Vibe AI: Support Guide & FAQs
A reference guide for studios on how Vibe AI automates class bookings, cancellations and rebooking over WhatsApp. Answers to the most common questions.
1. What Is Vibe AI?
Vibe AI is your studio's automated booking assistant on WhatsApp. It notifies members about class changes, answers booking questions, and lets members book, cancel, and rebook classes by simply replying to a WhatsApp message. All without any staff involvement.
When a class gets cancelled or a member wants to book, the AI Agent manages the entire conversation on WhatsApp, from the first notification through to a confirmed booking.
Vibe AI handling a cancelled class, a member-initiated booking, and a post-class rebooking prompt — all automatically.
Why studios use it
|
Benefit |
What it means |
|---|---|
|
Save staff hours |
No more manual calls or messages to rebook members. The AI handles hundreds of conversations simultaneously. |
|
Instant notifications |
Members are notified within seconds of a cancellation, reducing frustration. |
|
Policy compliance |
Cancellation fees, booking limits, and package rules are automatically enforced — no human errors. |
|
24/7 availability |
Members can book or cancel anytime, even at midnight. The AI Agent never sleeps. |
4. Accessing and Managing Conversations in Your Vibe AI Inbox
Logging in to your vibefam admin portal. Then click on "VibeAI" on the left tab: 
Every AI Agent conversation is logged in your Vibe AI inbox, inside your studio dashboard. You can review any conversation at any time, even though replies are handled by the AI.
- View Conversation History — see the full back-and-forth between the AI Agent and any member.
- Escalation Alerts — conversations the AI Agent flags as “Needs Attention” (for example, a refund request) are highlighted so your team can step in.
- Reply Restriction (for now) — staff can view conversations but can't yet reply directly from the inbox; members are told to message the studio separately if they need a human.
5. Credits & Billing
Vibe AI runs on a credit system. Every automated message and every action the AI Agent performs on a member's behalf uses credits from your studio's balance.
|
Item |
Cost |
Approx. value |
|---|---|---|
|
Automated message (reminder, rebooking, cancellation notice) |
10 credits |
~US$0.10 |
|
AI Agent action (e.g. booking, cancelling, checking a package) |
30 credits |
~US$0.30 |
|
1 credit |
— |
~US$0.01 |
Free monthly credits
Every studio receives free credits each month so Vibe AI can run at no cost. The amount is sized to your studio so that everyone gets a comparable amount of value — a flat number for every studio would leave small studios running out on day one, while larger studios would barely use theirs.
Your dashboard shows your current balance and renewal date — for example, a studio on a 2,500 credit/month plan (worth about US$25) sees its balance reset on the 1st of every month. New studios start on a flat introductory amount.
Manual top-up
If you run low on credits, you can top up manually at any time from Vibe AI → Top Up Credits. Enter the number of credits you'd like to add, confirm the amount, and it's charged to the card on file for your subscription.
Manual top-up: choose a credit amount and confirm the charge.
Auto top-up
To avoid ever running out, enable Auto Top-Up from Vibe AI → Auto Top-Up Settings. Set a credit amount to add and a balance threshold — once your balance falls below that threshold, the same amount is automatically charged to your card on file.
Auto top-up configuration: set the top-up amount and the balance threshold that triggers it.
Once enabled, your dashboard confirms the active rule and your current balance:
Auto top-up enabled — credits will top up automatically before you run out.
If a top-up fails
If your card declines, Vibe AI pauses automated services until the issue is resolved. You'll see a clear alert on your dashboard, and you can update your payment method or retry the charge directly from there.
When credits run out and a top-up fails, Vibe AI pauses until the balance is topped up.
What “paused” means
While paused, automated notifications stop sending and the AI Agent no longer replies to members. Nothing is lost — simply top up credits (manually or by fixing the payment method) to resume immediately.