AuraFlow User Guide

Creating Your Studio Account

Visit the AuraFlow signup page and choose a plan that fits your studio. Enter your studio details — name, address, timezone, and the type of classes you offer — then create your owner account with your email and a secure password. Once registered you are guided through a setup checklist that helps you configure your studio step by step.

Setup Checklist Walkthrough

After your first login you land on the dashboard with a setup checklist guiding you through initial configuration. The checklist covers: studio profile (name, logo, timezone, address), adding staff and assigning roles, creating membership types and pricing, building your class schedule, importing or adding existing members, connecting Stripe for payment processing, and configuring your member portal.

Connecting Payments (Stripe)

Go to Settings > Billing or follow the setup checklist prompt to connect your Stripe account. You will be redirected to Stripe's onboarding flow where you enter your business information, bank account details, and verify your identity. Once connected, AuraFlow can charge credit cards, debit cards, and ACH transfers. Funds are deposited into your bank on Stripe's standard payout schedule (typically two business days).

Connecting Email (Settings > Communications)

Navigate to Settings > Communications to configure outbound email delivery via SendGrid and SMS via Twilio. Set up booking confirmations, cancellation notices, class reminders, membership expiry alerts, and payment receipts. Templates are customizable with merge fields like {{member_name}} and {{class_name}}. You can also set the default "from" name and reply-to address for all outgoing messages.

Connecting Your Email Inbox (Settings > Email Inbox)

The Email Inbox feature lets AuraFlow receive and process incoming emails from members. Go to Settings > Email Inbox to connect your studio email account. Once connected, the AI Email Inbox can act as a first-responder, classifying incoming messages, drafting replies, and escalating complex issues to staff. See the AI Features section for more details.

Importing Existing Data (Settings > Import)

If you are migrating from another platform, go to Settings > Import to upload your existing data. AuraFlow supports CSV file imports with a flexible column-mapping tool. Dedicated importers exist for MindBody and MomoYoga platform migrations with pre-configured column mapping. All imports are validated before processing with a preview step that flags duplicates and missing required fields.

Getting Help

If you get stuck at any point, use the AI assistant chatbot (the chat bubble icon in the bottom-right corner of your dashboard) to ask questions in plain English. The assistant understands your studio data and can answer questions like "How many members checked in last week?" or help you navigate to the right page. You can also email our support team at support@auraflow.fit or browse the FAQ section of this documentation site.

Dashboard Overview and KPIs

The dashboard is your command center. KPI tiles at the top show today's revenue, active memberships, classes scheduled today, check-ins so far, and your current member retention rate. Each tile is clickable and takes you to the detailed report. Below the KPIs you will find a calendar widget for today's schedule, a recent activity feed (latest check-ins, bookings, payments, sign-ups), and an at-risk members panel powered by AI churn risk scoring.

Voice Check-In Setup and Usage

Voice check-in uses OpenAI Whisper speech-to-text to let members check in by saying their name at the front desk. Navigate to Operations > Check-In and click the microphone button (or press and hold the spacebar). Say the member's name clearly. AuraFlow transcribes the audio, matches it against your member database, and displays the top matches. Click the correct member to confirm the check-in. If the member is registered for a class starting soon, the check-in is automatically associated with that class.

Kiosk Mode

Every studio gets its own kiosk URL at /<your-studio-slug>/kiosk — a locked-down, full-screen check-in station designed for a tablet at the front door. The kiosk runs the voice check-in flow, supports manual name search, and can sell drop-ins on the spot. Because the URL is studio-specific, you can bookmark it on the home screen of a dedicated tablet and members can self-check-in without staff involvement.

Manual Check-In and Walk-Ins

For each class, open the attendance roster and click the check-in button next to a member's name. Walk-ins who arrive without a booking can be added on the spot — search for their name or create a new member profile. You can sell them a drop-in pass or membership right from the check-in screen.

