KANCHO AI

Logging In: Enter your school email and password on the login page. After logging in, you'll see your Dashboard Overview with real-time metrics about your school's health.

Navigation: Use the sidebar on the left to switch between modules. Each tab opens a different management area. On mobile devices, the sidebar becomes a horizontal scrollable menu at the top.

Business Health Score: The Overview tab shows a score from 0-100 that reflects your school's overall health based on enrollment, retention, revenue trends, and class capacity. Aim for 70+ (Grade B or above).

Quick Actions: Use the red button in the bottom-right corner to open the AI Command Center. You can type natural language commands like "show at-risk students" or "add a new lead" instead of navigating through tabs.

The Students tab is your central hub for managing all enrolled members.

Adding a Student: Click the + Add Student button. Fill in the name, email, phone, belt rank, and membership type. The student will be created with "Active" status.

Student Status Types:

• Active — Currently enrolled and attending
• Trial — On a trial period
• Inactive — Paused or no longer attending
• Cancelled — Membership terminated
• At Risk — AI detected high churn risk (low attendance, missed payments)

Filtering: Use the status dropdown at the top to filter by Active, Inactive, Trial, At-Risk, or All. Use the search bar to find students by name.

Editing: Click on any student row to view their profile. You can update their belt rank, status, membership type, contact info, and more.

Churn Risk: KanchoAI automatically scores students based on attendance frequency, payment history, and engagement. Students with high/critical churn risk appear as "At Risk" and are flagged in the overview dashboard.

Leads are potential students who have shown interest but haven't enrolled yet.

Lead Sources: Track where each lead comes from — Facebook, Instagram, Google, Referral, Walk-in, Website, Phone, or Ads.

Lead Status:

• New — Just entered the system
• Hot — High interest, follow up immediately
• Warm — Interested but not ready yet
• Cold — Low interest, needs nurturing
• Converted — Became a student
• Archived — No longer pursuing

Converting Leads: When a lead enrolls, use the "Convert to Student" action. This creates a student record and links it back to the original lead for tracking your conversion pipeline.

AI Tip: Use the Command Center: convert lead Emma Johnson to student

Group students into family accounts for unified billing, communication, and discounts.

Creating a Family: Click + New Family, enter the family name and primary contact info. Then assign students to the family from the student edit screen.

Family Benefits: Family accounts let you apply multi-student discounts, send communications to the parent/guardian, and view combined billing across all family members.

Manage your teaching team, front desk staff, and school leadership.

Roles: Owner, Head Instructor, Instructor, Assistant, Front Desk. Each role can be assigned when adding or editing a staff member.

Assigning to Classes: Staff members can be assigned as the instructor for one or more classes. Use the Classes tab or type: assign Marcus to Adult BJJ

Deactivation: When a staff member leaves, deactivate them instead of deleting to preserve history. This is a destructive action that requires confirmation.

Track student progression through the belt ranking system.

Belt Requirements: Define what each rank requires — minimum time in rank, attendance count, techniques, forms/kata, sparring rounds, etc. Students meeting requirements show up as "ready for testing."

Promoting a Student: From the Belts tab or the Command Center:

• Select the student and new belt rank
• The old rank is recorded for history
• A promotion record is automatically created

AI Tip: promote student Aiden Thompson to blue belt

Manage your weekly class schedule, instructor assignments, and capacity.

Class Properties: Each class has a name, program type (Kids, Teen, Adult, Competition, etc.), schedule (days + time), instructor, capacity, and active/inactive status.

Schedule Format: Classes use a weekly recurring schedule. For example, "Mon/Wed/Fri at 17:00" or "Tue/Thu at 18:15". The days and times appear in the class listing.

Capacity Tracking: Set maximum capacity per class. The system tracks fill rate to help you identify popular or underperforming classes.

Duplicating: Use "Duplicate Class" to quickly create a copy of an existing class with a different time slot or day.

Schedule appointments, trial classes, private lessons, and events.

Creating Events: Click on a date in the monthly calendar view or click "+ New Appointment." Fill in the customer name, date, time, and purpose.

Confirmation Codes: Each appointment gets a unique code (e.g., KA-Q5F2TO) for easy lookup and confirmation via phone or SMS.

Event Types: Trial classes, private lessons, consultations, testing/grading events, parent meetings, and custom events.

AI Tip: schedule private lesson for tomorrow at 3pm

Payments Tab: View all transaction records — completed, failed, refunded. Filter by status to quickly see failed payments that need attention.

