Ask clients for a hand-drawn signature when your contract process needs a signed acknowledgement.
Open the contract template and enable the hand-drawn signature requirement. Save and open a test client contract to check the signature field appears before sending it.
Return to the related record and confirm the status, dates and client-facing details are correct.
Require a minimum term when a membership should run for a defined period before cancellation.
Open the membership contract settings. Enter the minimum duration and save. Preview the cancellation flow so the term shown to staff and clients matches your policy.
Return to the related record and confirm the status, dates and client-facing details are correct.
Use a notice period when clients must request cancellation before their next billing date.
Open the membership contract settings. Enter the notice period and save. Review an example client membership to confirm the next eligible cancellation date is clear.
Return to the related record and confirm the status, dates and client-facing details are correct.
Use a contract to give every client the same membership terms before they start paying.
Open Setup → Contracts and choose a template. Add the membership terms and signature requirements, then save. Attach the contract to the membership workflow and test the client view.
Return to the related record and confirm the status, dates and client-facing details are correct.
Correct a membership start date before the first booking or renewal is processed.
Open the client’s membership and choose Edit. Change the start date, review the resulting billing and booking dates, then save. Check the membership summary for the new first date.
Return to the related record and confirm the status, dates and client-facing details are correct.
Record a missed booking when a client attended but was not added to the opening at the time.
Open Openings and select the past class. Choose Add booking, select the client and confirm the attendance or payment details. Save and check the opening’s booking list includes the client.
Return to the related record and confirm the status, dates and client-facing details are correct.
Every Clovo studio has a member-facing help centre, live right now, with no setup required. It sits on your landing page, it’s written in your studio’s voice, and it wears your branding.
The important part: it doesn’t read like Clovo documentation. There’s no “contact Clovo support”, no third-party product name in the body copy, no generic screenshots of someone else’s app. It reads as though your studio wrote it — because that’s how it’s written. Members get answers without ever leaving your world, and you stop answering “how do I cancel?” for the fourth time this week.
Add /help to your landing page address, or point them at the Help link on the right-hand side of your landing page navigation. It’s there on desktop and inside the menu on mobile.
That link is always visible, alongside Schedule, Plans, Packs and your other sections — so members who are already browsing your timetable can get to it in one tap.
27 articles across 7 sections:
| Section | Articles |
|---|---|
| Getting started | 4 |
| Your account and profile | 2 |
| Finding and booking classes | 4 |
| Managing your bookings | 6 |
| Memberships and plans | 6 |
| Checking in at the studio | 1 |
| Troubleshooting and getting help | 4 |
The six questions members ask most — downloading the app, choosing your studio, booking a class, seeing upcoming bookings, understanding plans, and checking in — are promoted to a Start here panel at the top, so the common cases are one click from the front page.
Every article is illustrated with a phone mockup of the relevant screen, so members can match what they’re reading to what’s actually in front of them.
This is the part worth understanding, because it’s what makes the help centre usable as your own material rather than something generic you’d be embarrassed to send out.
Your name, throughout. Not just in the heading — in the body copy, in the step instructions, and inside the phone mockups. The studio-selection guide literally tells members to tap a tile with your name on it. Page titles and browser tabs read “Booking a class | Your Studio Help”.
Your primary colour, everywhere it should be. The buttons, selected states, active tab, progress bars and badges inside every phone mockup are drawn in your brand colour, as are the numbered step markers, the tip panels, the section icons and the “Read guide” links.
Contrast handled automatically. Two separate adjustments run behind the scenes. Text sitting on your brand colour flips between black and white depending on how dark that colour is. And where your brand colour is used as text on white, a pale colour is darkened until it’s legible. A studio with near-black branding and a studio with pale yellow branding both get a readable help centre without either of them touching a thing.
Your logo, inside the screenshots. It appears in the mockups of the sign-up screen, the Self Check-In pass, the contact screen, the studio picker and the plan purchase screen. Haven’t uploaded a logo? Those spots fall back to the first letter of your studio name on your brand colour — still yours, never a placeholder.
Your suburb. Shown under your name in the studio-picker mockup, and in the class-detail screens, so the “find us in the app” guide matches what members will really see.
Your address and phone number. Every single article carries a “Still need a hand?” card in the sidebar with your contact details. The phone number is a tap-to-call link on mobile. There’s also a branded “View our timetable” button that sends them back to your schedule rather than into a dead end.