Managing Your Class Schedule

Navigate to Operations > Schedule to view and manage your weekly class calendar. Create one-time or recurring sessions, assign instructors, set capacity, enable waitlists, and configure auto-cancellation thresholds. The calendar supports day, week, and month views. Drag-and-drop rescheduling is supported in the week view — drag any class block to a different time slot and AuraFlow will prompt you to confirm and optionally notify registered members.

Creating Recurring Series

Most studios run the same classes weekly. Toggle the Recurring switch when creating a class and choose daily, weekly (select which days), or bi-weekly. Set an end date or choose "No end date" for indefinite recurrence. AuraFlow generates all future class instances automatically. When editing a recurring class, you can change "This class only", "This and future classes", or "All classes in this series."

Waitlist Management

When a class reaches full capacity, a waitlist activates automatically. Members who join are placed in order. If a booked member cancels, the first person on the waitlist is auto-promoted and notified via email and SMS (if enabled). You control the auto-promotion window — for example, only auto-promote if the cancellation happens at least two hours before class. Outside that window, staff can manually promote from the class detail page. AuraFlow also offers AI-powered waitlist triage that prioritizes members based on membership tier, attendance loyalty, churn risk, and time since last visit.

Class Categories and Filtering

Organize classes with categories (Yoga, Pilates, Fitness, Meditation) and tags (Beginner, Hot, Prenatal, 45-minute). Members can filter classes by category and tag on the member portal. Sessions can also be filtered by instructor or studio location on the staff calendar.

Attendance Tracking

Every check-in is recorded with a timestamp and associated class. View attendance from multiple angles: per class, per member, per instructor, or per time period. Late cancellations and no-shows are tracked separately. AuraFlow can enforce late cancellation policies automatically — for example, deducting a class pack credit or charging a fee for cancellations within your configured window.

Private Session Services and Booking

Private sessions handle one-on-one or small-group appointments. Go to Classes & Content > Private Sessions to manage service types and bookings. Create service types with a name (e.g., "Private Yoga Session"), duration, price, and which instructors can offer it. Each instructor sets their own availability windows for private sessions. Staff can book on behalf of members, or members can self-book through the portal. Session notes let instructors track client progress over time.

Creating Workshops, Teacher Trainings, and Retreats

Navigate to Classes & Content > Workshops to create multi-session events. Unlike regular drop-in classes, courses have fixed enrollment — the same group of students attends every session. Examples include a 6-week beginner series, a weekend arm balances workshop, or a 200-hour yoga teacher training. For each course you define the sessions (date, time, duration, room), enrollment capacity, pricing (with optional early-bird discounts and payment plans), and minimum attendance requirements for completion. AuraFlow tracks progress, attendance across sessions, and can generate digital completion certificates.

Managing the Video Library

Navigate to Classes & Content > Video to manage your on-demand content library. Upload video files directly (MP4, MOV, WebM) or link YouTube URLs. Videos are processed through Mux for adaptive streaming. For each video, add a title, description, instructor, duration, difficulty level, and thumbnail. Organize videos into categories and tags. Control access by membership type — for example, restrict premium masterclass recordings to unlimited members only.

Video Analytics

Track total views, unique viewers, average watch duration, completion rates, and most popular videos. Identify which members are most engaged with your digital offerings and which videos are underperforming to guide your content strategy.

Course Enrollment Management

Members can enroll in courses through the member portal or staff can enroll them manually. Payment is collected at enrollment time, either in full or via a payment plan. The enrollment count and waitlist are tracked on the course page. Set enrollment deadlines to prevent late joiners. Communicate with all enrolled students from the course page using the Message Students button. Set up automated session reminders with the topic and what to bring.

Adding and Managing Members

Navigate to People > Members to view your full member list with search, filtering, and sorting. Click + Add Member to add someone manually with their name, email, phone, emergency contact, and notes. AuraFlow sends a welcome email with a link to set their password and access the member portal. The member list supports powerful filtering: by membership status (active, expired, none), membership type, tags, join date, and last visit date. Combine filters for precise segments and save them as presets.