Billing Tab: Manage subscriptions for each student. You can:

• Pause Billing — Temporarily freeze (vacation, injury)
• Resume Billing — Reactivate a paused subscription
• Cancel Membership — Permanently end (requires confirmation)

Billing Report: Use the Command Center for a quick summary: billing report

Revenue Tracking: The Overview dashboard shows monthly revenue trends and revenue at risk from at-risk students.

Track inventory for gis, belts, sparring gear, hoodies, and other pro-shop items.

Adding Products: Click + Add Product. Set the name, price, category, and initial stock quantity.

Low Stock Alerts: Products with fewer than 5 items in stock are flagged as "low stock" in the listing and in the overview dashboard.

AI Tip: show low stock items

The Student Portal gives parents and adult students a self-service view of their account.

Portal Features: Students can view their profile, belt history, upcoming classes, payment history, and attendance records.

Invitations: Send portal access invites to students who have email addresses on file. The portal badge in the sidebar shows how many accounts need attention.

Automations run actions automatically based on triggers you define.

How It Works:

1. Trigger — An event occurs (new lead, missed payment, student inactive for X days)
2. Condition — Optional filter (only if status = hot, only if belt = white)
3. Action — What happens (send SMS, create task, send email, change status)

Examples:

• When a lead is created, auto-send a welcome SMS
• When a student misses 2 weeks, create a follow-up task
• When a payment fails, send a reminder email

Pause/Resume: You can pause any automation without deleting it. Use: pause automation Follow-Up

A built-in task board for tracking follow-ups, to-dos, and action items.

Task Properties: Title, priority (low/medium/high/urgent), status (pending/in_progress/completed), due date, and assignee.

Overdue Tasks: Tasks past their due date that aren't completed are flagged as overdue.

AI Tip: create task Follow up with Lisa Chen priority high due tomorrow

show overdue tasks

Run targeted marketing campaigns via SMS, email, or multi-channel outreach.

Campaign Types: SMS, Email, Voice, Multi-channel. Choose based on your audience and goal.

Campaign Lifecycle:

• Draft — Being set up, not yet sent
• Active — Currently running
• Paused — Temporarily stopped
• Completed — Finished its run

Common Uses: Reactivation campaigns for inactive students, referral drives, seasonal specials, trial class promotions.

Build landing pages and conversion funnels to capture leads online.

Funnel Types: Trial Booking, Event Registration, Membership Signup, Referral.

How It Works: Create a funnel, customize the headline and form fields, then share the link on social media, your website, or in ads. Submissions automatically create leads in your pipeline.

Performance Tracking: View page views, form submissions, and conversion rates for each funnel.

AI-powered analytics that analyzes your school's data and provides actionable recommendations.

What It Shows:

• Active student count and trends
• Lead pipeline summary
• Revenue trends and forecasts
• At-risk student alerts
• Program popularity analysis

AI Tip: give me growth insights

Export data and generate summary reports for your records.

Available Reports: Student roster, billing summary, attendance reports, lead pipeline, revenue breakdown, and promotion history.

The red button in the bottom-right opens a chat interface where you can type natural language commands instead of clicking through tabs.

How It Works: Type what you want in plain English. The AI parses your intent, identifies the domain, extracts entities (names, dates, amounts), and executes the action.

Example Commands by Category:

Confirmation Flow: Destructive actions (delete, archive, cancel) require you to type "yes" or "confirm" before executing.

Disambiguation: If multiple records match (e.g., two students named "Smith"), you'll be shown a numbered list. Type "1", "2", or "#3" to select.

Date Support: Use relative dates like "today", "tomorrow", "next week", "next month", or specific weekday names. They're automatically converted to actual dates.

KanchoAI includes a voice assistant powered by ElevenLabs. Look for the voice widget in the bottom-left corner.

What It Can Do: Answer questions about your school, help with booking appointments, provide quick summaries, and handle basic commands — all via natural conversation.

Best Used For: Hands-free operation when you're on the mat, quick lookups, and demonstrating AI capabilities to prospects.

Daily Routine:

1. Check the Overview dashboard for health score and alerts
2. Review today's calendar for upcoming trials and appointments
3. Check the Tasks tab for overdue follow-ups
4. Review any new leads and assign follow-up tasks

Weekly Routine:

1. Review at-risk students and reach out personally
2. Check failed payments and follow up
3. Review Growth Advisor insights
4. Update class capacity based on trends
5. Review campaign performance

Pro Tips:

• Use the AI Command Center for quick actions — it's faster than navigating tabs for common tasks
• Set up automations for repetitive tasks (welcome SMS, follow-up reminders)
• Keep lead sources accurate — this helps optimize your marketing spend
• Update belt requirements to match your curriculum — the system will automatically flag students ready for testing
• Use family accounts for sibling discounts and unified billing
• Check merchandise stock weekly to avoid running out of gis before testing events