Ten locations in, the software stops fitting.
Franchises and corporate studio groups don't outgrow their booking platform — they outgrow the reporting around it. Two studios count an active member differently, a new site opens on nerve instead of numbers, and the group ranking is a spreadsheet somebody rebuilds every month. Xyzios is the Studio OS for boutique fitness, and from ten locations we build it to your specification.
Your definitions·Access scoped by location·Pricing quoted to the group
The problem isn't the platform. It's the seam between locations.
Every one of these is a reporting problem wearing an operations costume, and every one of them gets worse with each site you open.
Nobody agrees what a member is
One site counts a paused membership as active and another doesn't. The group ranking is then a ranking of counting conventions, and the studio at the bottom is often just the honest one. Nobody notices until two sites are compared in a meeting.
The numbers arrive too late to use
A monthly pack assembled by hand lands three weeks after the month it describes. By the time HQ sees a site slipping, the members who were slipping have already gone, and the only move left is to discuss it.
Data capture depends on who remembered
Every number typed into a form by a manager at 6pm is a number somebody can forget, round, or quietly improve. Capture that leans on goodwill produces reporting that is confident and wrong, which is worse than reporting that is late.
A new location opens on nerve
Presale leads live in one place, the build-out in another, and the first honest read of whether an opening is on track arrives after it opens — which is the one point at which nothing can be changed.
Why groups bring us in.
Not features — the five things an ops lead, a COO or a franchisor actually changes by running the group on one system.
- 01
Your definitions become the company’s definitions
The reason multi-site reporting fails is almost never the math. It is that one studio counts a paused membership as active and another doesn’t, so the group ranking quietly becomes a ranking of counting conventions, and the site at the bottom is often just the honest one. We write your definitions down once and apply them to every location, so a gap between two studios is a real gap.
- 02
Every location judged the same way — including the ones not open yet
A site can sit as planned or in presale long before it is live, carrying its own leads, its own call lists and its own board. An opening becomes a number you watch weekly instead of a launch you hope about, and the first honest read arrives while there is still time to change something.
- 03
The reporting job stops living on one person
In most groups the numbers are assembled by somebody who also has a real job, which is why they are the first thing to slip in a busy month. Xyzios keeps itself current through the day, so the pack is never late, never argued with, and never dependent on whether that person had the hour.
- 04
Bookings, ad spend and the books in one picture, per location
Cost per lead by channel, cost per new member and margin by site, partner revenue counted where it belongs — the three systems that usually live in three different meetings, answered on one board. That is what turns a ranking into a diagnosis: not just which site is behind, but why.
- 05
Growth you can prove rather than describe
Every dollar the work wins back lands on the Recovered Revenue Ledger, dated and traceable to the member and the location. When you report to a board, a franchisor or an investor, the platform’s own contribution is a number with receipts rather than a claim.
The benefit, method by method.
Most groups already run one of the first three columns, and run it well. The argument isn't that they're lazy — it's that each one is beaten on latency, on consistency, or on what happens after the insight.
| The job | Monthly pack | Spreadsheets / BI | Built-in reports | Xyzios |
|---|---|---|---|---|
| How the data gets in | Each site fills in a form | Exports pasted by hand | Already there, one site at a time | Connected once, then it arrives on its own |
| How current it is | Weeks behind by the time it lands | As current as the last export | Current when someone runs it | Always |
| Definitions across sites | Only if everyone read the memo | Whoever built the sheet decided | Per-platform defaults | Written down once, applied everywhere |
| Who can see what | Whoever is on the email | Whoever has the file | Per login, per site | Scoped by location on a fixed ladder |
| Locations before they open | Not covered | A separate sheet | No | Planned and presale sites carry their own board |
| Ad spend and books alongside | Separate reports | If you paste them in | No | In the same picture, per location |
| What happens after the insight | Someone is asked to follow up | Someone is asked to follow up | Nothing | The follow-up is drafted for approval |
| Adding location eleven | Another form, another row | Another tab to maintain | Another login to check | It appears on the same board |
Your booking platform stays the system of record in every column. Xyzios connects on top of it — it doesn't replace it, and your members never log in to anything new.
Already built, before we customize anything.
None of this is scoped work — it's how the Studio OS runs today for multi-location groups, and it's the floor your specification is built on top of.
