Question 1

How do I create an activity on KUYY?

Accepted Answer

In the app, tap the + button on Home; on the web, open Host center and select Create Activity. Fill in the name, description, location, date & time, capacity, and price (leave blank for a free activity). An activity name can be up to 120 characters, and a description up to 10,000 characters in the app or 20,000 on the web.

Advanced Settings such as host approval, waitlist, auto-cancel, and the registration form can be set before you publish. Make sure your phone number is verified first, since this verification is required to create an activity.

Watch the video tutorial here: https://youtu.be/vBiD3bIJ1Lg?si=xI4tV-U8UOHca5pj

Question 2

Why am I asked to verify my phone number when I tap Create Activity?

Accepted Answer

Verifying your phone number is a one-time requirement before you can create an activity. When you tap Create Activity a verification dialog appears: enter your phone number, tap continue, and we send a code over WhatsApp. Enter the code and the activity creation page opens by itself, so you don't have to start over. This verification is only needed once per account. For an Indonesian number, make sure it is active on WhatsApp, because that is where the code is sent, not by SMS. If you think you already entered your number, that is probably the one under Personal Information; what counts is the verified number in Edit Profile.

Question 3

What's the difference between Public, Followers-only, and Invite-only activities?

Accepted Answer

Public activities appear on Home (the All and For you tabs) and in search for all users, and on your followers' Following tab. Followers-only activities appear only on your followers' Following tab and never in search. Invite-only activities don't appear on Home, in search, on your profile or in the schedule on your website; in activity lists only you, participants and people you invited, and assigned staff see them, and anyone else can only open them from their link.

A new activity form starts out as Public, so change it before saving if you want another option.

In the web form these sit under Post activity to, labelled Public, Followers only and Private; Private is what this help centre calls Invite-only. In the app they are labelled Public, Followers-Only and Invite-Only.

Question 4

What's special about Invite-only activities?

Accepted Answer

Invite-only activities don't show on Home or in search; only people who have the link can open them and register. On a recurring activity, other invite-only dates only show in the date choices for the host and people who are registered or invited. Your followers aren't notified when you create one, and participants' followers aren't told when they join. Apart from that it runs like any other activity: price, host approval, waitlist, forms and payment through KUYY all still apply. Changing the visibility doesn't turn host approval on or off.

Question 5

Can I create recurring activities?

Accepted Answer

Yes, on the Premium plan. Choose a daily pattern (the same hour every day) or a weekly pattern (pick specific days along with their times). The system creates activities for roughly the next 7 scheduled days with every slot on those days (7 scheduled days, not calendar days: a Monday-and-Wednesday schedule means about three and a half weeks), adds the next ones each time a session finishes, and each activity stays linked to its parent schedule. The first session is always in the future: a start date already behind you does not create sessions in the past. When you change the schedule, you can apply it to a single activity only or to the entire series. A series change does not move each activity's date and time; to change the time, edit them one at a time with This activity only. If you're inactive for 21 days or more, the Recurring Schedule is automatically stopped; if you rarely open KUYY but want the schedule to keep running, ask the KUYY team through Contact Support to mark it always active.

Question 6

What is the Schedule page, and how is it different from Create Activity?

Accepted Answer

Schedule is a calendar view on the web dashboard of every class you run on one screen, with its time, instructor and tags. Above the calendar are two tabs: All shows every class, published and draft alike, while Draft shows only the ones you haven't published yet. The right-hand panel controls how you look at it. View by switches between Day, Week and Month. Color key tells classes apart by instructor and marks which ones are still drafts. Filtering by instructor or tag lets you find one class quickly without combing through the whole calendar. Click a class to edit, duplicate, publish or cancel it. You can also drag a class to another time, or drag its edge to change the duration, straight from the calendar. Note that cancelling a class automatically sends its participants a notification and an email. The difference from Create Activity: drafts can only be created from the Schedule page. Creating, dragging and arranging classes on this calendar is a Business plan feature. Watch the video tutorial here: https://youtu.be/NMGAaIVFdMI?si=PrsX3OeXVJ_OvJnx

Question 7

What's the fastest way to set up a recurring class schedule?

