DanceFlow Knowledgebase
Help for studios, organizers, and dancers
Search practical guides for CRM, scheduling, events, ticketing, marketing, public discovery, payments, and studio operations.
Start with the basics
Find setup guides for studio workspaces, public profiles, client data, billing, and daily operations.
Follow real workflows
Learn practical tasks like creating events, using QR check-in, setting early bird pricing, and managing guest coach lessons.
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Events
Adding an Event Schedule or Agenda
Create an optional public event agenda with schedule items grouped by date for single-day or multi-day events.
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Clients & CRM
Adding Client Photos for Staff Verification
Learn how client photos help staff verify accounts and prepare for future QR check-in workflows.
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Public Profile
Adding Staff Photos and Credentials
Learn how to add staff photos, teaching certifications, and titles for instructor profiles.
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Booking Requests
Approving or Declining Booking Requests
Learn what happens when staff approves or declines a booking request.
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AI & Automations
ARIA Automation Center vs ARIA Operations
Understand the difference between configuring ARIA in Automation Center and supervising ARIA in Operations.
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AI & Automations
ARIA Operations Expanded Setup
Expand ARIA ownership, digests, policies, and automation after the first-week workflow feels dependable.
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AI & Automations
ARIA Operations Quick Start
Set up ARIA Operations with a simple first-week workflow that keeps owners in control.
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Billing & Payments
Billing, Payments, and Payouts
Understand the difference between DanceFlow subscription billing, client payments, and Stripe payouts.
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Events
Checking In Event Attendees
Learn how to use event check-in to track attendance for registrations and group class sessions.
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Scheduling
Choosing the Right Lesson Billing Type
Learn when to use Package Credit, Membership, Pay-as-you-go, or Free/Comped billing for lessons.
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Clients & Portals
Client Portal Linking: Invites vs Existing Accounts
Learn how to connect a client record to portal access, when to send an invite, and when to link an existing account.
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Billing & Payments
Collecting In-Person Card Payments in DanceFlow
Use a registered Stripe reader to collect an in-person payment and attach it to the correct DanceFlow payment record.
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Scheduling
Connecting Google Calendar
Connect a shared studio calendar or personal instructor calendar so DanceFlow schedule activity can stay visible in Google Calendar.
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Marketing
Creating a Marketing Campaign
Learn the basic steps for drafting, previewing, testing, and sending a DanceFlow marketing campaign.
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Documents & E-Signatures
Creating and Sending Documents for E-Signature
Learn how documents and e-signatures help studios collect agreements, waivers, and acknowledgments.
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Events
Creating Multi-Location and Multi-Date Events
Learn how multi-location and multi-date event setup helps organizers run recurring series without rebuilding the same event repeatedly.
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Getting Started
Current DanceFlow Capabilities
A current overview of the major DanceFlow tools available for studios, organizers, instructors, and students.
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Events
Duplicating an Event
Learn how duplicating an event helps organizers copy event details and avoid recreating complex events manually.
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Documents & E-Signatures
Finding Signed Documents and Waivers
Learn where to look when you need to confirm whether a client or event attendee signed a document.
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Getting Started
Getting Started Checklist for Studios
A practical checklist for setting up a new studio workspace in DanceFlow.
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Getting Started
Getting Started with Organizer Suite
Learn the core steps for setting up an organizer workspace, creating events, and preparing to take registrations.
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AI & Automations
How ARIA Autonomy and Safety Work
Learn what Handle automatically, Prepare for my review, Notify me only, and Off mean—and what ARIA is never allowed to do automatically.
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Security & Privacy
How DanceFlow Protects Your Studio, Students, Events, and Business Data
A plain-English overview of the security protections DanceFlow uses to help protect studio, student, event, payment, and business data.
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Client Portal
How Students Access the Portal
Help students and clients sign in to their studio portal using the correct email address and secure sign-in link.