Missing details are hidden, not left blank. No phone number on your studio record? That row simply doesn’t render. Same for your address. Members never see an empty field or a stray comma.
Navigation adapts to the content. The “More in this section” sidebar list only appears where there are other articles to show, and the previous/next links at the foot of an article disappear at the start and end of the run.
Your liability waiver. Linked in the page footer under your studio’s name, same as the rest of your landing page.
Search engines see your studio. Page titles, meta descriptions and social-share previews are all generated per studio, so an article shared into a members’ group chat surfaces with your name on it.
Change your branding, the help centre follows. Update your colour or logo under Branding and the help centre re-renders with it. There is no second place to maintain.
Worth knowing so you don’t promise members something the articles don’t do.
The articles do not print your specific cancellation window, penalty amounts, or plan prices. This is deliberate. Those settings are yours to change at any moment, and a help article quoting “12 hours” that’s silently wrong after you adjust it is worse than no article at all. Instead, the guides tell members exactly where in the app the real figure is shown — the booking screen and the booking detail both display their actual cut-off time before they confirm anything. The number members act on always comes from live data, never from documentation.
Similarly, articles describing waitlists cover all the ways a waitlist can behave, because that’s set per class. And no article is hidden based on features you don’t use — a member reading about gifting a membership when you don’t sell gifts is a far smaller problem than a member unable to find an article that does apply to them.
A few things studios do with it:
Link it in your welcome email. New members get a place to go before their first question reaches you.
Pin it in your members’ Facebook group or wherever your community lives.
Send a single article, not the whole centre. Every article has its own address, so “here’s how to cancel” can be one link in a reply.
Keep it at the front desk. When someone asks how the app works, the answer is a link rather than a five-minute demonstration.
Use it during onboarding. The Getting started section walks a brand-new member from downloading the app to their first booking.
Frequently asked
Do I need to turn it on? No. If your landing page is live, so is your help centre.
Can I edit the articles? Not currently. They’re maintained centrally, which means they’re kept accurate as the app changes without any work from you.
Will members see Clovo branding? The articles are written in your studio’s voice and carry your branding. The app itself is named where members need to search for it in the App Store or Google Play — they do have to know what to type.
What if a member’s question isn’t covered? Every article carries your contact details in the sidebar, so the fallback is always you.
Tune Ghost Alert so its suggestions match the way your studio fills openings.
Open Operations → Ghost Alert and choose Settings. Enable the signals you trust, save and review the next alert. Adjust the settings again if the list is too broad or too narrow.
Return to the related record and confirm the status, dates and client-facing details are correct.
In Clovo, instructor profiles and staff accounts are separate concepts. The reason is simple: sometimes the people running your classes don’t need access to Clovo and sometimes the people who need access to Clovo aren’t running classes.
This separation keeps things simple. Instructor profiles are public and are what your clients see in the booking apps and your landing pages when booking classes or just checking out your studio. Staff accounts are separate and used for back of house administration work.
When you want to accept appointments by staff member in Clovo, you will need to both display a public profile of the instructor as well as have a staff account for that user where they can manage their appointments.
This is done by simply linking a public instructor profile to a staff account.
To link a profile and account:
By default, a member can keep booking classes while a failed renewal payment is being recovered. If you’d rather pause a member’s access until they’ve paid, you can turn on Block membership on a failed payment.
This applies only to renewal payments on automatically renewable memberships. It never affects first-time purchases, credit packs, or other one-off payments.
If any members already have an unresolved failed renewal when you turn this on, they’ll be put on hold immediately.
As soon as a renewal payment fails, the member’s membership is put on hold.
The member can no longer use that membership to book classes. They’ll see a message letting them know a payment didn’t go through.
The membership shows a Payment Hold status, so your staff can immediately see why the member can’t book.
Staff can still book the member into a class manually as a complimentary booking, if needed.
You never have to remember to lift the hold yourself:
It’s released automatically the moment the outstanding payment goes through — whether the client pays via the payment link or Stripe successfully retries the charge.
If you switch the setting back off, every membership currently on hold in your studio is released at once.
Does this affect new sign-ups or credit pack purchases?
No. Only renewal payments on automatically renewable memberships can trigger a hold.
Can staff still let a held member into a class?
Yes — staff can manually book a held member in as a complimentary booking.
What does the member see?
A message explaining that a payment didn’t go through and that the membership will be usable again once the outstanding payment is made.
If I turn the setting off, does anything need cleanup?
No — every membership currently on hold is released automatically as soon as you turn the setting off.