Accepted Answer

First save a class as a template with Save as Template while creating an activity. It then appears in the right-hand panel of the Schedule page, ready to reuse. Drag that template onto the Draft tab and the class is created as a weekly recurring draft, with no extra setup. Drag it onto the All tab instead and it's created as a one-off draft. Either way participants only see it once you publish. There are two other ways from the Schedule page: tap Create activity when the class is genuinely ready to go live, or click an empty calendar slot (or tap Create draft) when you want to prepare it as a draft first. All of this needs the Business plan. Watch the video tutorial here: https://youtu.be/NMGAaIVFdMI?si=PrsX3OeXVJ_OvJnx

Question 8

What do tags and categories do for my activity?

Accepted Answer

Categories are what help your activity get found through filters and recommendations. You don't pick a category in the web form, nor in the app from its newest update: KUYY decides it automatically when the activity is saved, then adds its group; an activity has only one category. Categories are two-level: groups such as Sports, Exercise, Experiences and Services, and the categories inside them, for example Yoga under Exercise; what an activity carries, and what participants filter by, is the category inside a group. Home and recommendations run on categories, location, and time. Tags are free text, and they do not work the way most hosts assume: tags do NOT affect Home or recommendations. Adding more tags will not make your activity show up more often on Home. What tags do: they are matched in search, they show as labels on the activity card, they decide which passes can be used on the activity, and they filter the activity list inside your own host page. The pass rule works both ways and often confuses people: a tagged pass only works on activities sharing that tag, AND an untagged pass only works on activities that have no tags. So adding a tag to an activity stops plain passes from working on it. Search matches the activity name, description, tags, location and category, and only shows Public activities. Put your most important keywords in the activity title. Watch the video tutorial here: https://youtu.be/bp9TyMmoxQs?si=qX4oJ9KqIM613i16

Question 9

How do I create and organise tags?

Accepted Answer

Tags live on the Tags page, reached from the left navigation. They are organised in two levels: a Category as the grouping, and tags as the options inside it. For example a "Class" category holding Yoga and Pilates, and a "Level" category holding Beginner, Intermediate and Advanced. Tap Add Category, fill in its name, then tap Add Option each time you want another tag inside that category. The Tags page saves automatically: there is no save button, whatever you type is stored as you go. When creating an activity or a pass, tap Add Tags (or Edit Tags), pick the tags you want, then tap Save. Unlike the Tags page, this one does have a save button, and the tags are only really attached once you press it. If you need a new tag while filling in the form, tap Manage tags to create it without leaving the page. Watch the video tutorial here: https://youtu.be/bp9TyMmoxQs?si=qX4oJ9KqIM613i16

Question 10

Can I edit an activity after it's published?

Accepted Answer

Most settings can be changed from Edit Activity until the activity starts; once its start time has passed, changes can no longer be saved. Every change reaches participants as a phone notification, without an email. Exception: if you've already set a final price (full house) or enabled the Group Discount, the activity's starting price and capacity are locked to keep the calculations accurate.

Question 11

Is the registration deadline safe to use on recurring activities?

Accepted Answer

For now, better not. The deadline is stored as one fixed date, and every new occurrence the system generates copies that exact date. It does not shift it along with the occurrence's own date. As a result, later occurrences are created with registration already closed. Turn the deadline off on recurring activities, or fix the date one occurrence at a time from Edit Activity.

Question 12

What's the difference between the Free, Premium, and Business plans?

Accepted Answer

The Free plan already lets you create activities, take payments, and use the waitlist, join approval, add-ons, check-in, activity group chat, Analytics, and a flash sale on 1 activity per month. Premium adds recurring schedules, seating plans, credit passes, pass subscriptions, chat channels, @all announcements to all participants, image questions in forms, monthly reports, eligibility for the blue check, participant money reaching your balance as soon as they pay, and flash sales on up to 10 activities per month.

Business includes everything in Premium plus Staff & Payroll, drafts on the Schedule page, Branches, sending Documents (report cards and files) to participants, Import members, the Verified Phone Number question, recording money received outside KUYY, publishing your own website, Analytics Pro on the web dashboard, the AI assistant (ask Claude or ChatGPT about your business, read-only), the First Timer Trial (a discount on a participant's first booking with you), and flash sales with no activity cap.

Active membership passes and active voucher codes each have their own cap: 5 on Free, 10 on Premium, and unlimited on Business. The daily withdrawal cap differs too: Rp10.000.000 on Free, Rp30.000.000 on Premium, and Rp100.000.000 on Business.

From November 2026, the Free plan also pays Rp1.000 per package sold and Rp1.000 per extra spot in a group booking (paid by the participant); Premium and Business pay neither. The details are in the answer on Free plan fees from November 2026.

Question 13

Which activity-setup features require Premium?

