Introduction

Dee-p Studio is a modern, cloud-based studio management automation platform designed for studios operating in dance, yoga, pilates, fitness, and similar disciplines. The system is built to centralize and securely manage all your studio's daily operational needs—including member registrations, attendance tracking, instructor and staff earnings, financial accounting, appointment scheduling, and help desk support.

1. Members Module

The Members Module is the central area where you can manage all member management processes in your studio (registration, payments, class processes, freezing memberships, etc.).

1.1. Registration Operations

This section manages the onboarding of new members to your studio and the generation of their digital member cards.

New Member Registration

You can register a new member to your studio by clicking the "Add New" button on the Members page.

Member Number new

During registration, the system automatically assigns a unique member number to each member.

Member Card new

Eliminating the physical card requirement, this feature automatically generates a barcoded digital member card visual upon registration completion.

This image can be downloaded and shared with the member (via WhatsApp, email, etc.). When the member arrives at the studio, this barcode can be scanned at the Quick Menu for fast processing.

{
  "id": 1042,
  "member_no": "2026350092997",
  "barcode": "dee-p.studio/cards/DEEP-2026-89.png",
  "status": "active"
}

1.2. Member Profile Operations

The financial, academic, and administrative operations that can be performed on a registered member's detail page are listed below:

Payments and Finance

Purchasing Lesson Credits

Transactions for purchasing lesson credits for members are conducted in this area.

Refunds

Refunding members is performed in this area.

Classes and Lesson Management

Class Operations (Add/Remove)

Adding and removing members to/from classes is handled here. When a member is removed from a class, the system works based on the following rules:

• Positive Credit Status: When a member is removed from a class, if they have unused lesson credits for that class, the equivalent credit value is transferred to the member's Wallet Account.
• Negative (-) Credit Status new: If the member has a negative (-) credit for the removed class, they are recorded as in debt for that class by the credit amount. The classes for which the member is in debt are shown when selecting a class in the "Payments" area.

Private Classs

Transactions for purchasing private classs for members are performed here. The private classs purchased by the member are displayed in the same area.

Membership Status & Administrative Operations

Freeze Registration

Used to manage membership status if the member takes a break from the studio.

Class-Based Freeze new: Instead of freezing the entire membership, you can now freeze registrations for each class the member is registered in individually (independently).

Archiving Members (Close Registration)

When a member's relation with the studio is completely terminated, the member registration is closed here and moved to the Member Archive. This keeps your active member list up to date while allowing you to access historical data from the archive.

Other Operations (Top Right Menu)

From this menu in the top-right corner of a registered member's detail page, you can quickly access the following operations:

• Member Information: Update and edit the member's personal and contact information in this area.
• Member Card new: Quickly access and download the barcoded digital member card automatically created during registration.
• Action Logs: Includes 4 different log categories to track the member's studio history:
  • Membership Records: Shows administrative history such as initial registration, closing registration, freezing, adding/removing to/from classes.
  • Payment Records: Lists purchased lesson credit payments and refunds made.
  • Attendance Records: Allows you to track the attendance history of group classes the member attended.
  • Private Class Records: Keeps records of private class purchases, cancellations, and completed "Conduct Lesson" operations.

1.3. Pre-registration Operations

You can track potential clients who are interested in your studio but have not yet made a definitive registration in this area.

• Create Pre-registration: You can quickly open a pre-registration profile for applicants to your studio.
• Interview Appointment Integration new: When creating a pre-registration, you can also simultaneously define an interview appointment for the candidate. The details of the appointment created here are automatically displayed in the Appointments area of the system.
• Convert to Main Registration: When a candidate in the pre-registration phase decides to join your studio, you can easily convert their profile to a main (active) member registration in a single operation.
• Appointment Management new: If no appointment was created during pre-registration, you can plan new interview appointments later through this section.
• Delete Pre-registration: You can completely delete the pre-registrations of candidates whose interviews were unsuccessful or whom you wish to stop tracking.

1.4. Member Archive

The area where historical data of members whose registration has been closed is stored and managed.