Every location on one scoreboard
Members, retention, class fill, revenue and P&L by site, week and month — compared with the same definitions and the same math, so a gap between two studios is a real gap.
Access scoped by location
A general manager sees the sites they're responsible for and nothing else. HQ sees all of them. The roles run on a fixed ladder that narrows — a manager's view can never quietly widen into someone else's.
Locations before they open
A site can sit as planned or in presale with its own leads, call lists and board, so an opening is tracked from the first deposit rather than from the first class.
An AI staff, gated by approval
Save outreach, failed-payment follow-ups, review replies and the weekly brief drafted as the work appears — and nothing reaches a member until someone with the authority approves it.
Your own rules, written down
Per-group rules about who may be contacted, how, and how often, held centrally and applied at every location — so brand standards are enforced by the system rather than remembered by staff.
Proof, not a feeling
Every dollar the work wins back lands on the Recovered Revenue Ledger, dated and traceable to the member and the location, so the platform's own contribution is auditable.
Across every site. Tasks run on the same ladder: any task can go to everyone at a location or to a role there, and a job Xyzi finds at a site, like a class where nobody was checked in, goes to that site’s managers first and moves up to the Directors, then the owners, if nobody takes it in two days. Chat is switched on studio by studio; where it is on, each location has its own channel, and a must-read posted there shows how many people have seen it and tapped Got it. See Tasks and Chat →
Then the part that's yours alone.
This is scoped work, quoted and dated before it starts — not a feature flag we switch on. We'd rather tell you what something takes than pretend it's already waiting.
Your metrics, your definitions
We write down how your brand counts an active member, a conversion, a retained client and a full class, then make every location report that way. Where your definition differs from ours, yours wins.
Boards built for your roles
The board a franchisee opens, the one a regional lead opens and the one the COO opens are three different questions. We build them as three different boards rather than one board with things hidden.
A connector for what you run
Xyzios reads normalized tables rather than platform APIs directly, so a booking platform we don't support yet is an adapter behind the same model — bounded work with a date, not a rewrite.
The cadence your calendar runs on
Whatever your group reviews against — a Monday regional call, a trading period rather than a calendar month, a franchisee scorecard due before a quarterly — the reporting is cut to your calendar instead of ours.
Rollout sequenced by us
We connect the locations, reconcile the counts against the numbers you already trust, and don't call a site live until they match. Getting thirty studios on is our job to sequence, not your ops lead's.
The handover, written down
Definitions, rules and board logic documented in your own language and handed to your team, so the system stays yours when the people who set it up move on. No dependency on us to read your own numbers.
What groups ask first.
How many locations does this apply to?
Ten locations and up, or any group where one person is accountable for studios they do not personally run. From one to nine locations the standard Studio OS already fits, and the pricing page is the whole story. Above it, the questions change — who sees what, whose definitions win, how a new location is judged before it opens — and those are worth designing rather than configuring.
Do franchisees see each other’s numbers?
Only if you want them to. Access is scoped by location: a franchisee or general manager sees the sites they are responsible for, and HQ sees everything with every location on one scoreboard. Whether a franchisee sees the group ranking, sees their position without the names, or sees only their own numbers is a decision you make, not a default we impose.
Whose definitions does the reporting use?
Yours. The reason multi-site reporting usually fails is that two studios count an active member differently and nobody notices until the numbers are compared. We write your definitions down once, apply them to every location, and show the same math everywhere — so a comparison between two sites is a real comparison.
Can you track a location before it opens?
Yes, and this is usually the first thing a growing group asks for. A location can sit as planned or in presale before it is live, with its own leads, its own call lists and its own board, so an opening is a number you watch rather than a launch you hope about.
What if we run a platform you don’t support yet?
That is a conversation rather than a refusal. Xyzios reads normalized tables, not platform APIs directly, so a new booking platform is an adapter behind the same model — real engineering, but bounded work with a date attached. Tell us what you run and we will tell you honestly what it takes.
How does pricing work for a group?
Per location, scoped to the group, and quoted after we understand what you need built. The published rate on the pricing page is the right starting point for a single studio; a group with its own definitions, its own boards and its own onboarding is a different piece of work, so it gets a different conversation.
Tell us how your group counts. We'll build it that way.
Scoped and dated before it starts·Your definitions win·Nothing sends without approval