Member Profiles

Click any member's name to open their full profile with tabs for: Overview (contact info, membership status, lifetime value, quick stats), Attendance (complete history with dates and instructors), Billing (payments, invoices, credits), Memberships (current and past), Notes (internal staff notes), and Activity (a timeline of all actions). Tags are colored labels for easy identification — common examples include "VIP", "New Member", and "Requires Modification."

Member Insights and AI Analysis

AuraFlow's AI continuously analyzes member behavior patterns including attendance frequency, booking trends, cancellations, and membership status. Each member receives an AI-generated churn risk score from 0 to 100. High-risk members appear on your dashboard's at-risk panel with recommended retention actions — such as sending a personalized check-in email, offering a complimentary session, or scheduling a call. The AI also generates periodic insight reports highlighting trends (e.g., "Members who attend both yoga and pilates have 35% higher retention").

Merging Duplicate Profiles

If the same person has two profiles (common after CSV imports), open one profile, click the three-dot menu, and select Merge with another member. AuraFlow shows a side-by-side comparison and lets you choose which details, memberships, and records to keep.

Instructor Profiles and Availability

Navigate to People > Instructors to manage teaching staff. Each instructor profile includes their bio, certifications, specialties, profile photo (displayed on the member portal), pay rates, and performance metrics (average attendance, class count, member ratings). Instructors set their weekly availability, which AuraFlow uses when assigning classes and private sessions. The Sub-Finder feature automatically contacts available substitutes when an instructor calls out sick. Instructors can submit time-off requests for admin approval.

Staff Roles and Permissions

Navigate to People > Staff to manage all staff members. AuraFlow uses a role-based access control system with four roles: Owner (unrestricted access including billing and account deletion), Admin (everything except billing settings and account deletion), Instructor (own schedule, class rosters, performance reports), and Front Desk (check-ins, member search, walk-in payments). Each role ships with a sensible default permission set.

On top of role defaults, the owner can toggle granular per-user permissions from any staff member's Permissions tab. These per-user settings are the final authority — if the owner grants or removes a module for an individual, that choice overrides the role baseline. This lets you hand out specific capabilities (Payroll, Email Inbox, AI Assistant, Integrations, etc.) to a single instructor or front desk staffer without promoting them to admin. Each sidebar module has its own permission key, including module.email (Email Inbox) which is separate from module.ai (AI Assistant) so you can grant one without the other.

Membership Types and Plans

Navigate to Business > Memberships to create and manage your pricing plans. AuraFlow supports three fundamental types: Unlimited (access to as many classes as they want during the billing period), Class Pack (a fixed number of class credits), and Drop-In (single-visit pass). Create as many types as you need — for example, Unlimited Monthly, 10-Class Pack, Student Unlimited, and Day Pass. Each type has a name, price, billing cycle, access rules (which class categories it covers), optional signup fee, and auto-renew settings.

Intro Offers and Tiered Pricing

Create intro offers like "2 Weeks Unlimited for $39" as non-renewing memberships restricted to first-time members. Set up tiered pricing to reward longer commitments (e.g., $149/month no-commitment vs. $129/month paid annually). Tiered options display side by side on the member portal. Student discounts, senior discounts, and family plans are created as separate membership types with adjusted pricing.

Payment Processing and Stripe Connect

All payments are processed through Stripe. Navigate to Business > Payments to view all transactions: membership charges, drop-in fees, retail purchases, course enrollment, and manual charges. Filter by date range, status, membership type, or payment method. Issue full or partial refunds, or offer studio credits instead. Recurring memberships are billed automatically — AuraFlow sends payment reminders three days before each billing date and handles failed payment retries (configurable under Settings > Billing). Stripe Connect enables marketplace-style revenue splitting for guest instructors who receive their share directly.

Point of Sale Operations

Navigate to Business > Point of Sale for a full POS system to sell merchandise, water, mats, props, and other products at your front desk. Features include a product catalog, barcode scanning, discount codes, and sales reporting. Integrates with Stripe for payments and supports walk-in purchases. Member purchases are linked to their profiles for complete spending history.

