Running your studio
The front desk, the timetable, and the people.
Where things are
| Tab | What it is for |
|---|---|
| Schedule | Your timetable, adding classes, and how full each one is |
| Today | Classes to run, and their registers |
| Members | Everyone at your studio, and the invite code |
On the schedule, each class shows how full it is rather than how many seats are left. Tapping one opens its register.
Building your schedule
Tap Add classes to the schedule. Choose the class, which days of the week, a start time, and a date range. Then tap Preview.
Nothing is created until you have seen the preview. It lists every date it will add, and every date it will skip with the reason. Only then does Add to schedule appear.
| Skipped because | Meaning |
|---|---|
| Room in use | Another class already has that room at that time |
| Instructor teaching | That instructor is already taking a class then |
| Studio closed | The date falls inside a closure |
| Already scheduled | That class is on the timetable at that time already |
Two classes at the same time in different rooms with different instructors is not a clash, and will be created. That is normal for a studio with more than one room.
If you are not sure whether it worked, run it again. The second pass skips everything the first one created rather than duplicating your term.
Cancelling a class
Open the class from the schedule and choose to cancel it. You will be asked to confirm, and told how many people are booked.
When you confirm, everyone booked is told, and their class is returned to their balance. Anyone on the waiting list is told too.
Cancelled classes stay on the timetable marked as cancelled, rather than disappearing, so nobody turns up wondering.
Inviting people in
Members then Invite people to this studio shows your studio's code as a square pattern people can scan, and as eight characters they can type.
Print it and put it on the desk. Scanning opens the app on your studio, or offers to install it first. You can also share the link directly.
If a code gets out
Anyone with the code can join, though they cannot book anything until you give them classes. If a poster goes missing or an old photo is circulating, make a new code. The old one stops working immediately and everyone already joined is unaffected.
So make a new code when you need to, not as a matter of routine.
Looking after members
Search by name, email or phone. Each row shows classes left or money owed, upcoming bookings, and anything that needs attention.
| Flag | Meaning |
|---|---|
| Owes money | They booked on account and have not settled |
| Suspended | They can sign in and look, but not book |
| Invited, not signed up | On your roster, no account yet |
| Texts awaiting confirmation | You recorded an opt-in and their phone has not confirmed |
Open a member to see their balance, their upcoming classes, and their history, and to act on any of it.
Suspending someone
A suspended member can still sign in and see the timetable, but cannot book. Use it while a payment problem is sorted out rather than removing them.
You cannot suspend the last remaining admin, which stops a studio being left with nobody able to run it.
Taking payment
Nothing is paid for in the app. Your members pay you however you prefer, and you record what they bought.
- Take the payment as you normally would.
- Open the member, and under Balance tap what they bought.
- Confirm. Their classes are added straight away and they can book.
If they owed you money, buying a pack clears that first, so they never carry a debt alongside fresh classes.
Every grant records who made it and when. If a member queries their balance months later, the answer is there.
Booking on account
If you allow it, a member with no classes left can still book and the class is added to what they owe, up to a limit you set. Their record flags it, so the desk can settle up next time they are in.
Text messages
Members cannot switch texts on themselves. They ask you, and you record it.
- Open the member and choose Record an opt-in.
- Read them the consent line the app shows.
- Enter their mobile number and record it.
- Their phone asks them to confirm. Nothing is sent until they do.
That confirmation is the point of the whole flow. A mistyped digit would otherwise send a member's class times to a stranger, repeatedly.
A member can stop texts themselves at any time, and that is immediate. To start again they have to ask you again, because the earlier consent was withdrawn.
Registers and attendance
Today shows every class at the studio, and you can filter to your own. Open one to take the register, exactly as an instructor does.
If an instructor forgets to close a register, it stays open rather than marking people absent automatically. Closing it yourself is the tidy-up.
Your waiver
Members must agree to your waiver before they can book. Studio staff are not stopped from working by it, but do need to agree before booking a class for themselves.
That is what it is for, and it is why it should not be done for a spelling correction. Every member is asked to read and agree at their next visit, and cannot book until they do. What each person agreed to before is kept, so the old version is never lost.
Still to come
These need us to do it for you at the moment. Ask, and we will.
- Setting up a new studio, its rooms, its class types and its colours
- Adding instructors
- Studio closures for holidays
- Importing an existing roster
- Class reminders, and text and push notifications
- Reporting on attendance and fill rates