Staff sign in
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Use your approved studio email. Email verification is only needed to create or reset your password.
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Use the private Annie access code provided during setup.
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All staff profilesToday’s commitments
Open calendarChangeToday’s commitments
Full scheduleTasks
All tasksAsk Annie
Policies, how we do things, and where to find it in Annie.
Today's desk
Reception shiftsAnnouncements
Team chatQuick links
Edit linksLinks with the arrow open outside Annie, in a new tab.
More today
Select a conversation
Select a conversation to review its history and draft.
Your reply draft
Not savedUse this when you already answered this customer outside Annie (Meta Business Suite, Messenger[ai], your phone). Annie sends nothing to them. The conversation stops waiting and the reminder emails stop. A new message from them opens it again.
Staff notes & conversation details
Select a conversation
Use this when you already answered this customer outside Annie (Messenger[ai], your phone, Meta Business Suite). Annie sends nothing to them. The conversation stops waiting and the reminder emails stop. A new message from them opens it again.
Select a report
Confidential. Do not forward report details outside the safety committee.
Team
Choose a conversation
Announcements, channels, direct messages and groups for everyone on the team. Customer conversations are under Messages, Customers.
Reception shifts
Reception coverage, open shifts and cover requests.
Shift and hours guidance
Who is on the front desk and when. Pay comes from these shifts, so keep yours correct: ask for open shifts, ask for cover when you cannot work one, and correct your actual hours on your timesheet.
This week and the next three. A cover request with a suggested replacement is a swap request for that person; approving it gives them the shift. A shift asked to be covered with nobody named can be taken by anyone who asks, or posted open.
Waiting for a manager
Asked for cover, nobody named yet
The people the shift pickers offer, in this order. Someone set aside keeps their shifts but is no longer offered. With nobody listed, every active team member is offered.
| Order | Person | Offered in the pickers | Move |
|---|
My timesheet
History: who changed what, and when
Payroll
Hours per person for a pay period, laid out for entering in QuickBooks. Hours are decimal (1.50 is an hour and a half). No overtime is tracked.
| Person | Timesheet | Instruction | Reception | Vacation | Sick | Total | Needs attention |
|---|---|---|---|---|---|---|---|
| Total |
Back pay this period
Owners only. Separate lines, never added to the regular hours above; the running balance is after this period's line is paid.
| Person | Line | Hours | Amount | Paid to date | Remaining | Status |
|---|
Close the pay period
Closing confirms every timesheet of the period that has no correction of hours waiting, so nothing in it changes until a manager reopens it. A manager cannot confirm their own; an owner can. For an owner it also marks the period's back pay paid.
Pay rates on file
Which instructor on the class schedule each person is. The timesheet reminders count classes and private lessons on the schedule as work in the period, and the timesheet offers the scheduled teaching hours as a starting point. A person whose name is exactly an instructor's is matched automatically.
| Person | Instructor on the schedule |
|---|
Morning staff email
The 6 am email each instructor gets about their day, and the summary. What the email says is unchanged.
Studio
Other studio work
Calendar
Add or change events
Filters
Instructor narrows group classes, private lessons and dances. Room narrows anything with a room.
Schedule sources · Details
Available private-lesson times
Midtown Stomp - Door practice
Sample customers only. The real front desk is Front Desk > Check in.
Find a customer
One payer, several guests. Link individual accounts when available.
Recent check-ins
PRACTICE ACTIVITYAdmission & check-in
Select admission, classes and guests.
Due now
Practice only · card reader is not connected
Draft pricing uses the observed $18 band / $12 DJ door prices and a $13 class example. Presales apply only to their event. The future live screen will verify the actual date, pricing, memberships and passes in Mindbody.
Find a client
Search clients
Review unlinked past texts
HubSpotlight
CRM preview · Imported HubSpot records and shared staff edits.
Imports are snapshots. HubSpot changes are not synchronized. Appointment references do not reserve lessons.
Customer
Contact details & preferences
Open follow-ups
Add a staff note
Log a call, text, email or meeting
Activity history
Imported properties, associations & coverage
Marketing permission & brand interest
Customer change history
No purchase history yet. Mindbody sales have not been loaded.
| Date | Items | Payment method | Status | Total | Receipt |
|---|
No account details yet. Mindbody account information has not been loaded.
Passes and credits
No passes or credits.
Memberships
No memberships.
| Plan | Status | Next bill | Paid through | Payment method |
|---|
Balance
Campaigns
Write an email or a text, choose who gets it, approve the saved campaign, then schedule it. Managers and owners can approve their own campaigns.
Sending status and setup
What sending does right now
Loading…
Choose a campaign
Open a campaign from the list, or start a new one.
