Xyzios Guide
Learn Xyzios: every board, and what to do on it.
Xyzios reads your booking platform overnight and lays the studio out as boards, with an AI team that drafts the follow-ups for you to approve. Start with the idea, take the first week a day at a time, or go straight to the board in front of you.
- New hereHow Xyzios worksThe one idea behind every board: Xyzios proposes, you approve, the ledger proves it.
- Five daysYour first weekFifteen minutes a day: one board, a few numbers, one thing to do.
- Your jobFind your roleOwner, director, location manager or front desk: what you open and your rhythm.
- 30 boardsEvery boardWhat each board answers, how to read it and what to do there, with pictures.
Start here
- How Xyzios worksThe one idea behind every board. Xyzios proposes, you approve, the Ledger proves it.
- Roles and accessWhat each role can open, who can approve, and how an owner shapes access in Settings.
- LocationsThe location switcher, what a site’s stage means, and how a Location Manager’s view is fenced.
- HelpWhere the guides live, how to search them, and how to get an answer when a guide does not cover it.Pictures
Your first week
Five short sessions, in the order that pays back first.
- Day 1Read the studio in five numbersOpen Overview and read the five cards across the top, then today’s priorities. Five minutes a morning from now on.
- Day 2Say yes, edit or noApprovals is where your AI team’s drafts wait for a person. Deciding them is the one part of Xyzios only you can do.
- Day 3Who to call todayThe Sales Desk paces this week and this month against your goals, then lists who to call, in the order the chance runs out.
- Day 4Who is drifting awayAt Risk scores every member’s rhythm each night. Call the few who matter most before they cancel.
- Day 5Did it work?Recovered Revenue is the ledger of what your approved actions verifiably earned. It is the proof number behind Xyzios.
By role
What your job opens in Xyzios, and the rhythm that gets the most from it.
- If you own the studioYou open every board and decide what goes out. Ten minutes a day, plus a few settings that make every number work.
- If you are a directorYou run the studio day to day across every location: every department, the desks, and the approval queue.
- If you manage a locationYour boards open onto your own sites: your rooms, your members, your instructors, your numbers.
- If you work the front deskFront Desk is built for you, on a phone: today’s classes, who is booked, and the one thing worth saying to each person.
Day to day
- OverviewThe whole studio on one screen: this month’s money and members, what needs you today, and how the year is trending.Pictures
- My DeskYour queue: approvals at a glance, edits waiting on you, your own to-dos, and the items your AI team has lined up for you.Pictures
- Front DeskToday’s classes, who is booked into them, and the one thing worth saying to each person while they are in front of you.Pictures
- Sales DeskPace against this month’s sales goals and today’s call sheets, listed in the order the opportunity dies.Pictures
- MembersFind any member by name or email and open their whole story: status, visits, payments, alerts, your team’s notes and what your AI team has done for them.Pictures
- At RiskEvery member whose rhythm has slipped, scored nightly, with who has already been contacted and what to do next; plus the Activity report, which lists inactive paying members over any window.Pictures
- ApprovalsEvery member-facing action your AI team wants to take, waiting for a yes, an edit or a no from a person.Pictures
- Ask XyziA conversation with your studio’s own numbers: ask, get an answer that names its source, save it as a report, or turn it into a proposal.Pictures
- PresaleFounding sales, pace to the goal and the launch calendar for a location that has not opened its doors yet.