• Archiving Process: All members whose registrations are closed from the active list are automatically transferred to this area. This keeps your active member list clean.
• Renew Registration: When a former member returns to your studio, you can reactivate their registration with a single click from this page.
• Accessing Action Logs: You can continue to fully access all action logs (Membership, Payment, Attendance, and Private Class history) belonging to the archived member in this area.
• Complete Delete with PDF Support new: When you want to permanently delete a member registration from the system, upon request, the system prepares a summary PDF report containing all historical logs of the member and automatically downloads it to your device (computer or phone). It then safely deletes the data permanently.

1.5. Additional Features

The additional functions developed to simplify member management and financial processes within the system are listed below:

Wallet Account System

The digital balance area that allows you to flexibly manage the financial movements of your members inside the studio.

{
  "wallet": {
    "balance": "450.00 TRY",
    "status": "active",
    "updated_at": "2026-05-25 02:30:00"
  }
}

Automatic Credit Transfer

When a member is removed from an active class they are registered in, if there are unused positive (+) lesson credits left for the class, the equivalent value is automatically calculated by the system and transferred to the member's wallet account as balance.

Flexible Payment Method

When purchasing new group class credits or private classs, members can use their accumulated wallet balance as a payment method, along with cash or card.

Balance Refund

Refund requests can only be processed through the wallet account balance.

2. Classes Module

The Classes Module is the central area where you can manage group lesson scheduling, instructor assignments, room capacities, attendance records, and instructor payroll calculations.

2.1. Class Creation and Management

This area handles the definition of new group classes and the setup of their basic parameters.

Defining a New Class

You can create a new class using the "Add New" button on the Classes page. The following basic parameters are determined during class creation:

• Instructor Work Type: The employment model for the assigned instructor (if they are not on a fixed monthly salary) is chosen for this class. The work type can be based on either a Per Lesson Fee or a Percentage-Based Earnings model.
• Earnings Rate/Fee: Depending on the selected work type, the fixed fee per lesson or the percentage rate to be calculated from the lesson price is defined during class creation.

Availability Check new

When opening a class or editing its weekly schedule, the system automatically checks resource availability to prevent scheduling conflicts:

• Room Availability Check: Checks if the selected room is already reserved for another class at the chosen date and time.
• Instructor Availability Check: Checks if the assigned instructor is scheduled for a lesson in another class or branch during the same hours.

{
  "status": "conflict_detected",
  "message": "Instructor is scheduled in another class during this time slot.",
  "conflict": {
    "instructor_id": 42,
    "class_id": 108,
    "time_slot": "Monday 19:00 - 20:00"
  }
}

2.2. Class Operations

These are the primary administrative and operational tasks available under tabbed menus on the class details page:

Member List

The tab where active members registered in the class are listed, and where you can add new members or remove existing ones from the class.

Roll Call

The section where lesson attendance statuses (+, -, M, D) are entered and recorded. Roll calls taken here automatically trigger instructor earnings calculations.

Class Payments

Displays members' payment records in the class based on the selected date range.

Class Schedule

The tab where the weekly lesson hours, days, and room information assigned to the class are defined and listed.

Close Class

Initiates the process to close or delete the class. When a class is deleted, the system executes the following steps to ensure database integrity:

1. All registered members are removed from the class.
2. Remaining positive (+) unused lesson credits of members are calculated and automatically refunded as balance to their Wallet Account.
3. If members have negative (-) credits, their debt details are saved in the Debts table.

Other Operations (Top Right Menu)

From this menu located in the top right corner of the class detail page, you can quickly access the following operations:

• Class Details: Update and edit basic class information such as the class name, default instructor, and branch/category.

• Action Logs: The section where you can track all administrative and operational changes of the class:
  • Class Logs: Shows all past activities—such as class creation, closure, name/instructor changes, schedule updates, member movements, and roll call history—in a single chronological log stream.

2.3. Class Schedule new

Follow the weekly schedule of lessons and monitor room utilization dynamically in this section.

Weekly Schedule View

From the weekly schedule on the homepage, you can visually track the weekly calendar of all classes in the studio, and easily analyze which room is vacant or occupied on specific days and times by filtering the schedule by rooms.

2.4. Class Merging new

Combine classes with low attendance or merge seasonal courses under a single class structure.

