Joulie, your studio assistant

Owners and admins switch Joulie on in Settings → Joulie. It then writes a morning briefing, a weekly digest and a live digest on Today, raises things to watch (a class short of its minimum, free places with people waiting, a regular who has gone quiet), and answers your team’s questions.

To ask, press Joulie in the top bar of any dashboard page, or Ctrl+/ (⌘/ on a Mac); on a tablet or phone, the round Joulie button in the corner. It opens beside the page and stays open as you move around, so you can keep working. In the app, Studio mode has Ask Joulie under You. Ask about today’s classes, waitlists, a client’s credits, orders or your reports. Each answer shows what Joulie looked at and links to the pages its facts come from, so you can check them.

At the top of the chat, Looking at says what Joulie can see of the page you are on: its name and filters (Orders · Unpaid), its page number, or the client or class it is about. Ask about “these” or “this client” and it uses them. Press the cross to keep a page to yourself; Joulie only ever reads pages your role can open, and nothing on the page can tell it what to do.

Every number in an answer is checked against what it read from your studio’s records. If a figure can’t be checked, you see “I couldn’t check every figure…” and the links instead of the answer.

Instructors get a prep summary of their own next classes on Today (on the dashboard and in Studio mode): who is coming for the first time, who is new or back after a while, who likes a particular bed and whether they have it, which session of a course it is, and any cover. It never includes health notes, waivers or contact details: each class’s list shows those to its instructor.

Ask it to do something and it prepares a proposal instead of doing it:

• Book a client into a class, on the bed they asked for if you say so. It checks they have credits first.
• Cancel a client’s place for them, under your cancellation policy: a late cancellation keeps the credit and charges your late-cancel fee, as if they had cancelled themselves.
• Move clients to another class, now or as an offer they accept or decline.
• Consolidate a class below its minimum: move the people you name to another class and cancel it, with everyone else refunded and told (owners and admins).
• Change the timetable: add a class, move one to another time, change its capacity or cancel it (owners and admins).
• Give or take back credits. The ledger names the person who approved it and says it came through Joulie.
• Draft a message: a win-back email to regulars who have gone quiet (only to clients who said yes to marketing emails), or a note to the people waiting that a place is free.

Alerts on Today and the Briefings page have a Prepare button for the same thing: a consolidation for a class at risk, a win-back email, a free-place note.

Proposals wait in Joulie’s Waiting tab, with a count on the Joulie button and a line on Today (in the app, under You → Approvals). Each one shows what changes, the effect on credits, who will be told and how, the exact message when one goes out, and anything to check first.

• Approve: it runs once, as you, through the same steps as doing it yourself, so it is checked again against the class and the client as they are now. If the class has filled up meanwhile, it says so and nothing changes.
• Reject: nothing changes. You can say why; the reason is kept with the proposal.
• Withdraw: the person it was prepared for can take it back while it waits.

Who may approve follows your team’s roles: the front desk approves bookings, moves, credits and messages; owners and admins approve everything, including the timetable; instructors see no proposals. Those who may approve get an “Approvals waiting” notification in the app, which they can turn off.

Proposals expire if nobody answers: bookings after a day (or when the class starts), moves and consolidations after 12 hours, credits after three days, timetable changes and messages after two. The Decided tab keeps what was approved, rejected, withdrawn or expired, and what running it did.

It declines, without asking an AI model, questions about medical or legal matters, health forms and waivers, contact details, other studios, changes in bulk (“cancel every class tomorrow”) and its own instructions. Where it helps, it suggests who to talk to: the studio’s owner, a GP or physiotherapist, a solicitor, or our support team.

• It never sees health forms, waivers, email addresses, phone numbers or dates of birth. Clients appear to it as a first name and an initial.
• Notes, messages and names typed by people are read as data, never as instructions.
• Your conversations are yours alone: other team members can’t read them. They are deleted 30 days after the last message, and straight away if a client they mention has their account deleted.
• Every question, proposal and decision is in Joulie’s audit log, with contact details removed.
• A monthly budget (Settings → Joulie) and a limit of 30 questions an hour per person keep its use in check. Owners and admins can pause it there in one step, tune every alert’s threshold, and see what it used this month.