A new lead fills out a form at 11:30 p.m., or a walk-in gets missed during a packed Saturday class, and nobody follows up. Not because your team is careless, but because no one knew whose job it was, and there was no system tracking it in the first place.
That gap is expensive. Research shows the likelihood of converting a lead drops by over 80 percent after the first hour, yet studios relying on manual follow-up often take 24 to 48 hours to respond. Every missed hour sends another prospect to a competitor down the street.
WellnessLiving closes that gap with staff roles and permissions that route the right access to the right person, pay rate tools that calculate payroll automatically, marketing suite automations that assign staff follow-up tasks the moment a lead arrives, and CAASI handling conversations around the clock.
Key Moments
0:00 Introduction
1:19 Why Staff Settings Matter
5:17 Too Much vs Too Little Access
7:32 Key Staff Permissions Walkthrough
13:39 Onboarding a New Staff Member
16:26 Pay Rate Types You Can Stack
21:13 Payroll Reports Explained
24:35 Fixing Scheduling Mistakes
31:12 The Lead Follow-Up Gap
32:11 Automations That Create Staff Tasks
43:06 Your AI Front Desk (CAASI)
55:46 Your 4 Actions This Week
What You Will Learn
Configure staff roles and permissions for front desk, instructors, and managers so each person sees exactly what they need
Set up hourly, per-session, tiered, and commission pay rates that calculate payroll automatically
Run payroll summary and payroll detail reports to confirm every staff member's pay before processing
Build working hours, unavailable time, and lunch breaks so clients can never book a staff member who isn't available
Turn on lead nurture, first class free, and stagnant lead re-engagement automations from the marketing suite
Assign automated staff follow-up tasks inside an automation so a real person steps in at the right moment
Set up CAASI notifications so staff get alerted by email, SMS, or push the moment a lead or booking request arrives
Review CAASI conversation logs and staff assistance requests to see exactly what happened after hours
The single most important action this week is to open Setup, then Staff Roles, and review the permissions for your front desk, instructor, and manager roles first. Confirm each role's access to clients, scheduling, reporting, marketing, and CAASI, then lock in the settings so nothing falls through the cracks again.
Getting the Foundation Right
This session walks through the staff settings that determine whether your business runs smoothly or depends on someone remembering everything themselves. Staff roles, pay rates, scheduling, and automated lead follow-up all connect to each other, so getting the foundation right in one area makes every other part of the platform work the way it should.
Staff Roles and Permissions
Every role, from front desk to instructor to manager, needs a different level of access to clients, scheduling, reporting, marketing, and CAASI. Granting too much access creates mistakes that are hard to trace, while granting too little blocks staff from doing their job. Reviewing roles regularly keeps data protected and staff focused.
Pay Rates and Payroll Reporting
Hourly, per-session, tiered, and commission pay rates can all be stacked on a single staff profile and calculated automatically once time clock and service assignments are set up. Running the payroll summary and payroll detail reports before processing payroll confirms every staff member is paid accurately without spreadsheets or manual math.
Automated Lead Follow-Up and CAASI
Lead nurture, first class free, and win back automations keep every new and lapsed lead moving, and adding a staff task inside those automations brings in a personal follow-up at exactly the right moment. CAASI, the AI front desk, handles conversations around the clock and hands off to staff when a request needs a human touch.