Departments
- MarketingWhat each channel costs per lead and per purchase, whether the ads are healthy, and how people find you.Pictures
- SalesLeads in, intros open, members out and the revenue they bring, for the company or one location, over the window you pick.Pictures
- FinanceSales from the booking platform, live, and the books by closed month, over one window, for the company or one location.Pictures
- OperationsDid classes run and did people show: coverage, cancellations, no-shows, what a class earns, and the rosters nobody checked in.Pictures
- DataRetention, churn, member value and the revenue projection: do members stay, and what is each one worth.Pictures
- TeamWhat shape the teaching team is in: who is active, how exposed the schedule is, what it costs, and who carries the load.Pictures
- ProgrammingClass fill by slot, format and hour, the schedule mix, and the workshops coming up, for the company or one site.Pictures
- ExpansionThe next location: countdown, pre-sale progress, member growth by studio, the launch milestones and the expansion model.Pictures
Tools
- KPIsEvery location against its goal on one screen, with the dollars per day still needed to hit it.Pictures
- TargetsYour revenue plan for the year against what came in, by location and month, and where the goals are set.Pictures
- CompareAny set of your locations side by side, with counts that add up and rates recomputed rather than averaged.Pictures
- ScorecardYour Growth score and Leak score out of 100, the setup steps still open, and the money flagged at risk.Pictures
- RecapThe monthly numbers a coaching call asks for, against the period before and a year ago, with nothing typed in.Pictures
- Custom BoardThe sessions your class metrics leave out, such as sauna, plunge or private training, counted as sessions used and what they sold.Pictures
- Recovered RevenueThe ledger of what your AI team’s approved actions verifiably earned, entry by entry, with the ones that earned nothing shown too.Pictures
- DocumentsEvery dated document the AI employees have written, plus saved Xyzi answers, filed by department and pinnable.Pictures
- ClassificationTell Xyzios what your products and classes are: what counts as a member, as recurring revenue, as a first visit and as a class.Pictures
Manage
- KnowledgeThe Studio Brief, business links and library documents your AI team reads before it answers or writes anything.Pictures
- ConnectionsWhat feeds your boards, whether each feed is healthy, and how to connect, reconnect or disconnect a source.Pictures
- SettingsWhat this studio has told Xyzios about itself: adjustable numbers, goals, features, expense rules, Front Desk sections, your team and who opens what.Pictures
How-to
One task each, step by step, in the app's own words.
- Set your monthly sales goalsThe leads, intros and memberships each location should bring in each month. The Sales Desk paces every week against them.
- Set the revenue planA revenue goal for every month of the year, by location. The Overview’s To hit plan card and the Targets board pace against it.
- Turn on your AI team's draftsChoose what your AI team drafts for members, posts in public and emails to you. The agents keep working either way; these switches decide what they send.
- Approve, edit or reject a draftEvery draft your AI team writes waits in Approvals for a person. Here is what each button does.
- Invite a teammateAdd someone by email, give them a role and, for managers and the desk, their locations.
- Install Xyzios on your phonePut Xyzios on your home screen so it opens like an app, full screen, without the browser around it.
- Ask Xyzi a questionXyzi answers questions about your studio from the same data the boards use, names where each number came from, and can save the answer as a report.
- Find the guide for any screenEvery board has a guide inside the app. Open it beside the board you are on, or search every guide at once.
- Switch locationEvery board reads for all your locations or for one of them. The location control in the top bar picks which.
- Connect another data sourceYour booking platform is connected when you start. Accounting, ads, Google and your bank feed can be added from Connections.
- Change the theme or your nameLight, dark or match your device, and the name your colleagues see.
- Report an issueTell Xyzios support that something is broken, a number looks wrong, or you have an idea, without leaving the screen.
Concepts
The ideas underneath the numbers, drawn out.
- Proposes, approves, provesThe one loop behind every board: your AI team drafts, a person decides, and the ledger checks what actually happened.
- How someone becomes at riskEvery member is scored each night against their own rhythm. The score decides who is on the list, and how loudly.
- Pace against the planEvery “behind” and “on pace” in Xyzios is one idea: a straight line from the start of the period to its goal, and where you are against it today.
- From lead to memberHow a stranger becomes a member, and why each conversion rate looks at a group of people old enough to have finished deciding.
- The words Xyzios usesThe boards use ordinary words in exact ways. What each one means in Xyzios, how it is counted, and where you meet it.