (by a client session or a rental)? Check the other two rooms at that hour before offering a different time — a private can move rooms even when the Reformer Room is busy.
5. Group class? Reformer Room only, and confirm it isn't already at 4 before adding anyone. Note the running headcount on the calendar entry.
6. Before confirming, check the client's remaining balance and expiry date — they need sessions available and unexpired.

No advance-notice minimum is required to book, but booking itself is mandatory — space is limited, especially against the 4-person cap in the Reformer Room.

End of day

The per-client attendance sheet

The printed sheet that lives with each active package. It records: client name, package start and expiration date, package type (private / group) and size (4 / 8 / 12), then one row per session — date, attended, late cancel, no-show, notes — plus an "off from / to, back on" line for pauses.

This is the paper record behind the Sessions Remaining number in the client database. When they disagree, count the sheet.

Standing weekly pattern

Click any cell to edit. This is a reference, not the live booking calendar — always check the physical calendar for the day's confirmed sessions. Update it when the standing pattern changes meaningfully, not for one-off swaps.

Pay arrangements

Negotiated individually — there is no studio-wide formula. This is the record of record; update it the day anything changes, because inconsistency here is direct payroll risk.

• Fixed-pay instructors are paid their full monthly amount regardless of sessions taught. Only Studio's 60% share is Studio-tagged for P&L purposes.
• Per-session instructors are paid on sessions actually taught — cross-reference the physical calendar for session count and per-class headcount.

Class prep — every session, group or private

Who owns what

This isn't a job description or a review tool. It names the current pattern so nothing depends purely on shared understanding. If a second admin person joins, this is the starting point for scoping that role — most likely by handing off outreach and restocking while Joelle keeps the relationship-facing pieces and the joint decisions stay joint.

The core message

Small classes, real expertise — every instructor here trains to a standard built over 15 years, in a space small enough that your instructor actually knows you.

Every other piece of messaging should trace back to this sentence. Warm and personal, calm and professional — both at once, not a tradeoff. The warmth comes from scale; the authority comes from depth of experience.

Four content pillars

Rotate feed posts through all four rather than repeating one. Stories can pull from any of them.

If client-dependent content isn't available in a given week, fall back to Team Standard or Behind the Scenes rather than skipping a planned post. Those two exist precisely so posting never stalls.

Where Studio shows up

Referrals — the habit, not a program

Word of mouth already drives most of the client base. This isn't a broken process being fixed; it's making sure every instructor is equally comfortable with a habit some already have instinctively.

• When: a client mentions enjoying a session or feeling progress · a client is finishing a package and is clearly happy · a client mentions a friend who's been curious about Pilates or has a relevant need.
• How: a passing mention, not a pitch. "If you know anyone who'd enjoy this, we'd love to have them." / "A lot of our clients started because a friend brought them along."
• Never frame it as needing referrals or growing the business — that shifts the tone from personal to transactional. One mention per client is enough.
• No tracking, no KPI. This stays a conversational habit, not something instructors are measured on.

The path a new client takes

1. Discovery — a referral (the dominant channel), a local search result, or an Instagram post.
2. Interest — whatever they see next reinforces the same core message. A referral conversation, the Maps listing and Instagram should never contradict each other.
3. First contact — WhatsApp. No separate app or form is needed to start.
4. Booking — confirm session type, check the physical calendar. No advance-notice minimum, but booking is mandatory.
5. Pricing — standard new-client pricing. No intro offer.
6. Onboarding — the form is completed before the session starts. Every time.
7. First session — the instructor runs the prep checklist, reading health notes that were written minutes ago.
8. Ongoing — normal flow, and eventually a referral source themselves.

The two rules behind these columns

Who assesses

• Jad is the only Qualified Teacher Trainer, and assesses both practical exams. That's expected to stay true for at least two years — QTT status needs a 4-year teaching threshold.
• Tony teaches Anatomy. That role is separate from QTT status and doesn't require it, and his $200-per-enrolled-student pay is the same whether the student passes or fails.
• When a second person does become eligible for QTT-level work, the intent is fixed monthly pay in the same shape as Jad's — the amount gets set when it's real, not guessed at now.

