01. Configure Essentials

This article gives you a detailed rundown of all the configurations you need to setup to get off the ground on vibefam.



Kickstart your journey with vibefam

Before you get started, sign up for an account on our website:

  • Get to the sign up page here: https://app.vibefam.com/signup
  • Fill up your details such as Studio Name, Email, Password and Country
  • You are recommended to use the studio email separate from your personal emails
  • Click on 'Create My Studio' to get started!
  • Once logged in, you'll be on the Overview page. This is the dashboard whereby you can view the studio statistics and charts once you have classes and members booking into the platform. This gives you an overview of how your studio is performing quickly.

Configure Essentials

Step by step guide to set up the "Configure" page


Setup Essentials

Setup your studio branding and contact information here:

  • Click on Configure
  • You will land on the Essentials page

  • Upload an image of your logo. For best results, use an image with an aspect ratio of 1:1, e.g. 800 x 800
  • Upload a studio image. For best results, use an image with an aspect ratio of 9:5, e.g. 1350 x 750
  • Insert a URL of your Instagram, Facebook and business website

  • Input your company's contact number. This will show up as a pop-up button that your members can click on when they are browsing your booking website


  • Under Additional Information, include a short write-up on your studio

  • Important: Remember to click the Submit button for any changes to be saved

Setup Classes

  • Navigate to Classes tab
  • There is a default HIIT workout class type setup for your reference. Edit it to your preferred class type


  • Select 'Add Class Type' to add the other types of classes offered. Class types are used for filtering your class schedule and reports. You can add as many or as few as you would like. e.g. Beginners Dance, Intermediate Dance
  • Note: Class Description cannot be empty

  • Important: Remember to click the Submit button for any changes to be saved

Setup Courses

*This is available only on the professional plan

  • Navigate to Courses tab
  • Select 'Add Course Type' to include types of course offered. Class types are used for filtering your class schedule and reports. You can add as many or as few as you would like. e.g. Beginners Dance, Intermediate Dance

  • Note: Course Name cannot be empty

Setup Locations

  • Locations are the different venues that you conduct your classes
  • Navigate to Locations tab
  • Setup the location types by editing the default Orchard location

  • Location name is a short name of your venue, e.g. building name
  • Insert an image of your studio space
  • Select the amenities available at this particular location (optional)


  • Insert the exact address and postal code
  • Important: Remember to click the Submit button for any changes to be saved

Setup Packages & Memberships

Setting up packages and memberships is the most important part of this process. Pay close attention to the setup and do reach out to the vibefam team if you're unsure of any parts of this process!

  • Navigate to Package Options tab
  • Set up a cancellation policy for your studio. It is the minimum number of hours before class starts such that student can cancel the class and get his class credit refunded
  • For members with unlimited memberships, the cancellation policy will not affect them

  • Check the require phone number box if you require members to provide their phone number before they purchase any packages
  • If this is not selected, you will not be able to collect your members' phone numbers

Let's move on to setting up your packages.


  • The packages that you setup here will be shown to your members for purchase on the mobile app and website
    • When you switch it "on", they will be published online
    • When you switch it "off", they will be hidden to the public
  • First, name your package
    • Duplicates are not allowed
    • Special characters are not allowed in the package name
  • Fill up the description of your package

  • Fill up the price of the package
  • Input the number of credits the member is eligible for when they buy this package
    • In general, 1 credit refers to 1 class
    • If you sell unlimited memberships, you can input a large number of "999"
  • Customise the package validity period (Days, Weeks, Months and Years)
    • Note: 1 month = 30 days


  • Set package restrictions if package can only be used for certain locations and class type


  • Explore our Advanced Options for more customisations on your memberships
  • Customize when you want the package expiry counter to start

From Date of Purchase: Package is activated immediately upon purchase

    • For example, if a member purchases the package on 1 January, the package expiry counter will start immediately

After an activation period: Expiry date count begins from the first class booked

    • For example, if a member purchases the package on 1 January, but books a first class on 7 January, the package expiry counter will start on 7 January
    • There is an option for you to set an activation period, which will encourage members to utilize their packages quickly after purchasing it. If the activation period is 60 days, they will have 60 days to book their first class, otherwise the package will expire automatically.

  • You can restrict if you'd like members to book a class when the date is class is before the expiry date or when the date of booking is before the expiry date. The second option will allow members to attend the class past the expiry date as long as the booking was done before the package expired
    • For example, a package expires on 30 June
      • "Date of the class is before the expiry date" will not allow members to book any classes in July since the date of the class extends beyond the package expiry date
      • "Date of booking is before the expiry date" will allow members to book any class after 30 June as long as the booking is done before 30 June

  • Set your reminder emails and in-app notifications here to remind user an X number of days before expiry or when they have X number of credits left.
    • An email will be sent to your members to remind them to renew their package
    • Such reminders can also be sent to yourself or your staff with the same preset conditions

  • Set Day/Time Restrictions if package can only be used to book classes on specific days and timings. This allows you to sell Peak/Non-Peak hours packages

  • For unlimited packages and memberships, you might consider setting a Booking Limit such that members are restricted to a maximum number of classes within a preset period
    • For example, each member can only attend a maximum of 2 classes per day

  • For Configuration of Purchase Limit, it determines how many times a single user can purchase this package and they will not be able to view or purchase the package after. This is especially useful for promotional or trial packages

  • Enable Shareable Package Option to allow user to share the package with other users
    • Set a limit of how many people are allowed to share this package
    • All sharing members must have a vibefam account in order for them to share the package
    • Packages can be shared by the members through the mobile app or website or by the admin after purchase

  • Important: Remember to click the Submit button for any changes to be saved

Setup Booking Website

  • Setup the booking website unique to your studio by customizing the domain URL that you desire
  • Switch on the "website is online" toggle to take it live
  • Important: Remember to click the Submit button for changes to be saved

  • Click on the booking website link and open it up. This is the member facing website for your members to make bookings and purchases

  • Click on "Buy Packages" to view the packages that you have just setup
    • Members will not be allowed to purchase online here until you have completed your Stripe setup

  • Return back to the admin portal to configure your Booking Website Settings
  • Select between Light/Dark Mode
  • Try setting the primary and font colours for your website. Use Hex Code for the exact match of your brand's colour

  • Select your preferred user interface for class bookings
    • List view

    • Timetable view


  • Important: Remember to click the Submit button for any changes to be saved

Setup Membership Agreement

  • Your members will be able to view and agree to the purchase agreement before they make any purchase. They will also receive the membership agreement in their emails attached as a PDF with the purchase confirmation.
  • You can customise the agreement below

  • Important: Remember to click the Submit button for any changes to be saved

Customize Member Receipts

  • Customize the receipt that your members will receive after they make a purchase by adding additional text to it

  • Here's an example of a receipt

  • Important: Remember to click the Submit button for any changes to be saved


Congratulations! You have completed the important configurations for your studio. A few more steps before you are ready to go-live.


Next up, add your staff into the system.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.