Customer guides
How to run your studio in PositiveForm
One page per workflow, written for the person at the desk. Each guide names the exact buttons and pages, shows what the screen looks like, and says what to do when something does not go as expected.
58 verified guides and 19 drafts. Paste a guide's URL into ChatGPT or Claude, or copy the Markdown from any page.
Attendance and check-in
Check members in at the desk or by barcode, record whole-class attendance, and review visit history.
- Check in from a member workspace Check in a member and undo the check-in when needed. The check-in appears immediately and undo restores the prior state.
- Run front-desk check-in Find a member and record a general or scheduled check-in. A staff-method attendance record appears for the selected member and class context.
- Review attendance history Filter and page through check-in history. The history view shows the requested date, program, location, and page without truncating reachable records.
- Record bulk attendance Pick a date and a program (or Everyone) and record attendance for the people who were there. New attendance records appear for the selected people, people…
Members
Create members, keep profiles and notes current, print barcode labels, and follow each member's history.
- Create a member Create a member with identity and contact details. The member is created and opens in the canonical member workspace.
- Maintain member profile and notes Update a member profile and add a private staff note. Profile changes and the new note persist and appear in the correct member context.
- Browse and filter people Search, filter, and page through members, non-members, and staff. The directory exposes reachable, URL-backed result sets without leaking protected contact…
- Manage member lifecycle and subscriptions Review roster placement and subscription state and take the next allowed action. Enrollment and subscription actions preserve the member and household…
- Review member history Review a member timeline and filter attendance or notes. The member timeline loads in reverse chronological context and can be filtered without losing the…
- Print member barcode labels Print scanner-ready stickers from selected members' existing operational barcodes, either from the Members directory or from one member's own ID. A bounded…
Households
Find or create the family household that holds people, agreements, and billing.
- Create and find a household Create a household and find it in the household directory. The new household opens in its People workspace and remains searchable.
- Add an existing person to a household Attach an existing unassigned person to a household. The selected person appears once in the household with the intended household role.
- Manage household people and safety context Add or update people, relationships, and emergency contacts in a household. People and informational relationships save without implying billing, portal…
- Manage member agreement completion Send a signing request or record a safe paper agreement for a household member. The member agreement status reflects the sent or uploaded document without…
- Change or retire a household Update, transfer, or retire household context with explicit safeguards. The requested change completes without orphaning people or crossing organization…
Leads and trials
Capture leads, book trial visits, work the pipeline, and convert a family into members.
- Create a lead and schedule a trial Create an inquiry and schedule a program trial. The lead appears in the pipeline with the scheduled trial date and program.
- Work the lead pipeline Move leads through follow-up and trial states and record communication. Pipeline changes, follow-up dates, trial attendance, and communication notes persist…
- Review a lead record Open a lead record and review its lifecycle, activity, and safe contact context. The canonical lead route shows permitted details and links to the next action.
- Convert a lead Convert a lead into a new or deliberately selected returning member. The lead leaves the active pipeline and the resulting member opens without an implicit…
- Find and archive leads Use recent or complete lead tables and archive or restore a lead. Search and status filters retain context and archived leads leave the active pipeline…
Programs and schedules
Create programs, manage class schedules and pricing plans, and keep staff notes.
- Create a program Create a reusable program and open its operational workspace. The inactive program is created at a stable program route with clear setup actions.
- Manage program schedules Create or edit recurring and one-time program meetings and meeting notes. The schedule and date-specific staff notes persist in the program settings context.
- Manage program lifecycle Activate, update, or end a program deliberately. The program status and settings persist and the UI explains roster effects.
- Duplicate a program Duplicate a program configuration with an explicit choice about active members. An inactive copy opens with the selected safe configuration and no accidental…
- Assign program staff and operating notes Assign teaching staff and maintain operating notes for a program. Assigned staff and notes remain visible in the program workspace.
- Manage program pricing plans Attach or create program plans, choose a default, and archive obsolete plans. The plan catalog changes without enrolling or charging anyone.
Program enrollment
Place members on program rosters and work the enrollment queue.
- Add a member to a program roster Add an existing member to an active program roster. The member appears once on the program roster with the selected status.
- Manage the enrollment queue Search and filter program enrollments and schedule or cancel an end. The queue retains its URL-backed filters and shows the resulting active, waitlisted…
Agreements and waivers
Manage agreement templates, signing order, and public signing links.
- Manage agreement templates Create, preview, publish, unpublish, or archive member agreement templates. Template lifecycle and signing order are explicit and published content remains…
- Configure agreement onboarding order Choose which published agreements are required and their signing order. The onboarding packet order saves and is reflected in member signing status.
- Sign a public agreement Review and sign an active agreement link without staff-console access. The signature is recorded once and the signer sees a safe completion or recovery state.
Billing
Connect billing, create billing profiles and subscriptions, take one-off charges and refunds, and resolve reviews and approvals.
- Create a household billing profile Create a billing profile for an eligible household adult. A default billing profile is created for the selected adult without creating a payment instrument.
- Review household billing Review billing profiles, subscriptions, invoices, and payment setup state for one household. Billing records remain grouped under the correct household with…
- Create a household subscription Create an individual or shared household subscription from a reviewed plan. The subscription is created for the selected members with the reviewed price and…
- Review and reconcile billing operations Review operational billing queues and request reconciliation. The selected queue, filters, and reconciliation result are visible without entering provider…
- Create and refund one-off charges Charge a reviewed one-off item and refund or void an eligible invoice. The charge, refund, or void records the recipient, amount, actor, and resulting invoice…
- Resolve billing reviews Add context, resolve, dismiss, or route a billing review to an owner. The review records the decision and leaves a visible audit trail.