Courses

Cohorts & the calendar

• Anatomy runs twice a year — March and September cycles. Tony's pay for a cycle is $200 × the number of students enrolled in it.
• Practical exam deadlines run per cohort — the Oct 2025 cohort's deadline was end of July 2026; Feb 2026's is 27 September 2026. Track each student's standing on the Certification page.
• The Oct 2026 cohort starts 3 October 2026 — no exams yet.

Not yet in this document

Education-only costs

Tagged Education/Clubhouse in full — not split with Studio.

Educator pay

How the combined P&L works

• Revenue does not merge. Education keeps its own lines (course revenue, informal mentoring, P4e workshops) and Clubhouse keeps the cycle fee. They're reported separately.
• The bottom line does merge. All of those revenue lines run against the combined cost picture — the $2,480/month share of the shared pool, plus Clubhouse-specific session pay, plus Education-only costs — to produce one Education & Clubhouse net profit, not two.
• The old Education-only baselines are retired — the $2,204 non-Clubhouse and $1,000 Clubhouse-active figures went with the toggle mechanism that produced them.

By cycle

Marking an enrollment paid writes $150 to the ledger as Clubhouse cycle-fee revenue.

The shape of a cycle

What makes a good focus detail

One cue, one principle, applied across an entire routine the member already knows. Not a new routine — a new lens on a familiar one.

• It works on every exercise. "Keep your shoulders down" carries across a full routine; "press evenly through both feet on Footwork" is too narrow.
• It works on both apparatus. Members may do Reformer and Mat in the same cycle, even the same Saturday.
• It refines, it doesn't correct a fault. It should sharpen something members already do reasonably well — a lens, not a fix. That's what "independent practitioners" means in practice.
• It explains in a few sentences. It's introduced verbally at the start and has to be holdable through a full independent workout.
• Reuse is fine. A returning member experiences the same detail differently as their practice develops.

Neither the bank nor a cycle plan has been populated with real details yet — both are still templates.

Launch — first cycle, Feb 2027

6 Saturdays from 6 February 2027. Session slots: Saturday 9am–12pm, Saturday 12–2pm, Saturday 6–8pm, Sunday 10am–12pm.

Finalise the participant list roughly one week before launch — around 30 January 2027.

The repertoire

Members are expected to know these independently — that's the prerequisite the enrollment waiver confirms.

Full lists with reps and spring settings live in the Reformer and Mat Exercise List documents.

The core message

One detail. Your whole practice. Six Saturdays with independent practitioners, refining one thing at a time.

It leads with the actual mechanic — a single focus detail applied across an entire known routine — rather than generic language about community or self-practice that could describe almost any studio offering. The instructor recedes into the background: present for correction, not leading the room.

What not to say

• Never "class" or "taught session". Language implying an instructor leads the room — "join our Clubhouse class", "Jad will teach you…" — misrepresents the format outright.
• Don't imply beginners are welcome. Unlike Studio, Clubhouse genuinely isn't for people learning the repertoire. Softening this to sound inclusive puts an unprepared member in a self-directed room they can't navigate.
• Don't lead with community. It's real, and returning members do see familiar faces — but it's a byproduct of the structure. Leading with it buries the thing that actually makes Clubhouse different.
• Don't confuse it with the Filmed Technique Library. Clubhouse is in-person, live and cycle-based. If that library is ever built it'll be a separate digital product — never describe them as related offerings.
• No generic wellness language — "transform", "journey", "unlock". Clubhouse's differentiator is structural and specific; lean on the specificity.

Write to a peer who already knows what they're doing. Confidence over enthusiasm — assured and understated. Members are existing P4e clients, so the tone can assume familiarity; no need to re-introduce the studio.