Campaign
More
Write your email
Campaign name and studio
Annie adds the studio name at the start and "Reply STOP to opt out." at the end.
Choose who gets it
Review and approval
Schedule and send
Delivery results appear here after sending. You can check this campaign’s history below.
Delivery results
History
Campaigns
Write and edit an email, see who would be eligible and why, and run the staff review. Managers and owners only.
Campaigns
Audiences
Choose a campaign
Open a campaign or audience from the list, or start a new one.
Preview
Recipients
Why each customer is in or out
Review
Change history
Send
Event listings Draft
Annie posts nothing anywhere. Copy a draft, post it on the site, then record it here.
Logins are in the password manager.
Experiments
Home page hero test: which call to action brings more people to a first lesson or dance.
Syllabus
Dances, levels and patterns as we teach them. For staff only: it never appears on the website.
Resources
Quick links
The shared links on Today. Links to other sites open in a new tab and are marked as leaving Annie. No logins or passwords: those stay in the password manager.
Studio calendar
Closures, showcases, deadlines, workshops, rentals and parties. Internal: customers never see it.
Event preparation
Tasks, milestones and working files for showcases, recitals and workshops.
Staff portal import
Loads Scott's staff portal export into Annie, in two parts. Owners only. The portal keeps running, and importing again only adds or updates what changed. Check first: nothing changes until you load.
The syllabus, knowledge base, links, calendar and event workspaces: Teaching, Library, Quick links, Studio calendar and Events.
Reception shifts, cover requests, the desk team, hours, staff ids and leads, on the studio platform.
Empty: from the start of the current pay period, so past pay stays exactly as the portal's hours say.
Day sheet
Every instructor's private lessons for the day, with lessons left, the next lesson, renewals and notes. From Mindbody each night; read only.
Client move count (Mindbody)
How the real Mindbody client list would sort when it moves to the studio platform. Read only: Annie only reads from Mindbody, writes nothing anywhere, and shows totals, never a name, email, phone or client number.
Matched to existing platform people: 0. The platform has no clients in production yet, so every match below is between two Mindbody records (a client entered twice). When the platform has people, this page will also count matches to them.
Each step reads the client list and the last 24 months of sales, sorts the clients, and then checks the retire candidates one at a time, up to about 3 minutes of work. If candidates are left, press Continue. Only the running totals stay on this page.
Teacher hours in Mindbody
Each teacher's current hours in Mindbody, the starting point for teachers setting their own hours. Read only: Annie only reads Mindbody and changes nothing.
Annie reads the next 4 weeks of each teacher's hours (about 6 Mindbody calls each time you press the button). Nothing is saved.
Room rentals
Each renter's agreement: the room, the usual days and times, the rate, how it is billed and the card on file. The rooms themselves are on the Rooms tab. The day's rentals and what is owed are in Reports, Rentals.
Online private lessons
Which private lessons customers can book online, how long they are, the credit that pays for them, the teachers and rooms offered, and the lesson-time rules. Times come from each teacher's own hours only.
Auto-replies
Which Facebook and Instagram drafts Annie could send by herself, how her drafts compare with what staff actually send, and the switches. Owners only.
Leads
Leads from the lead ads and other tracked sources, from first contact to purchase.
Gift cards
Sell a card, check a balance, see orders and what is owed on cards.
Switch-over setup
What moving off Mindbody still needs from the owners. Each answer is saved for the switch-over and noted in its Questions card.
Class editor
Every class on the schedule: when, who teaches, how it can be booked, its price and its words on the website. Changes reach its future dates.
Articles
Publishing help
The website's articles. Only Published articles are on the website. Drafts, articles in review, scheduled articles before their time and archived articles are not.
Change log
What changed on the public website at each release, in plain words. Only changes that are live are listed. Owners only.
Request a change
Ask for a change to the public website. An owner reads every request. Nothing changes on the website until an owner approves it.
Traffic
Who visits the websites, what they read, where they come from and what they search for. Owners only.
Late cancels and no-shows
Nothing is charged automatically. Staff decide each one: Charge, or Waive with a reason. A group class late cancel is never charged.
Convert image
Make a JPG or PNG much smaller as AVIF, for the websites. The picture is converted in this browser: it is never uploaded.
Lower is a smaller file. 50 to 70 suits photos on the websites.
For example 2000: a wider or taller picture is scaled down first; a smaller one is left as it is.
Tasks
Shared tasks for all staff.
Connect HubSpot
Open HubSpot tasks
Automatic HubSpot tasks
Annie creates a HubSpot task when one of these happens. Every rule is off until an owner switches it on, and each person gets a rule's task only once.
Tasks Annie created
Connection
HubSpot
HubSpot is not synchronized.