- Approve billing changes Approve or decline a high-impact billing change. The decision and note are recorded exactly once and the request leaves the waiting queue.
- Configure billing policies and catalog Configure schedules, approval policy, discounts, and one-off items. Customer-facing billing configuration saves without exposing or changing platform…
- Manage the studio subscription Choose a PositiveForm plan and open billing self-service. The owner sees current usage and can enter the hosted checkout or billing portal for the…
Advancement and ranks
Configure progressions, record advancement, and review who is ready for the next rank.
- Configure a progression Create or edit a progression from a supported template. The progression and rank visuals persist and become available to member advancement workflows.
- Review advancement readiness Filter members by progression and review who is ready for the next rank. The roster and readiness filters show the intended location, program, rank, and…
- Record member advancement Preview and confirm advancement for selected members. The confirmation records the new ranks once and member history reflects the change.
Testing events
Schedule and run testing events for rank promotion.
- Schedule a testing event Schedule a testing event with eligibility, fee, location, and notes. The event opens at a stable route with the reviewed date, eligibility, and fee.
- Run and finish testing Register candidates, record results, and finish a testing event. Roster and fee state are explicit, results persist, and finishing the event prevents…
Communications
Work the conversation inbox and member messaging.
Tags
Organize members, leads, and households with studio tags.
Parents and guardians
Browse the directory of adults connected to members.
Staff
Invite staff, maintain staff profiles, manage access, and record staff achievements.
- Invite staff Add a staff profile, choose work locations, assign roles, and send an invitation. The staff profile is created once and its invitation state is visible.
- Maintain a staff profile Update staff identity, photo, status, work locations, and optional member link. Changes persist without confusing staff employment status, login access…
- Record staff achievements and ranks Record staff achievements and optional training rank history. Achievements and rank changes appear on the staff identity without granting permissions.
- Manage staff access Assign roles and extra permissions or safely import and export access definitions. Effective permissions update only after validation and remain inspectable.
User roles
Define roles, assign capabilities, and preview what a role can see.
- Manage reusable roles Create, duplicate, edit, import, export, or remove reusable permission roles. Role changes validate server-defined capabilities and do not silently change…
- Preview a role safely Preview a role with server-enforced read-only access. The preview clearly identifies the role, masks protected data when configured, prevents mutation, and…
Locations
Create and maintain the physical locations a studio operates.
- Create a location Create a studio location and make it available to operations. The new location opens in settings with its profile ready for completion.
- Maintain or retire a location Update location details and hours or retire a location safely. Profile, hours, staff assignments, and any retirement replacement are saved without stranding…
Organization settings
Maintain organization details and branding, or delete an organization.
- Maintain organization details and branding Update business details, icon, and banner. Organization details and safe image assets update across the branded console.
- Delete an organization Request or confirm organization deletion with explicit consequences. The organization follows the documented deletion lifecycle and the user reaches a safe…
Settings
Find every configuration surface from the settings home.
Workspace navigation
Switch the working location or organization.
- Switch organizations Switch the active organization safely. The console reloads in the selected tenant and does not retain data from the prior organization.
- Switch operating locations Switch my operating location without changing organizations. Location-scoped pages reload for the selected location while the tenant remains unchanged.
Dashboard
Read the studio dashboard and what each number means.
Getting started
Draft a studio workspace, create the organization, and plan a migration from another system.
- Create a studio organization Create a studio organization and enter its console. The organization is created and the owner reaches organization-scoped setup.
- Record migration and service needs Review the migration offer and tell PositiveForm what help I need. The owner can continue through the migration offer and save service needs without exposing…
- Build a studio workspace before creating an account Build a working studio workspace before creating any account, and keep it by saving my progress. The draft workspace persists across reloads in the same…
Sign in and sign up
Create a staff account and sign in to the console.
- Sign in to the staff console Sign in and reach the organization-scoped console. The authenticated user reaches the selected organization or a clear organization setup/access state.
- Create a staff account Open the dedicated registration flow from sign in. The application renders Clerk registration at the dedicated sign-up route.
Data imports
Start, validate, commit, reconcile, or roll back an import from another system.
- Start a studio import Download canonical templates and create an isolated import job. The import job opens without creating operational records.
- Upload, map, validate, and review import data Upload files, map fields, validate relationships, and review retained records safely. Validation reports unknown, duplicate, consent, and relationship issues…
- Commit and reconcile an import Lock a reviewed snapshot, commit it transactionally, reconcile it, and activate the accepted baseline. Operational records are created or matched once…
- Discard or safely roll back an import Discard staged data or preview and execute a safe rollback of untouched import-owned records. Discard purges staged personal data; rollback removes only safe…
Integrations
Connect Stripe and Resend and manage marketing email.
- Connect and operate Stripe Connect Stripe, inspect account status, and manage customer-visible webhook setup. Connection status, charges readiness, product sync, and webhook health are…
- Connect and verify Resend Connect Resend and verify sending, receiving, and delivery webhooks. PositiveForm verifies each customer-managed channel and stores no secret in guide or run…
- Configure organization email marketing Configure, activate, pause, resume, or disable marketing email automation. Marketing status and automation settings change only after explicit acknowledgement…
Developer setup
Issue API keys and configure webhook endpoints.
- Manage developer API keys Create, rotate, and revoke developer API keys from the product. Key lifecycle is visible, new secrets are shown only once, and revoked keys cannot be used.
- Operate webhook endpoints Create, test, rotate, archive, and inspect customer webhook endpoints and deliveries. Endpoint state and delivery/replay history are visible without turning…