• Setup Essentials like Logo, Studio Image, and Studio Description

• Setup Classes & Courses

• Setup Locations
  
• Setup Packages and Memberships
• Setup Booking Website
• Setup Membership Agreement
• Customize Member Receipts

Step 3:

Setup Locations

Locations are the different venues where you conduct your classes

• Navigate to Locations tab
• Setup the location types by editing the default Orchard location
• Location name is a short name of your venue, e.g. building name
• Insert an image of your studio space
• Select the amenities available at this particular location (optional)
• Insert the exact address and postal code
• Important: Remember to click the Submit button for any changes to be saved

Step 4:

Setup Packages and Memberships

Setting up packages and memberships is the most important part of this process. Pay close attention to the setup and do reach out to the vibefam team if you're unsure of any parts of this process!

• Navigate to Package Options tab
• Create a cancellation policy for your studio, specifying the minimum hours before a class starts when a student can cancel and receive a class credit refund.
• For members with unlimited memberships, the cancellation policy will not affect them
• Check the required phone number box if you require members to provide their phone numbers before they purchase any packages
• If this is not selected, you will not be able to collect your members' phone numbers

Let's move on to setting up your packages.

• The packages that you setup here will be shown to your members for purchase on the mobile app and website
  • When you switch it "on", they will be published online
  • When you switch it "off", they will be hidden to the public
• First, click on Add Package and name your package
  • Duplicates are not allowed
  • Special characters are not allowed in the package name
• Fill up the description of your package
• Fill up the price of the package
• Input the number of credits the member is eligible for when they buy this package
  • In general, 1 credit refers to 1 class
  • If you sell unlimited memberships, you can input a large number of "999"
• Customize the package validity period (Days, Weeks, Months and Years)
  • Note: 1 month = 30 days

• Set package restrictions if the package can only be used for certain locations and class type

• Customize when you want the package expiry counter to start

From Date of Purchase: Package is activated immediately upon purchase

• For example, if a member purchases the package on 1 January, the package expiry counter will start immediately

After an activation period: Expiry date count begins from the first class booked

• For example, if a member purchases the package on 1 January, but books a first class on 7 January, the package expiry counter will start on 7 January
• There is an option for you to set an activation period, which will encourage members to utilize their packages quickly after purchasing it. If the activation period is 60 days, they will have 60 days to book their first class, otherwise, the package will expire automatically.

From a fixed date: Package is activated from a fixed date

• • Set packages to start on a specific date using the admin portal.

  • Create promotional packages that allow immediate purchase but restrict class bookings to a defined date range.

  • Example: Offer a pre-sale package now, but limit class bookings to the Christmas week.

• You can restrict if you'd like members to book a class when the date is class is before the expiry date or when the date of booking is before the expiry date. The second option will allow members to attend the class past the expiry date as long as the booking was done before the package expired
  • For example, a package expires on 30 June
    • "Date of the class is before the expiry date" will not allow members to book any classes in July since the date of the class extends beyond the package expiry date
    • "Date of booking is before the expiry date" will allow members to book any class after 30 June as long as the booking is done before 30 June
      
      

• Set your reminder emails and in-app notifications here to remind user an X number of days before expiry or when they have X number of credits left.
  • An email will be sent to your members to remind them to renew their package
  • Such reminders can also be sent to yourself or your staff with the same preset conditions
    
    
• Set Day/Time Restrictions if the package can only be used to book classes on specific days and timings. This allows you to sell Peak/Non-Peak hours packages
• For unlimited packages and memberships, you might consider setting a Booking Limit such that members are restricted to a maximum number of classes within a preset period
  • For example, each member can only attend a maximum of 2 classes per day
    
    

• For Configuration of Purchase Limit, it determines how many times a single user can purchase this package and they will not be able to view or purchase the package after. This is especially useful for promotional or trial packages
• Enable Shareable Package Option to allow user to share the package with other users
  • Set a limit of how many people are allowed to share this package
  • All sharing members must have a vibefam account in order for them to share the package
  • Packages can be shared by the members through the mobile app or website or by the admin after purchase

• Important: Remember to click the Submit button for any changes to be saved
  
  

Step 5:

Setup Booking Website

• Setup the booking website unique to your studio by customizing the domain URL that you desire
• Switch on the "website is online" toggle to take it live
• Important: Remember to click the Submit button for changes to be saved
  
  

• Click on the booking website link and open it up. This is the member-facing website for your members to make bookings and purchases.
• Click on "Buy Packages" to view the packages that you have just setup
  • Members will not be allowed to purchase online here until they have completed their Stripe setup

• Return back to the admin portal to configure your Booking Website Settings
• Select between Light/Dark Mode
• Try setting the primary and font colours for your website. Use Hex Code for the exact match of your brand's colour

• Select your preferred user interface for class bookings

• Important: Remember to click the Submit button for any changes to be saved

Step 6:

Setup Membership Agreement

• Your members will be able to view and agree to the purchase agreement before they make any purchase. They will also receive the membership agreement in their emails attached as a PDF with the purchase confirmation.
• You can customize the agreement below

• Important: Remember to click the Submit button for any changes to be saved

Step 7:

Customize Member Receipts

• Customize the receipt that your members will receive after they make a purchase by adding additional text to it.

• Here's an example of a receipt

• Important: Remember to click the Submit button for any changes to be saved

Congratulations! You have completed the important configurations for your studio. A few more steps before you are ready to go-live.

Next up, add your staff into the system.