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AI & Automations

ARIA Operations Expanded Setup

Expand ARIA ownership, digests, policies, and automation after the first-week workflow feels dependable.

Overview

Use the expanded setup after the first-week ARIA workflow feels predictable.

A simple workflow that staff uses consistently is better than an advanced workflow the team avoids.

Before expanding

Continue with the starter setup until:

  • The primary owner checks ARIA most days
  • Staff understands approval versus completion
  • Actions are not regularly left unassigned
  • The morning digest is being received and read
  • ARIA recommendations generally match real studio needs
  • Staff understands which actions require human judgment

Expand in four layers

### 1. Ownership

Give each action category a clear owner.

For a small studio, two ownership groups are often enough:

  • Customer follow-up
  • Business and financial review

### 2. Digest rhythm

Keep the morning digest focused on the day's top priorities.

Add an end-of-day digest only when the team benefits from a carryover summary.

### 3. Policy tuning

Group policies by risk.

Good early candidates for careful expansion include:

  • Low package balances
  • Stale active students
  • Intro without purchase

Keep payment, membership billing, event payment, and financial issues in manual review longer.

### 4. Automation

Enable auto-approval for only one supported low-risk policy at a time.

Start with normal priority or lower, then observe the results for at least one week before expanding further.

Avoid duplicate follow-up

Before enabling an Automations rule, confirm that ARIA is not already producing similar client follow-up.

Use one primary workflow for each business need.

Weekly review

Once per week, review:

  • Open and overdue actions
  • Unassigned work
  • Snoozed actions returning soon
  • Policies producing too many or too few recommendations
  • Auto-approved actions later skipped or dismissed
  • Digest and outbound delivery results

Simplify when needed

Reduce the setup when:

  • Staff ignores one or both digests
  • Too many actions remain unassigned
  • The same recommendations are repeatedly dismissed
  • The Operations Center feels overwhelming again

Turn off one digest, return a policy to manual review, or lower the auto-approval priority.

Full printable guide

[Download the ARIA Operations Expanded Setup PDF](/guides/DanceFlow_ARIA_Operations_Expanded_Setup_Guide_Revised.pdf)