Accepted Answer

Two activity settings are locked to Premium: recurring schedules and the seating plan. The image question type in the registration form also needs Premium, while the Verified Phone Number question and assigning staff need Business. Everything else is free, including the registration deadline, waitlist, join approval, capacity, add-ons, group discounts, check-in settings, auto-cancel, and rescheduling. If your plan doesn't cover a feature, KUYY offers the upgrade when you pick it.

Question 14

What size and format can an activity photo be?

Accepted Answer

Use JPG, PNG, or WEBP. The web dashboard caps each image at 5 MB; the app has no size cap because photos are compressed before they are sent. An activity has one cover photo, and the recommended size is 800 x 400 pixels (a 2:1 ratio). The app gives you a 2:1 crop step, the web does not, so prepare a 2:1 image before uploading. The same limits and formats apply to add-on images and the seating plan image.

Question 15

If someone registers for several people, how many times is the form filled in?

Accepted Answer

By default, one form per person. If someone registers for 5 people they must submit 5 sets of answers. If the number of sets is short, the registration is rejected.

If you only need the booker's details, turn on "Data for one person only" in the registration form settings. The booker then fills in a single form no matter how many people they are registering.

Choose based on what you need: turn it on if one contact per booking is enough, leave it off if you genuinely need each participant's details (for a waiver, shirt sizes, or emergency contacts, for example).

Question 16

How is my activity's category decided, and why can it be wrong?

Accepted Answer

On the web, and in the app from its newest update, you don't pick a category in the form; KUYY decides it automatically each time the activity is saved. Every activity has one category, plus its group (Yoga is automatically Exercise too). A new activity takes your account category, unless its name clearly names one other activity: a tennis account that creates "Kelas Yoga Pagi" goes to Yoga. If your account has no category yet, the system infers one from words in the name, then the description. Your account name and username are not used. Duplicating an activity does not copy its category; the copy is decided like a new activity. When you edit an activity, its current category is kept, unless the new name clearly names another activity. An older activity can still carry an extra category from the previous rules until you edit it and save it again. Earlier app versions still show category choices in the form. A category you pick there is still used, unless the activity's name clearly names another activity, and if your account has no category yet, that pick also becomes your account category. Otherwise your account category is set by the KUYY team, so a new account has none until the KUYY team sets it. A listing that offers a service always goes to Services, for example when its name contains the word "Jasa" or advertises a ballboy for hire; if your account is set as "service", all your activities go to Services. The surest way to get the right category is an activity name that clearly says what the activity is. If it's still wrong, or your account has no category yet, contact the KUYY team. A category they correct stays put when you edit that activity.

Question 17

Why can't I change the maximum number of participants?

Accepted Answer

There are two reasons. First, once you have set a Full House price (Group Discount), the price and the maximum participants stay locked for as long as the activity uses it. Your change is silently reverted to the old value with no error message. Second, the maximum cannot be lowered below the number of people who have already joined. If 12 people are in and you enter 10, the system quietly puts it back to 12. If you have not set a Full House price, the cap can still be changed at any time, as long as it is not lower than the current participant count.

Question 18

If I want 10 participants, what capacity should I enter?

Accepted Answer

Enter 11. KUYY counts N+1: you as the host take up one slot, so the capacity you type is the number of participants you want plus one.

The same maths shows up elsewhere. A seating plan creates one number fewer than the capacity, because one slot is the host's. Auto Cancel also counts you as one of the participants when it checks the minimum.

If your capacity always feels one short of what you expected, this is almost always why.

Question 19

What happens if I turn off Request to Join on a running activity?

Accepted Answer

Be careful with this one: turning off Request to Join REMOVES every request still waiting for approval, all at once. People queued for your decision are dropped from the list. They are not approved automatically. If you want to accept them, approve the pending requests first, then turn the feature off. If your activity also has a Waitlist queue, those people are removed too. Both are stored with the same status. Also note that Request to Join and Waitlist cannot both be active. You can only use one of them.

Question 20

Why can't I add a seating plan to an activity I already created?

Accepted Answer

A seating plan can only be attached when the activity is first created. After the activity is saved, an existing seating plan image can be replaced in the app, but an activity created without one cannot have it added later. If you need a seating plan, recreate the activity with the plan from the start. This feature requires KUYY Premium. If you need a new activity with the same layout, duplicate the old one. Duplicating copies the seating plan along with its add-ons and form questions. Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 21

How does Auto Cancel work, and does the host count towards the minimum?