Class Merging Process

You can merge two classes using the class merging option in the Classes menu. In this process, you can choose to transfer either specific members or all members in the class to another class. During the merge, the system automatically executes the following processes:

• Member Transfer: Selected members in the old class are automatically transferred to the new class.
• Transfer of Lesson Credits: Remaining active lesson credits of transferred members are moved as lesson credits in the new class.
• Negative (-) Credit & Debt Management: If a member had negative (-) credits (debts) in the old class, this debt information is stored, and the member will be displayed on the debts list until they make a payment for that class.
• Deletion of the Old Class: If all members in the old class are selected, the old class is closed after the class merging process.

2.5. Roll Call System

The system where lesson attendance is recorded and member absences are tracked.

Attendance Rules & Statuses

Attendance is marked using the following abbreviations:

• + (Attended): Member attended the class. 1 lesson credit is consumed.
• - (Absent): Member did not attend. 1 lesson credit is consumed.
• M (Excused): Member was absent, but with a valid excuse. No credit is consumed.
• D (Frozen): Member's class registration is frozen. Marked as frozen in roll call, and no credit is consumed.
• *** (Removed): Marked for historical/new roll calls after the member is removed from the class. No credit calculation occurs.

2.6. Instructor Earnings Model new

The system where instructors' lesson-based earnings are automatically calculated based on roll call data.

Historical Roll Call Edits

If an attendance record from a past month is modified (e.g. from Absent to Attended or Excused), the system scans the historical payment records and automatically recalculates and updates the instructor's payroll for those past months. Please refer to the Instructor Payments section for earnings changes that may result from these actions.

3. Accounting Module

The Accounting Module is the central area where you can monitor and manage all financial movements in your studio, cash/bank account balances, instructor and staff earnings, and monthly income-expense reports.

3.1. Transactions

All cash and bank movements, member payments, refunds, and other income-expense items within the studio are managed in this section.

Financial Transactions

You manage all income and expense records of your studio through this section.

• Manual Data Entry: Incomes and expenses that are not recorded automatically can be manually logged using the "Add New Transaction" button. Categories have been automatically created for income and expense types here. This allows you to view your income and expense items in more detail in your monthly financial report.
• Wallet Payments: If a lesson credit or private class purchase is fully paid using the member's Wallet Account balance, the transaction amount is recorded as 0 TRY in accounting logs, as no new external cash/bank inflow occurred.
• Inter-Account Transfers new: You can transfer funds between two defined accounts (e.g., depositing money from the Cash Safe to a Bank Account). This operation automatically updates the balances of both accounts.
• Editing and Deletion Constraints: Member lesson credit or private class purchase transactions can be edited or deleted only if roll call has not yet been taken for the associated lessons (i.e. credits are unused). Financial records for used credits are locked. A similar restriction applies to instructor and staff advance payments. If a portion of the advance payment has been received back, it cannot be edited or deleted.
• Refund Transactions: Refunds to members are processed through their wallet accounts. When a refund transaction is edited or deleted, the member's wallet balance is automatically updated. The refund amount cannot exceed the member's current wallet balance.

Accounts and Cash Management new

You can define multiple accounts in the Accounts section to segregate your studio's financial flows (e.g., Cash Safe, Bank X Commercial Account).

• Balance Tracking: The current balance of each account is monitored in real-time.

Daily Financial Reports new

By selecting a date in this area, you can view the recorded financial transactions and end-of-day data for that day.

3.2. Instructor Payments

This is the section where instructor earnings generated from roll call and private class data, advance payments, and payouts are managed.

Instructor Earnings

Instructor earnings are automatically calculated based on their employment/rate model in the class:

• Percentage Earnings Model: If the instructor works on a percentage-based rate model, when a roll call is recorded (credit deducted from the member's active payment period) or a private class is conducted, the instructor's earnings are automatically calculated and added to their payroll account.
• Per Lesson Earnings Model: If the instructor works on a per-lesson fee model, when a roll call is recorded, the instructor's fee per lesson is automatically calculated and added to their account.
• Fixed Salary Instructors: No additional earnings are credited to the instructor for roll calls if they are on a monthly fixed salary. However, the system continues to update the roll call and payment data in the background to track the overall cost of the class (`class_total`).

Advance Payments new

Advance payments for instructors are tracked under this heading.