Payment methods include cash, card (in-person Stripe checkout), send payment link (emails a Stripe checkout link to the member), comp (free), and check. Card and payment-link transactions start as pending and only flip to completed when Stripe confirms the charge via webhook — the sale is also recorded in Payments at that point.

Pending Orders Tab

The Pending Orders tab on the POS page lists every sale waiting on payment. Each row shows the member, items, total, and how long it has been open. Two actions are available: Resend Link (generates a fresh Stripe checkout URL and emails it again) and Pay In Person (opens a card reader / in-person checkout flow on the spot). Once the customer pays, the transaction moves to Completed automatically.

Inventory Management

Navigate to Business > Inventory to manage product stock levels, receive low-stock alerts, and track inventory across locations. The AI Office Manager can automatically alert you when items need restocking. Each product has a name, SKU, price, cost, and current quantity. Stock adjustments are logged with an audit trail.

Gift Cards

Create and sell gift cards from Business > Payments > Gift Cards. Gift cards can be emailed directly to recipients with a personalized message. Recipients redeem gift cards at checkout by entering the gift card code. Balance tracking is automatic — partial redemptions are supported. Members can also view and manage their gift card balances in the member portal.

Private Sessions and Session Packages

Navigate to Operations > Private Sessions to book one-on-one appointments. Members can also purchase session packages (e.g. a 5-pack of private yoga lessons) — paying upfront unlocks a credit pool that's decremented automatically as each session is booked. Packages are priced once at purchase, sessions are tracked against the remaining balance, and the package expires based on the schedule you configure. Both individual sessions and packages support a Send Payment Link flow, so the member can pay by clicking a Stripe link emailed to them.

AI Chatbot Assistant

Accessible from any page via the chat bubble icon in the bottom-right corner. The AI assistant understands your studio data and can answer questions in plain English: "How many members checked in last week?", "What was my revenue in February?", "Which class has the highest attendance?". It can look up member records, navigate you to the right page, and provide actionable business insights. Staff see different capabilities based on their role — owners and admins get full data access while instructors see their own class data.

AI Office Manager

The AI Office Manager at Insights > AI Assistant > Office Manager handles routine operational tasks automatically. It includes the Sub-Finder that contacts available substitute instructors when someone calls out sick, prioritizing by availability and qualifications. It also provides inventory alerts when retail products run low, and surfaces scheduling conflicts or coverage gaps. Think of it as a virtual assistant that handles the logistics so you can focus on your community.

AI Engagement Autopilot

The Engagement Autopilot automates personalized outreach to your members. It monitors member behavior and triggers actions: welcome series for new sign-ups, re-engagement campaigns for declining attendance, birthday greetings, milestone celebrations (10th visit, 1-year anniversary), and win-back sequences for lapsed members. Each automation can generate personalized email or SMS content using AI. You review and customize the rules, and the system handles execution in the background.

AI Email Inbox (First-Responder)

Once you connect your studio email under Settings > Email Inbox, the AI Email Inbox acts as a first-responder for incoming messages. It classifies intent (booking questions, billing inquiries, schedule changes, sub requests), looks up relevant data, drafts responses, and either sends them automatically or queues them for staff review based on your confidence threshold. Complex issues and complaints are escalated to human staff. All resolutions are logged in the AI Assistant > Inbox dashboard.

Churn Risk Prediction

Every active member receives an AI-generated churn risk score from 0 (very unlikely to leave) to 100 (very likely to leave). The 12-feature ML model considers visit frequency trends, days since last visit, membership tenure, cancellation patterns, booking behavior, and engagement with communications. Members above the risk threshold appear on your dashboard with recommended retention actions. The Retention Dashboard shows aggregate risk distribution and trends over time.

AI Content Generation

The AI can generate marketing emails, social media posts, class descriptions, and SMS messages. In any content editor, click AI Assist and describe your goal. The AI drafts complete content matching your studio's brand voice. All generated content is fully editable before sending.

