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Concept

The words Xyzios uses

The boards use ordinary words in exact ways. What each one means in Xyzios, how it is counted, and where you meet it.

A member is not anyone who pays, a visit is not a booking, and a dash is not a zero. Each word below says what it means in Xyzios and links to the board where you meet it. Search, at the top of every page (or / on a keyboard), finds a word anywhere in the guide.

Reading any board

  • A dash (—): not measured, never zero. A figure your access does not include shows a dash with not shown for your role.
  • · now: a balance as of right now. It ignores the date window; the cards that count a flow take the window and say so in their label.
  • · last cohort: a rate that needs a group old enough to have an answer reads the last closed cohort, and ignores the window on purpose.
  • Maturing and closed: a cohort row marked maturing can still rise; closed is final.
  • All locations: the company view. Some revenue and some people carry no location, and some sales are recorded at a different room from where the class happens, so the sites need not add up to the company. The company total is the truth; the per-site split is attribution. See Locations.
  • Stage: every location is planned (a room that is coming, outside the live numbers), presale (doors not yet open, memberships on sale) or live (open and trading; only live locations are billed). A presale room turns live by itself the night after its first attended check-in; any other change of stage is made by Xyzios support (Report issue, in your account menu).

Your AI team and approvals

  • Draft: something an agent wants to do, written out for a person to decide: an email to a member, a reply to a review, a Google post. Nothing reaches a member, a review or your Google listing until a person approves it. See Proposes, approves, proves.
  • Waiting for you: drafts nobody has decided yet. The rail badge counts them, plus approved emails whose send was refused. On Approvals.
  • Approval: the yes that lets a draft go. It is a one-way record with no undo: if something approved has not gone out yet, reject it, which records the reason. Owners and Directors decide on everything; a Location Manager decides for members whose home location is one of theirs.
  • Approve & send: for a member email, approving and sending are one step, and the email leaves from your studio address. Review replies and Google posts are Approve & publish tonight, special hours Approve & apply tonight: those go out on the nightly run.
  • Handled: someone at the studio spoke to the member. It records the conversation; it never contacts anyone and never hides the person. Any save waiting for that member is withdrawn, and no new one is proposed for seven days. On At Risk.
  • Contacted: on At Risk, an outreach that actually went out, read from the Approvals record. A rejected proposal counts as not contacted, because nobody spoke to them.
  • Retention save: a draft asking a slipping member to stay. Saves go only to the recently slipped (within 30 days), to members in payment failure, and to never-attended members while they are still new.
  • Recovered Revenue: the ledger of what approved actions verifiably earned, with the ones that earned nothing shown too. An entry starts when an agent proposes, its clock starts when you approve, and it earns only when the outcome happens, such as a payment collecting or a member staying. Estimates and lifetime value are never credited. The rail calls it Recovered. On Recovered Revenue.
  • Clock running: approved and still inside its window: payment recovery 21 days, retention save 60 days, lead and intro 14 days. The card above the ledger calls these Awaiting outcome.
  • Confirmed: dollars credited only after the outcome happened. A retention save can keep earning while the member stays, one month of dues at a time, up to three months.
  • Expired: earned $0 without a no from you. Either the outcome did not happen (or could not be checked) by the end of its window, or the draft was never approved: nobody decided it within 14 days, or the desk handled the member in person first.
  • Rejected: you said no. It never earns credit, even if the outcome happens anyway.
  • AI credits: what questions to Xyzi use. The meter shows what your studio has left this month and about how many questions that is; credits renew with the month, and an owner can add more with + Add credits. On Ask Xyzi.

Members

  • Member: someone holding a membership. A renewing membership bills on a schedule and counts toward MRR; paid in full (a term pass, a year paid up front) makes a member but never MRR. Class packs and drop-ins make customers, not members, and comps and partner visits (ClassPass and the like) stay out of member counts. Which product is which is decided on Classification.
  • Prospect and former member: a prospect has never had a membership; a former member had one once. On Members.
  • New members: people who joined in the window, counted as people rather than memberships sold, renewals left out.
  • Net members: joins less cancellations. Growth measures it month to month, paying members at month end against the month before; Sales counts joins only.
  • Membership bought, not started: on Mariana Tek, a membership or pass that starts at the first class, bought and not yet booked. It is not a member yet; booking a first class starts it and adds them to the count. On Sales Desk.
  • Visit: an attended class or private session. No-shows, cancellations and bookings still ahead are not visits. Inactive means no visit inside the window you choose.
  • At risk: a member whose own pattern breaks: the regular Tuesday gone quiet, visits halving, bookings drying up. Each is scored; the list starts at 3, High is 6 or more, and a name in red is 7 or more. Signals are plain sentences, such as days since the last visit or no future bookings. On At Risk; see How someone becomes at risk.
  • Churn: cancellations as a share of the members at the start. The Overview and Data read the last closed month, because a month-to-date churn reads near zero early in every month; Compare reads the window you pick. Recap calls it attrition.
  • 90-day retention: the share of a cohort still members after 90 days, against a target of 80%. Until a cohort is old enough it is estimated from churn, and says so. On Data.
  • Repeat visit rate: members who visited two or more times in 30 days. On Data.
  • Activation: two visits in the first week. On Compare.
  • Avg member lifetime: one divided by the three-month average churn, in months. On Data.