• Advance Entry: Advance payments (avans) can be issued to instructors. The advance amount is automatically deducted from the chosen cash/bank account. An advance payment cannot exceed the current balance of the selected account.
• Advance Deduction (Settlement): When processing an earnings payout, if the instructor has an active outstanding advance, the system displays this amount as a warning. The administrator can choose to deduct the advance from the payout with a single click.

3.3. Staff Payments new

This is the section where the salary, advance, and payment processes of the non-instructor administrative and operational staff are managed.

Salary Management and Payments

Staff earnings are managed based on the fixed monthly salary amount defined when creating the staff card.

• Salary Payment Entry: Monthly salary payments for staff are recorded here. Payments can be processed via cash or bank accounts and are automatically reflected as expenses in financial reports.
• Partial Salary Payments: Staff salaries can be paid in full or registered as partial payments at different times.
• Editing and Deletion: Staff salary records can be edited or deleted. These changes instantly update the account balances and the financial reports of the respective months.

Staff Advance Operations

Advances can be defined for staff members before the payroll cycle.

• Advance Limit Constraint: The advance amount entered for a staff member cannot exceed the current balance of the source cash box or bank account.
• Deducting Advances from Salary: When recording a salary payment, the staff member's outstanding advance balance is displayed. The administrator can deduct the advance to record the net salary payment.

3.4. Monthly Reports new

This is the reporting interface where you can track your studio's periodic financial status, income-expense balance, and profit-loss analysis.

Automatic Financial Reporting

At the end of each month, the system automatically generates a report by gathering the financial data of that month through scheduled tasks running in the background.

• Monthly Action Logs: All income and expense transactions recorded during that month are displayed here.
• Income - Expense Categories: The income and expense totals within that month are listed on a category basis.

4. Studio Settings

The Studio Settings Module is the section where you define, update, and manage the core building blocks of your studio's operations (disciplines, rooms, instructors, and staff members).

4.1. Disciplines

The area where you define the classes types and categories taught in your studio (e.g., Pilates, Yoga, Modern Dance).

• Adding and Editing Disciplines: You can create new disciplines and update their names at any time.
• Statistics Integration: When a new discipline is defined, the system automatically includes it in background statistical tables, enabling tracking in monthly member acquisition and branch-based occupancy reports.

4.2. Instructors

The section where you manage the profile details and credentials of the instructors who teach classes and private classs in your studio.

• Multi-Discipline Assignment new: You can assign multiple disciplines to your instructors (via Multiselect options) based on their expertise.
• User Account Integration: You can open a User Account for an instructor, update their password, or close their account from the instructor's profile card. An automated notification email is sent to the instructor when their account is created or their password is changed.
• Credit Card / Wire Transfer Deduction new: You can define custom deduction rates for non-cash payments (Credit Card or Wire Transfer) individually for both group classes and private classs. These rates are automatically applied when calculating instructor earnings.
• Changing Instructor Earnings Type new: An instructor's earnings model (from fixed salary to percentage/per-lesson or vice versa) can be changed within the month.
  • Transition from Percentage/Per-Lesson to Fixed Salary: Any earnings accumulated from class roll calls up to the change date are credited to the instructor's payroll. The system prompts the administrator to enter both the instructor's regular monthly salary amount and a partial fixed salary amount for the remaining days of the month (e.g., entering 10,000 TRY for the rest of the month for an instructor whose normal monthly salary is 30,000 TRY).
  • Transition from Fixed Salary to Percentage/Per-Lesson: The administrator is prompted to enter a partial salary amount corresponding to the number of days the instructor worked under the fixed salary model up to that date. For the remainder of the month, any completed class roll calls and private classs are calculated based on the new model and automatically credited to the instructor's account.

4.3. Rooms

The section where you define the physical spaces where group and private classs are held (e.g., Room A, Reformer Room).

• Capacity and Booking Plan: Room definitions serve as the primary reference point for checking conflicts and availability (Room Availability Check) when creating weekly class schedules.

4.4. Staff new

The area where you manage the non-instructor administrative and operational teams working in the studio (e.g., Receptionist, Manager, Cleaning Staff).

• Fixed Salary Definition: A fixed monthly salary amount is defined when creating a staff member profile.
• User Account Integration: You can open a User Account for a staff member, update their password, or close their account from the staff member's profile card. An automated notification email is sent to the staff member when their account is created or their password is changed.
• Payment Integration: These fixed salary amounts are used as the baseline for monthly payroll and advance settlement processes in the Staff Payments section, automatically reflecting in accounting expense reports.