API Keys and External API

AuraFlow provides a REST API for building custom integrations. Generate API keys under Settings > Integrations > API Keys. The creator shows a granular scope selector so you can lock a key down to just the endpoints an integration actually needs (members read, bookings write, payments read, etc.) instead of granting blanket access. Revoke any key instantly — a single revoke invalidates all traffic for that key.

The public REST API lives under /api/v1/external/* and covers members, classes, schedules, bookings, memberships, payments, and attendance. Interactive API documentation is available at your AuraFlow subdomain under /api/docs. Staff access tokens are valid for 4 hours with 30-day refresh tokens; stale tokens are cleaned up nightly.

EMR Integration (FHIR R4 and HL7v2)

AuraFlow supports electronic medical records integration via FHIR R4 and HL7v2 protocols. This enables healthcare-focused studios, rehabilitation centers, and wellness clinics to exchange patient data with EMR systems. Configure the integration under Settings > Integrations. Supported resources include Patient, Appointment, Encounter, and Observation. HL7v2 ADT messages (admit/discharge/transfer) are also supported for legacy systems.

Mailchimp Sync

Connect your Mailchimp account under Settings > Integrations to automatically sync your member list to a Mailchimp audience. New members are added automatically, and membership status changes are reflected in Mailchimp tags. This lets you use Mailchimp's advanced email marketing tools alongside AuraFlow's built-in campaigns.

Zoom (Hybrid + Virtual Classes)

Connect a Zoom Server-to-Server OAuth app under Settings > Integrations > Zoom. Any class session marked is_virtual automatically provisions a recurring Zoom meeting in the studio's timezone. Join links are emailed to booked members one hour before class — and only to members whose active membership has digital access (online or all-access scope). In-studio-only members never receive Zoom links, so you can run hybrid classes without exposing the stream to unpaid viewers.

ClassPass

Navigate to Settings > Integrations > ClassPass to connect your ClassPass partner account. Once connected, your class schedule syncs to ClassPass automatically. ClassPass bookings appear in AuraFlow alongside regular member bookings, with ClassPass check-ins tracked separately in attendance reports. You control which classes are listed and how many ClassPass spots per class are available.

CSV Import/Export

Import members, class types, and schedules via CSV under Settings > Import. Export member lists, attendance records, payment history, and analytics data to CSV from any report page using the Export button. Dedicated importers for MindBody and MomoYoga provide pre-configured column mapping for seamless migration.

Webhooks

Configure outgoing webhooks under Settings > Webhooks. Select which events trigger notifications (member created, payment processed, class booked, check-in recorded, etc.) and specify your endpoint URL. AuraFlow POSTs a JSON payload for each event. Failed deliveries are retried automatically. Combine webhooks with Zapier or Make for no-code automations — for example, send a Slack notification when a payment fails or add new members to a Google Sheet.

Portal Overview for Members

The member portal is a separate, member-facing interface at /portal where your students manage their own studio experience. When a member logs in, they see their personal dashboard with upcoming bookings, recent attendance, current membership status, and account notifications (expiring class packs, upcoming payments). The portal is fully mobile-responsive and can be installed as a home screen app (PWA) on any phone or tablet.

Booking Classes

Members browse your full class schedule in a weekly view showing class name, instructor, time, duration, and available spots. Filter by category, instructor, or day. Click a class and then Book to reserve a spot. If full, join the waitlist. Confirmation and reminder emails are sent automatically. Members can also book private sessions by selecting a service type, instructor, and available time slot.

Managing Memberships

The My Membership section shows everything about the member's current plan: type, start date, next billing date, price, payment method, and remaining credits for class packs. The Billing History sub-section lists every payment with downloadable invoices. Members can update their payment method (credit card or bank account) at any time without contacting the studio. They can also cancel bookings from My Bookings within the studio's cancellation window.

Gift Cards

Members can purchase and redeem gift cards through the portal. They can view their gift card balances and apply them at checkout for classes, memberships, or retail purchases.