Enrollment & waiver

• Practice readiness is confirmed on the form — assessed by Jad, Rasha, Laurence or Lama as able to perform the full Reformer and/or Mat routine independently, without step-by-step instruction. The instructor's name and the apparatus confirmed both get recorded.
• Health history, emergency contact, and a self-direction-specific liability release — the waiver explicitly covers the fact that members work independently with an instructor circulating, not leading.
• Instructors are movement professionals, not medical providers. No doctor's clearance is required; the member is responsible for consulting one and for flagging any change in condition.
• Under 18 — a parent or guardian completes the Consent Addendum in place of the member's signature.
• The agreement runs for the member's whole time with Clubhouse, across every cycle, and is governed by Lebanese law.

Pricing calculator

Per-person costs scale with real headcount — paying participants plus Jad, Joelle and Brian, who attend every event as non-paying hosts and still have to be fed and hosted. Their cost is built into what paying participants are charged; it isn't absorbed.

The timeline

1. Venue search — target two months out. Not always achievable; earlier is always better. Identify 2–3 candidates sized for up to 28 real people, and collect per-person venue, catering and activity costs from each.
2. Venue confirmation — get the real costs in writing, and ask that specific venue whether it needs a deposit to hold the date. That varies venue to venue and it's P4e's actual exposure if the event is cancelled.
3. Pricing — run the five inputs against the confirmed costs and lock the price per paying participant across the headcount scenarios.
4. Registration opens — announce through word-of-mouth and WhatsApp first, Instagram for reach beyond the circle. A registrant counts as registered only once the 50% deposit is actually received.
5. One week before — go/no-go — the single most important checkpoint. Three things, in this order.
6. Run it.
7. Reconcile — actual costs against budget, actual profit against the planned $50/head.

The one-week checkpoint

If the minimum isn't met, in order of preference:

1. Run it anyway at a small loss, if the shortfall is minor enough that that's reasonable.
2. Convert it to a workshop at P4e's own space — keeps registered participants engaged rather than losing them.
3. Cancel.

Run sheet

Tick as you go. This resets when you start a new event.

Payment & the deposit-to-waiver gap

• 50% deposit at registration. The deposit is the registration — there's no separate "reserve a spot" step and no grace period.
• 50% balance one week before, collected at the same moment as the waiver goes out, after the go/no-go.
• All payments are non-refundable, deposit included, whatever the reason — because venue, catering and activity costs are committed well before the day, often on the strength of confirmed numbers.
• Same structure for the retreat. No extended plan despite the higher cost.

The 10-person minimum and the go/no-go mechanics are internal. They aren't disclosed at registration unless and until they actually affect a specific registrant.

The core message

A retreat for anyone who loves Pilates — a day or two away from routine, with real depth for those who want to go further in their practice.

It leads with the retreat feeling, keeps the audience genuinely open, and gestures at depth without making depth the headline. Write with a slower, more spacious rhythm than Studio or Education copy — shorter sentences, more room to breathe.

What not to say

• Not networking or professional development. Even when the audience skews toward instructors, the feeling stays retreat and wellness.
• Don't centre Jad, Joelle or Brian as hosts. Team framing stays neutral and distributed, same as Studio's approach to credibility.
• Don't overstate the adventure angle. Hiking or excursions may be part of a retreat, but this isn't bootcamp marketing — restorative, not high-adrenaline.
• Never reference the pricing mechanics — the five-input formula, the $50 margin, the deposit structure. That belongs in policy and registration materials, not brand copy.
• "Once a year" is reserved for the flagship retreat, never for regular workshops.

Channels

Rhythm: a baseline presence year-round so Events doesn't disappear between events, plus a heavier push in the weeks before a specific workshop or the retreat. Exact frequencies aren't fixed yet.

Four content pillars

The order flow

No step is skipped or reordered — payment and sourcing both depend on the order being confirmed first.

Turnaround is 7–10 days from order confirmation.

Where the $40 goes

Three deliberate exceptions

Shop is structured differently from every other department. None of these are oversights.