5. General Settings

The General Settings Module is the control center where you can flexibly manage your studio's financial accounts, users who have system access, and their specific module access privileges (user roles).

5.1. Accounts & Cash Boxes new

This is the section where your studio's physical cash boxes and commercial bank accounts are defined, and their balances are monitored in real-time.

• Flexible Account Definitions: You can create as many accounts as needed (e.g., Cash safe, Bank X Commercial Account) for your studio.
• Balance Tracking: The current balance of each defined account is instantly updated by the system based on member payments, expenses, and inter-account bank transfers.

5.2. User Roles & Authorization new

The advanced access control management section where you define which modules your staff and instructors can access.

• Dynamic Role Management: User roles are not fixed. Each studio can define custom roles (e.g., Administrator, Receptionist, Junior Instructor) matching their organization structure.
• Module-Based Privileges: Access rights (View, Add, Edit, Delete) to the 13 core system modules can be configured individually for each created role.
• Authorized Modules: The 13 core modules that can be authorized within the system are:
  • Accounting: Cash safe/bank transactions, instructor/staff payroll and payments, and monthly financial reports.
  • Members: New member registration, profile management, payments, class assignments, and archiving.
  • Classes: Group class scheduling, attendance tracking, instructor payroll models, and class mergers.
  • Studio Settings: Discipline, room, instructor, and staff definitions, along with employment models.
  • General Settings: Financial cash/bank accounts, user roles/permissions, and user account management.
  • System Settings: Language, currency, timezone, and automated notification (SMS/WhatsApp/Email) preferences.
  • Studio Profile: Corporate details such as company logo, billing/contact info, and business hours.
  • System Messages: Smart assistant alerts, attendance reports, and internal system message box.
  • Statistics: Age, gender, discipline, and instructor distribution, along with monthly/yearly growth charts.
  • Documents: Automatically generated historical PDF reports of archived members, instructors, or closed classes.
  • Notifications: Birthdays, interview/appointment reminders, and package/subscription alerts.
  • Quick Menu: Fast roll calls, private class conducting, and profile lookup using a barcode scanner or member number.
  • Appointments: All appointment scheduling, updates, and personal interview records.

5.3. User Management

The section where you manage the profile details and credentials of all users who have access to log in and use the system.

• Account Creation & Editing: You can register new system users and update their passwords and contact details.
• Instructor & Staff Synchronization: Any updates made to a user profile are automatically synchronized with the linked **Instructor** or **Staff** profile card (e.g., updating the user's email automatically updates the instructor's email card and vice versa).
• Account Deletion: Safely remove system access for users who leave the studio or no longer require entry permissions.

6. Profile & System Settings

The Profile & System Settings Menu is the control area where you can manage your studio's corporate identity details, the logged-in user's personal profile/password settings, system localization, and automated messaging preferences. This menu can be quickly accessed by clicking the user's name/avatar at the top left corner of the dashboard screen.

6.1. Studio Profile new

This is the section where your studio's corporate identity, billing/contact details, and system package subscription history are managed.

• Corporate Information: Define your studio's official name, email address, phone number, and physical/billing address.
• Studio Logo: Upload the logo image that will be displayed on the user interface and system-generated outputs (e.g., Member Cards).
• Subscription & Package Info: Review your studio's active system plan (Trial version, Annual Plan, etc.), usage limits, and remaining subscription duration.
• Payment History & Invoices: View a detailed list of past system subscription payments along with billing descriptions.

6.2. User Profile

The security and personalization section where the currently logged-in user can update their personal account settings.

• Personal Information: Edit your login username, full name, and contact email address.
• Password Update: Renew your login password after verifying your current password for account security.

6.3. System Settings new

The section where you configure general system operational rules, localization options, and automated smart notifications.

• Language Selection: Choose the preferred system interface language (Turkish or English).
• Currency Preferences: Select the default currency to be used for financial transactions, member payments, and instructor payroll calculations.
• Timezone Settings: Set your local timezone to ensure that all appointments, roll call records, and transaction logs are registered with the correct local time.
• Automatic Message Settings: You can completely turn on or off the automatic System Messages that are sent for informational purposes by the smart assistant.