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Events & Ticketing
How to Manage Guest Coach Lesson Slots
Manage guest coach private lesson availability, including blocking and unblocking lesson slots.
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Events & Ticketing
How to Resend a Ticket Confirmation
Resend an event ticket confirmation email when an attendee cannot find their tickets or QR codes.
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Account Access
How to Reset Your Password
Learn how to use the forgot-password flow and create a new password for your DanceFlow account.
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Events & Ticketing
How to Review Event Registration Payment Status
Use event registration visibility tools to review payment, ticket email, QR ticket, and document status.
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Public Profile
How Verified Staff Credentials Appear Publicly
Learn how verified staff certifications and achievements can appear on a studio public page.
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Getting Started
Importing Client Data from a CSV
Learn how to upload, review, and execute a client CSV import in DanceFlow.
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Billing & Payments
In-Person Payment Options and Reader Requirements
Understand the difference between Stripe Dashboard Tap to Pay and DanceFlow-controlled card reader payments.
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Independent Instructors
Independent Instructors and Host Studio Rentals
Learn how DanceFlow supports independent instructors who rent space from host studios.
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Booking Requests
Letting Portal Clients Request Lesson Times
Learn how existing clients can request lesson times from the client portal.
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Public Discovery & Leads
Making Your Studio Visible in Public Discovery
Learn what controls whether your studio appears in public discovery and how to improve your public listing.
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Booking Requests
Managing Booking Requests
Learn how public intro requests and portal schedule requests flow into the staff approval queue.
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Scheduling
Managing Daily Closeout and Lessons That Need Review
Understand Daily Closeout, why lessons need review, and how to handle payments, credits, and attendance.
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Events
Managing Event Tickets and Registrations
Understand the basic event registration workflow, ticket management, admin sales, and check-in.
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Getting Started
Moving to DanceFlow with the Migration Center
Use the Migration Center to import, map, review, and reconcile data when moving to DanceFlow from another studio system.
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Sales & Revenue
Packages vs Memberships
Understand when to use packages, when to use memberships, and how both can work together.
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Payroll & Instructor Pay
Preparing Instructor Payroll
Review instructor compensation and prepare payroll information before sending it to your payroll or accounting provider.
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Security & Privacy
Privacy, Security, and Student Data Basics
A practical overview of how studios should think about privacy, student data, payments, and account access.
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Billing & Payments
Registering a Stripe Card Reader in DanceFlow
Create a Terminal location, register a Stripe reader, and refresh reader status from the Billing & Payouts page.
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Events & Ticketing
Reviewing Event Profitability and Closeout
Use event profitability, refunds, fees, expenses, labor, and check-in data to review an event before settlement.
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Events
Selling Guest Coach Private Lesson Slots
Set up guest coach availability, generate private lesson slots, and let dancers book paid event coaching times.
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Events
Selling Tickets from the Admin Side
Learn how staff can manually record event ticket sales from the workspace side.
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Reports & Expenses
Sending Secure Reports to Your Accountant
Send selected accounting reports through a private, time-limited DanceFlow link and review recent delivery activity.
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Booking Requests
Setting Booking Availability Rules
Learn how availability rules control when clients can request lesson times.
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Reports & Expenses
Setting Up Accountant Report Delivery
Save accountant details, choose reports, and decide whether reports should be sent manually or on a recurring schedule.
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Public Discovery & Leads
Setting Up Intro Lesson Requests
Learn how intro lesson requests work and how studios can use them to turn public interest into leads.
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Getting Started
Setting Up Team Members and Front Desk Access
Learn how studios can think about team access for owners, instructors, admins, and front desk staff.
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Public Discovery & Leads
Setting Up Your Public Studio Profile
Learn how to complete the public-facing studio profile that dancers see in DanceFlow.
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Public Profile
Submitting Staff Credentials for Verification
Learn how credential verification works before certifications and titles appear publicly.
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Scheduling
Syncing an Instructor Schedule to Google, Apple, or Outlook Calendar
Learn how instructors can subscribe to their DanceFlow schedule from a mobile or desktop calendar app.