Open — don't promise these

• Grip sock vendor and cost — not sourced. Retail price can't be set until a cost exists. Don't commit a client to an order or a timeline.
• Grip sock restock process — undefined. This would be Shop's first stocked item, so it's the first with real reorder risk.
• Grip sock funding — whether stock comes from Shop's own reinvested profit or an outside source is genuinely undecided. Confirm before any stock is bought.
• Delivery — no fixed courier, fee or delivery area. Arrange case by case and tell the client the cost before it's arranged. Delivery is client-paid and isn't a P4e revenue line.
• Other apparel and Pilates books have been discussed but are not active — don't reference them to clients as available or upcoming.

The two-level test

Every design and every caption has to work on both levels at once:

• For a P4e client — instant recognition. "That's literally what Jad says in class."
• For any Pilates practitioner — genuine relatability. "I've heard some version of this cue before," without ever having met Jad.

Current line: exhale exhale ex--hale ex-----hale ex---------hale and Sternum UP UP UP. The quote is the idea, not a fixed script — the design may adapt the wording or spacing. Marketing copy should stay close to a quote's spirit without claiming the design is a literal transcript.

What not to say

• Never "P4e merch" or "branded apparel" without the quote concept — that undersells the actual hook.
• Don't explain the joke. Don't narrate which class a quote came from; the recognition should come from the phrase itself.
• Don't claim grip socks carry the same "real quote" origin unless they actually do.

Shop can be looser and more playful than Studio or Education — a little irreverent is right here. Keep captions short; the quote carries the humour. First-person plural still applies, but Shop can speak more directly in Jad's voice when referencing a specific cue, since they're his.

Channels & how discovery actually happens

People find out Shop exists by seeing someone wearing one — in person at P4e, or in a story someone else shares. The product does the work of getting noticed; Shop doesn't push awareness.

A Studio–Shop cross-account connection is intended but has no concrete plan. Don't imply it exists.

Four content pillars

Older designs don't disappear from content when a newer one launches — the middle two pillars can revisit any design in the line.

Take a payment

Recent sales

Every sale here is an ordinary ledger entry — edit or delete it from the ledger if something was wrong.

Price list

Old-client pricing applies automatically to anyone tiered Old in the client database. Override the price on any sale if you need to.

Who's actually coming

How this works

• $20 a group session, $40 private. Paid and structured despite having no course wrapper — which is exactly why it needs tracking of its own.
• Revenue line: Informal mentoring / practice, tagged Education/Clubhouse. Recorded when the payment is actually received, like everything else on that side.
• Booking: schedule these as Mentoring — group or Mentoring — private on the calendar. Attendance here doesn't decrement a package — practitioners pay per session rather than in blocks.
• Personal Practice sessions for enrolled students are a different thing — those are QTT-supervised and covered by Jad's Education pay. Schedule them as Personal practice.

A note on cost

Numbers, in one place

The paper forms

What P4e deliberately doesn't do

• No booking, payment, or scheduling software anywhere. Physical calendar, manual balances, WhatsApp — by choice.
• No online store or order form for Shop; no digital registration portal for Events beyond the deposit payment itself.
• No referral incentive — no discount, credit or reward, for either party, in any department.
• No first-timer discount or intro offer at Studio; no separate Education intro rate.
• No formal absence-coverage protocol — handled between Jad and Joelle, deliberately.
• Paid advertising is "not yet", not "not ever" — intended across all departments once dedicated budget exists. No budget, funding mechanism or tagging treatment has been defined.

Still open, across the business

• Education ITTAP fees for Mat and Comprehensive · confirmed printed-sheet cost · Mat/Chairs/Barrels pricing.
• Clubhouse A cancellation and no-show policy · whether equipment wear and printed materials need their own cost line · the exclusive item decision (card, keychain or pin).
• Events Baseline posting frequency and the length of the promotional window.
• Shop Grip sock vendor, cost, price, restock process and funding source · the delivery process · Shop's own Instagram account.
• Across P4e — a paid-advertising budget structure and how that spend gets tagged.

Your data

Clients, the communication log, students and payments, certification, Clubhouse members and cycles, events, Shop orders, the ledger, supply counts and checklists all live in this page. Take a backup before anything you can't undo.