STUDIOFLOW DOCS

How to run your studio, one task at a time.

Short, plain guides for every part of StudioFlow, written for the person at the front desk. Each page is a checklist you can follow or print for your onboarding pack. No login needed.

Tip: use your browser find (Ctrl or Cmd + F) to jump to a task.

Getting set up

Everything from an empty account to a live, shareable booking page.

01Set up your studioWork through the go-live checklist: studio identity, hours, rooms, staff, plans, classes, booking page, and payments 02Build your class timetable, rooms and trainer availabilitySet up rooms, build classes and recurring templates, assign trainers, and check the week on the calendar 03Create memberships, packs, drop-ins, intro offers and €0 staff plansBuild memberships, packs, drop-ins and €0 staff plans in Settings, and auto-apply an intro offer at checkout 04Add or import members (CSV and by hand)Add members one at a time, import a whole list by CSV, or let them self-join from the booking page 05Invite staff and set rolesAdd teammates, set owner, manager or instructor roles, and choose who shows on your public studio page 06Preview and share your public booking pagePreview your studio's public booking page, add your branding, and share the link or a QR code

Daily front desk

Bookings, check-ins, payments and appointments, day to day.

07Book a member into a class (and member self-booking)Book a member into a class from the front desk, handle full classes and credits, and how members self-book 08Waitlists: joining, auto-promotion and positionsHow members join a full class waitlist, how auto-promotion fills a freed seat, and why leaving costs nothing 09Cancellations, windows, late-cancel and no-show feesSet a cancellation window plus optional late-cancel and no-show fees, and see what a member owes 10Set up the check-in tablet and QR railPut a check-in tablet at the front desk, show class QR codes, and use the rail to check anyone in fast 11Find a member's membership cardPull up a member's digital membership card and QR code, or point them to their own for quick check-in 12Take a payment: sell a membership, pack or drop-inSell a membership, class pack or drop-in through secure Stripe checkout, with plans and credits applied automatically 13Refunds and account creditGrant or apply a member's euro account credit, adjust class credits, and refund a card purchase from their record 14Sell and redeem gift cardsHelp a member buy a gift card code and load the value as account credit when someone redeems it 151:1 appointments and the day sheetSet up 1:1 appointment types, trainer availability and public booking, then run the day from the printable day sheet

Keeping members

The action queue, emails, loyalty and referrals that hold retention.

16Work the daily action queue (review, edit, approve, log outcome)Work the ranked retention queue: review each card, edit the draft, approve or log an outcome, track booked-back 17Send an email broadcast (consent and unsubscribe)Compose a one-off email, pick your audience, preview, and send, with consent and unsubscribe handled for you 18Lifecycle emails: welcome, win-back and birthdaySwitch on the three automated emails that greet new members, win back at-risk ones, and mark birthdays 19Launch a loyalty challenge from a templateStart a loyalty challenge from a template, set the goal and reward, then publish so progress tracks on check-ins 20Milestones, streaks, the redemption queue and share cardsSee milestones, streaks and share cards in the member portal, and clear completed rewards from the redemption queue 21Leads, referrals and NPSTrack prospects to conversion, reward member referrals, and survey members with NPS, each on its own page

Records and admin

Member records, reports, terms and GDPR requests.

22Member records: notes, tags, emergency contact and archiveWork a member's record: contact and emergency details, notes, tags, and archiving members who have left 23Reports and CSV exportOpen a report, set the date range, read the numbers, and export to CSV with our filters applied 24Terms versioning, re-accept and cancellation policySet your membership terms with a version, publish updates that ask members to re-accept, and set your cancellation policy 25GDPR requests: export, deletion and anonymisationHandle a member's request to see, download or erase their data, straight from their record 26Help members install the app (beta) and use the portalPoint members to their web portal for booking, cards and loyalty, plus the beta app if you are enrolled

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