Staff Management + Substitution | Arketa

Book more while managing less

One-and-done scheduling

Build recurring classes and templates once, and Arketa runs them on the schedule you set. Edit one class or the whole series anytime, so you spend less time scheduling and more with clients.

Everything on one calendar

Classes, appointments, events, and livestreams all live on one schedule. You manage your whole week from a single view, so you always have a clear picture of what's going on.

Permissions you control

Give front desk staff, instructors, and managers their own level of access, so everyone sees what they need and nothing they don't.

Subbing handled without the scramble

Request subs in Arketa

Instructors submit sub requests directly in Arketa. Instead of juggling group texts, emails, and manual schedule edits, it all happens in one place in a single tap.

Automatically notify eligible instructors

Only pre-approved instructors get notified as soon as the request goes out, so there's no delay filling the class and no manually approving each switch.

Swaps go through on their own

When an instructor accepts, your schedule updates to match. That cuts out the approval process, confirmations, and manual edits, taking sub requests off your plate.

Clients are kept in the loop

When the instructor changes, Arketa can notify clients for you, so no one shows up expecting someone else. The whole swap is handled end to end without you.

“Arketa has done a beautiful job with the sub request feature. All you need to do if you're an instructor who cannot teach on a certain day is to go to that session, click the button that says sub request, and that's it. As a business owner, I don't want to be texting or emailing people the night before. With Arketa, it's all done in the background. It's seamless for me as an owner and it's seamless for the instructors as well.”
Maayan Irvine, Owner–Craft Pilates | New York, New York

No more manual math at payday

Track hours automatically

Arketa logs every class an instructor taught, including subs they covered, so everything's accurate and ready when it's time to pay.

Customize your pay structure

Set rates by class type, format, certification level, or instructor, so you can pay your team however you want.

Reward staff with commissions

Pay staff a percentage or flat amount on retail, private sessions, and product sales, giving them a reason to sell more.

Export payroll in one report

One report combines wages, commissions, and bonuses into a single clean export, so you're not stitching different reports together at the end of the month.

Let's simplify your studio scheduling

Frequently asked questions

Does Arketa handle payroll reporting for studios?

Yes. Arketa handles payroll reporting for fitness and wellness studios by tracking every class an instructor taught, including subs they covered, and turning it into a payroll-ready report. Instead of doing the math by hand at the end of the pay period, you get wages, commissions, and bonuses combined into one clean export.

Can I set different pay rates for different instructors or class types?

Yes. Arketa lets you set different pay rates by instructor, class type, format, or certification level, so everyone is paid the way they actually earn. You can pay a flat rate per class, per head, a percentage of revenue, or hourly, and layer in tiered bonuses based on attendance.

How does substitute scheduling work for instructors?

When an instructor can't teach, they or the owner submit a sub request right in Arketa, and only the instructors pre-approved for that class are notified by email or text. The first to accept gets the class and the schedule updates on its own, so there's no group text, no chasing people down, and no manual approving.

Can my staff have limited access instead of full admin?

Yes. Arketa lets you give front desk staff, instructors, and managers their own level of access, so each person sees what they need and nothing they don't. You can delegate the day-to-day without handing over full control of payroll, settings, or reports.

Do I need separate software for scheduling and subs?

No. Arketa runs scheduling and substitutions in one platform, so you're not combining separate tools together or paying for multiple subscriptions. Everything connects, which means hours track accurately and swaps update on the schedule automatically.