Customer tasks
Task
Task change history
About these tasks
Shared by all staff. Anyone can pick up and complete a task.
Includes tasks from the ten imported customers and tasks created in Annie. HubSpot is not synchronized.
Questions for us
Decisions and information needed from Ron or the team.
Add a question for your team
Saved answers show who answered and when. Add another answer if something changes; earlier answers stay in the history.
Supplies
Time off
Reports
Reports in other workspaces
Today's sales
INCOMPLETE
Days follow studio time (Pacific). Swipe the list, use the arrows, or press Left and Right on the day for other days. Mindbody sales show only as far as the last complete Mindbody load.
Account follow-ups
Review customer records before contacting anyone or retrying a payment. This report sends no messages and makes no charges.
Autopay runs
Every night at about 1 am (studio time) the studio platform charges the automatic payments due that day, retries failed ones on days 1, 3, 5 and 7, holds payments that need the member (3-D Secure, a card problem) for staff, and sends approved card refunds. Nobody needs to press anything. Owners only.
| Night of | Status | Charged | Failed | Held | Refunds | Runs |
|---|
No autopay run yet. The first one starts at 1 am.
Daily sales
By payment method
| Method | Total |
|---|
By revenue category
| Category | Total |
|---|
Sales
No sales that day.
| Product | Category | Quantity | Discount | Total |
|---|
Sales over a period
By period
| Period | Total |
|---|
By revenue category
| Category | Total |
|---|
By payment method
| Method | Total |
|---|
Upcoming automatic payments
No automatic payments due in this range.
| Client | Plan | Amount | Date | Method | Status |
|---|
Attendance
No visits in this range.
| Date | Person | Visit | Class | Covered by | Worth |
|---|
Clients
Daily close-out
Sales by payment method
| Source | Method | Payments | Received | Refunded |
|---|
No payments recorded for this day.
Cash drawer
You can look at this day. Your role cannot close it.
Locked. This record is never edited; a correction is added beside it.
This day was closed while some sales might still have been missing from the totals.
| Source | Method | Payments | Received | Refunded |
|---|
Corrections
Who did what
| Day | Drawer | Expected | Counted | Over / short | Closed by |
|---|
No close-outs in this range.
Refunds and voids
What waits for a manager or owner to approve, and what was decided. Card refunds are sent at the next payment run (about 1 am).
Payment problems
Memberships with a failed payment, a payment held for authentication, or suspended.
Card disputes
Owners only. Every card dispute, its status and when the evidence is due.
Room rentals
Confirm the hours rented, see what is owed, and take cash or a check.
AI usage
Annie's real AI calls (not practice data): website chat answers, answers to texts and private drafts. Days follow studio time.
| Period | Website chat | Text | Drafting | All calls | Tokens | Estimated cost |
|---|
Settings
My website profile
Choose whether to have a page about you on the studio website's team page. It is off unless you turn it on, and an owner approves it before it appears.
Open my website profileTeam
Owners only. Add staff members, choose their roles, manage the emails they sign in with, and edit their website pages.
Open the Team screenWhat Annie knows
Owners and managers. The questions Annie and the team need answered, and the answers Annie uses. Managers see the questions Annie could not answer.
Open what Annie knowsEmail and text delivery
Whether website replies, contact forms and texts are reaching people. These checks send nothing.
Account connections
Meta account permission and app review must be completed before all customer activity can arrive. Each channel needs an end-to-end test before sending is enabled.
Drafting & current event details
Midtown Stomp and Midtown Stomp Learns share swing guidance. Spotlight uses its own ballroom guidance. The free first MTS night requires completing the MTS ad form; it is not a general Spotlight offer.
Every reply remains a private draft until staff approves sending. The pilot budget is $20, with a $3 daily limit and up to six draft attempts per conversation per day. Limits cover Annie’s tracked requests, including reserved costs for uncertain results.
What Annie sells, in one place. Changes here are saved in Annie and do not change Mindbody. You can look but not change these; ask an owner or manager.
Nothing matches. Clear a filter, or check the spelling.
| Count | Expires | Online | Mindbody id | Actions |
|---|
Revenue categories group the sales reports. Add one, rename one, change which brand it belongs to, or merge one into another to tidy up: every item in it moves.
| Category | Brand | Items | Actions |
|---|
No revenue categories yet. They appear when the Mindbody pricing options are loaded.
Memberships that bill automatically. Add a plan, edit one (a change makes a new version; members keep the version they agreed to until they are moved), change the price for everyone on a plan, or retire a plan so it is no longer sold.
| Plan | Amount | Payments | Members | Online | Status | Actions |
|---|
No membership plans yet.