Videos

The Video Library in the portal provides a Netflix-style browsing experience. Members see all videos they have access to based on their membership type, organized by category with search and filter functionality. They can favorite videos, track viewing history, and resume where they left off. The video player is optimized for all devices including smartphones and tablets.

Workshops, Courses, and Waivers

Upcoming workshops and multi-session courses are displayed prominently on the portal with enrollment and payment handled directly. If your studio requires waivers or health forms, members can review and sign them digitally through the portal. Members can also manage their profile, communication preferences, and security settings.

Studio Settings

Navigate to Settings > Studio to configure your studio name, upload your logo, enter your physical address, set your timezone, and define business hours. The studio name and logo appear on all member-facing pages, emails, and receipts. The timezone controls how class times display throughout the platform.

Locations

Manage multiple locations under Settings > Locations. Each location has its own name, address, timezone, rooms, and operating hours. Staff can be assigned to one or multiple locations. Switch between locations using the dropdown in the top-left corner of the sidebar — all KPIs, schedules, and reports update to reflect the chosen location. An "All Locations" view provides aggregate reporting.

Communications (Email + SMS)

Under Settings > Communications, configure your outbound email and SMS (via Twilio) delivery. AuraFlow uses your studio's own SMTP account (Purelymail, Gmail, Google Workspace, Microsoft 365, or any provider) as the primary email sender so every message appears to come from your studio's domain, not from AuraFlow. If SMTP fails, AuraFlow falls back to your studio's SendGrid account if you have one connected. AuraFlow never falls back to a platform email for tenant operations — your studio's identity is always preserved.

Customize templates for booking confirmations, cancellation notices, class reminders, membership renewal alerts, payment receipts, Zoom links, and more. Templates support merge fields and show a live preview. Set the "from" name, reply-to address, and enable/disable individual message types.

Email Inbox Connection

Connect your studio email under Settings > Email Inbox to enable the AI Email Inbox first-responder feature. AuraFlow receives incoming member emails via IMAP, the AI classifies each message (spam, general question, booking inquiry, pricing, schedule, engagement reply, complaint, feedback, or cancellation), and either auto-replies for simple questions or routes the conversation to the needs attention queue for staff. Staff can reclassify any message to override the AI's guess, assign the email to any team member (including instructors), reply manually, or mark it resolved. Access is gated by the module.email permission — separate from the AI Assistant permission so you can grant inbox work to front desk without exposing the broader AI tools.

Integrations

The Integrations page (accessible from Settings) manages all third-party connections: Stripe, ClassPass, Mailchimp, EMR/FHIR, Zoom, and API keys. Each integration has its own setup wizard and configuration options.

Import/Export

The Import page (accessible from Settings) supports CSV imports for members, class types, and schedules. Dedicated importers for MindBody and MomoYoga provide pre-configured column mapping. Export options are available throughout the platform on individual report pages.

Billing and Plans

Your AuraFlow platform subscription is managed under Settings > Billing. View your current plan, next billing date, update your payment method, and review invoice history. Upgrade or downgrade at any time — changes take effect at the start of your next billing cycle. This is also where you connect or manage your Stripe account for processing member payments.

Waivers

Configure digital waivers and liability forms under Settings > Waivers. Create custom waiver templates that members sign electronically through the portal. Track which members have signed and which need to complete their waivers. Require waiver completion before class booking if desired.

Webhooks

Configure outgoing webhook endpoints under Settings > Webhooks. Select events, specify endpoint URLs, test deliveries, and view delivery logs. See the Integrations section for full details.

Audit Log

The Settings > Audit Log provides a complete history of all administrative actions, logins, and security events across your account. Every action is timestamped and attributed to the user who performed it. Filter by date range, action type, or user. This is invaluable for security reviews, compliance, and troubleshooting.

Account Management

Under Settings > Account, manage your personal account settings, change your password, and configure two-factor authentication. This is also where account owners can manage account cancellation and data export/deletion requests for privacy compliance (GDPR, CCPA).