Sales and the funnel

  • Lead: a new profile that has never booked or bought. Partner and gift-card profiles are not leads, and bulk imports are left out. See From lead to member.
  • Intro: an intro offer or first-class trial. Active intro offers are the ones open right now.
  • Intro bought, never used: people who paid for an intro, never booked a class, and are more than a week past the intro’s own window. On Mariana Tek, which dates an intro only when it starts, that window is taken as 37 days from purchase, for up to a year. These rows stay off the expiring and not-attending lists. On Sales Desk.
  • First-timer: on the Front Desk, someone booked today or tomorrow who has never attended. On Front Desk.
  • First visit: where a studio’s funnel starts. Xyzios counts first-class purchases; counting a first attended visit instead is switched on by Xyzios support, and then Classification decides which products count.
  • First visit → second visit: the share of first-timers who came back within 30 days, by the month of their first class. Compare calls it First visit → returned.
  • Lead → intro: the newest monthly cohort of leads that has had a full 60 days to convert, company-wide, against its target.
  • Intro → member: people who bought an intro 30 to 90 days ago and became members.
  • Call sheet: today’s calls on the Sales Desk, tier by tier in the order the opportunity dies, each with The play. Work top to bottom: the top tiers go cold fastest. On Sales Desk.

Money

  • Revenue: order totals from your booking platform, less refunds and cancellations. On All locations the Overview’s Revenue · MTD also adds partner payouts (ClassPass, Wellhub), on a cash basis; the Sales board’s does not, and neither does any location tab. Partner payouts are charted on Finance.
  • MRR: monthly recurring revenue from renewing memberships. Finance shows Expected 30-day MRR from active memberships.
  • ARPU: membership MRR divided by the members paying it. On Data.
  • CAC and LTV : CAC: CAC is 30 days of ad spend divided by the last full month’s new members, so read it as a monthly rate. Without Meta connected CAC counts Google only, and LTV : CAC stays blank rather than reading high. Lifetime value takes your gross margin from Settings; until you set one, the LTV note says it is using an industry estimate. On Marketing and Data.
  • Books and held: Books is your P&L by closed month, the management view; your bookkeeper still owns the official books. A month the bookkeeper has not closed shows as held. Sales, beside it, is the booking platform, live to today. On Finance.
  • Est. break-even: the attended heads per class that cover its estimated cost, which is payroll plus rent over the classes run in the last three closed months. With fewer than two closed months it reads Not enough data. On Ops.
  • Visits not priced: a partner such as ClassPass sent visits, but its per-visit rate never reached the booking platform. The visit counts; the money is left out rather than invented.
  • Account credit held: money members have paid in and not yet spent. On KPIs.

Plans, goals and pace

  • Plan and goal: the revenue plan is the whole year; a goal is one month in it. Both are set on Targets. Sales goals (leads, intros, memberships) are set per location in Settings → Goals; a blank one is that location’s last eight full weeks plus 10%.
  • Pace: a straight line from the start of the period to its goal, and where you are against it today. To hit plan, on the Overview, is what to sell each day from here to reach this month’s goal. A weekly goal is the monthly goal ÷ 4.33. See Pace against the plan.
  • No plan, no goal set: not zero. The pace has nothing to measure against yet.
  • vs plan: on Targets, the percentage counts only the months that carry a goal.
  • Growth score and Leak score: Growth scores your revenue plan and how you pace against it; Leak scores the money flagged at risk and how much of it you work. Each is 50 points for having Xyzios set up and 50 you earn by using it, measured against your own plan and history. On Scorecard.

Classes and the floor

  • Fill: booked seats of seats offered. Programming grades it against the fill target you set in Settings and leaves cancelled classes out; KPIs calls it utilization, Compare fill rate. Peak fill counts peak slots only: weekdays before 9am or from 4pm, weekends before noon. On Programming.
  • No-show rate and late cancels: a no-show booked, never cancelled and never came; a late cancel cancelled inside the booking platform’s window. Both are shares of the same base, attended plus late cancels plus no-shows, so the three always reconcile. On Ops.
  • Coverage rate: classes that ran as scheduled, as a share of what was scheduled. On Ops.
  • Sub rate and fragile slots: the sub rate counts classes taught by a sub over the trailing 30 days; fragile slots are the recurring slots that keep getting subbed or cancelled over 90 days. On Team.
  • Class formats: which names on the schedule count as classes, decided on Classification: Counted as classes, Not classes (an amenity, an event, a room hire) or Needs a decision. Once any name is counted, a name still undecided is left out of fill, coverage and no-show figures; a studio that has mapped no names counts every session.
  • Check-in: marking someone arrived from the Front Desk, the one action on that board that writes to your booking platform, and it can be undone. It is switched on per studio, for today’s classes only. On Mariana Tek someone with an unsigned waiver cannot be checked in from here. On Front Desk.
  • Missed check-ins: booked classes from the last 14 days with no one checked in. Fix now means the class is still inside the booking platform’s 24-hour window. On Ops.

People and access

  • Owner: sees the whole business: every board, the money, Settings, Connections, My Team and billing. An owner can add staff but cannot make another owner. See Roles and access.
  • Director: runs the business day to day: every department board, the desks, Approvals and the Knowledge board, deciding on drafts across the whole studio. No Settings, Connections or My Team unless the owner grants them.
  • Location Manager: runs one or more sites, and sees only those sites: their rooms, their members, their instructors, their numbers.
  • Front Desk: works the floor: Front Desk, Sales Desk, Members and At Risk. No department boards, no approvals, no numbers about the business.
  • Instructor: checks a roster on the Front Desk board. Like every role, an instructor also opens Help.
  • Custom: a list rather than a rung; the owner picks the boards one by one.
  • Grants: extras the owner ticks for one person at a time in Settings → Permissions → By person, such as See financials (the books), See pay, See location costs and Act on approvals. A grant the person’s role already includes shows ticked and cannot be taken away there, and See financials is not offered to a Location Manager.