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Billing & Payments
Taking In-Person Payments with Stripe Dashboard Tap to Pay
Use Stripe Dashboard Tap to Pay as a fallback phone-based payment option, then record the payment in DanceFlow.
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Clients & Portals
Troubleshooting Client Portal Invite Emails
Steps to take when a client says they did not receive or cannot use a portal invite email.
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Public Discovery & Leads
Turning Event Registrations into CRM Leads
Learn how studio-owned event registrations can help build your DanceFlow CRM and support follow-up.
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Reports & Expenses
Understanding Basic P&L Reports
Learn how DanceFlow uses tracked revenue, refunds, fees, and expenses to build a basic profit and loss view.
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Client Portal
Understanding Branded Portal Invite Emails
Learn why portal invite emails include the studio name and logo, and what students or independent instructors should expect.
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Platform Updates
Understanding Dashboard Alerts and Announcements
Learn how DanceFlow dashboard alerts are used for maintenance notices, feature updates, and important platform announcements.
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Marketing
Understanding Marketing Audiences
Learn how DanceFlow marketing audiences help studios send more targeted messages to leads and clients.
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Events
Understanding Public Event Pages and the Event Cart
Learn how public event pages organize event details, tickets, private lessons, schedules, locations, and checkout.
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AI & Automations
Using ARIA Revenue Insights
Learn how ARIA helps studios find revenue opportunities, follow-up priorities, and event closeout risks.
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Clients & Billing
Using Client Account Credits and Balances
Learn how to add client credits, record balances owed, apply credits to package sales, and keep a truthful account ledger.
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Client Portal
Using Client Identity and QR Verification
Understand how client identity, headshots, packages, memberships, and future QR check-in workflows work together.
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Events
Using DanceFlow Events on Your Website Calendar
Learn how to use your DanceFlow website calendar feed so public events can appear on your own website calendar without duplicate entry.
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Events
Using Early Bird Ticket Pricing
Learn how to add time-limited early bird pricing to event tickets and how DanceFlow handles the active ticket price.
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Events & Ticketing
Using Event QR Tickets and Scan Check-In
Issue QR tickets, resend confirmations, and use QR scanning or manual lookup at event check-in.
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Documents & E-Signatures
Using Event Waivers and E-Signatures
Collect signed waivers or required documents during event registration and review signature status before check-in.
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Reports & Expenses
Using Expenses and Floor Fee Expense Tracking
Track studio expenses and floor fee costs so reporting and profit views are more accurate.
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Marketing
Using Organizer Contacts and Event Audiences
Understand how organizer event registrations can become useful contact records for future event communication.
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Discovery
Using Partner Search
Learn how dancers can create a Partner Search profile, choose goals and styles, and keep communication inside DanceFlow.
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Public Discovery & Leads
Using Share Buttons for Studios and Events
Learn how public share buttons can help studios and organizers promote studio profiles and event pages.
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Communication
Using SMS Consent and Message History
Learn how to record SMS consent and review message history on a client profile.
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AI & Automations
Using the ARIA Automation Center
Choose how ARIA should work across front desk, client relationships, scheduling, marketing, billing, documents, events, payroll, retail, and studio health.
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Client Portal
Using the Student Portal
Learn what students and clients can see in their DanceFlow portal and how studio portal links work.
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Getting Started
Using the Workspace Setup Checklist
Learn how the dashboard setup checklist helps studios and organizers complete their first workspace setup steps.
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Getting Started
What is DanceFlow?
Learn how DanceFlow helps studios manage operations while helping dancers discover places to dance.
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Communication
What SMS Opt-In Means for Studios
Understand what studios should know before texting clients through DanceFlow.
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Public Discovery
Why My Studio or Events Do Not Appear in Public Discovery
Learn how subscription status and visibility settings affect whether studios and events appear publicly.
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DanceFlow Help Assistant
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