Accepted Answer

Auto Cancel cancels the activity by itself if the participant count has not reached your minimum by the cutoff time. The cutoff counts backwards from the activity's start time. Yes, you are counted. But what is counted is booked SLOTS, not people. One participant booking for 3 people counts as 3. So a minimum of 4 is met by you plus 3 booked slots, even if those slots come from a single person. When an activity is auto-cancelled, participants are notified, and on a paid activity their money comes back as a Reschedule Pass. You also get a notification that your activity was cancelled for not reaching the minimum. The minimum and cutoff values are only stored while the toggle is on. If you switch it off and on again, fill both in again. Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 22

Why do I get "contains restricted words" when the text looks perfectly normal?

Accepted Answer

Titles and descriptions are screened automatically to prevent fraud. This check runs every time you create AND edit an activity, which is why an older activity that has been live for a while can suddenly be rejected when you edit it.

Three things trigger it most often: naming a bank or financial institution, using wording around account recovery or account blocking, and including a contact number alongside phrasing that sounds like an official support service.

What you can do: write the title and description plainly about your activity, without naming banks or giving payment instructions. Payments are handled by KUYY, so there is no need to cover them in the activity description.

If you do need to include a contact, write it as an ordinary contact. Avoid presenting it as an official help service.

We deliberately don't publish the list of screened terms, so that fraudsters can't probe for gaps. Check the description too, not just the title. Both are screened. If you're confident your activity is legitimate but it keeps being rejected, contact support with the title and description.

Question 23

Can I host activities under a community or club name instead of my personal name?

Accepted Answer

There is no separate community account type yet, and no conversion flow from a personal account into a club account. The organiser name shown on an activity comes straight from the profile name of the account that created it. So the way to do this is to change that account's profile name to your community name, via Settings → Edit Profile. A name of 3–20 characters and a username of 5–20 characters (letters, numbers, or underscores) work in both the app and the web. Many hosts use one dedicated account for their community, kept separate from their personal account.

Question 24

Why isn't my activity showing up on Home?

Accepted Answer

Several conditions must all be met at once. Check each of the following.

The activity's visibility must be Public to appear on the All and For you tabs. Followers-only activities appear only on your followers' Following tab, and Invite-only activities never appear on Home.

Its status must be scheduled and its start time must still be in the future. Drafts, cancelled activities, and activities that have already passed are not shown.

Activities that are already full don't appear in the Home feeds, in the app or on the web. They can still be opened from their link or your host page.

On For you, one host shows at most 3 activities across the whole feed, so not every session of a recurring activity shows up there; on the All and Following tabs each session sits on its own day. Services listings don't appear on the All and For you tabs unless the participant picks that category. That is normal, not a fault. An activity variant group is represented by one card, and that card follows the first variant in the group.

Home shows activities near the viewer, and the reach differs by tab. Typically tens of kilometres. If your activity's location is wrong or could not be recognised, the system places it at a default point, leaving it far from potential participants even when everything else is correct. Make sure the location is actually found when you pick it.

Finally, the host account must be active. If the account has a problem, none of its activities appear on Home.

Question 25

How do I create one activity with several options (variations)?

Accepted Answer

Fill in the Create Activity form as usual for the first option, then tap Add Variation. That form is saved as one variation and the variation list appears; tap Add Activity Variation to fill in the next one. You can drag the list to reorder it, and whichever sits first becomes the representative card on Home.

Once everything is ready, tap Host All Activities. All variations are published at once, and if one of them fails, nothing is saved.

Variations and recurring schedules can't be combined. An activity that has variations can't be made recurring, and a recurring activity can't be given variations. Every variation in a group must also belong to the same host, and each one carries its own settings: price, capacity, date, form, add-ons, check-in, and its own participants.

On Home the group shows as a single card. So if it feels like only one of your activities is showing up there, that's the intended behaviour: one card represents all the options. On your host page and in participants' activity lists, each variation still appears on its own.

Question 26

What is the Request to Join feature (host approval)?

Accepted Answer

When it's on, participants have to submit a request and you approve or decline it. The activity button changes to "Request to Join".

For paid activities, participants you approve are asked by notification and email to pay within 24 hours. For free activities, they're confirmed right away. You can only approve while enough spots are free for everyone in that request, and people you decline aren't notified.

Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 27

Can I turn on approval and waitlist at the same time?

Accepted Answer

No. Request to Join and Waitlist can't be active at the same time, so you can only choose one for a given activity. The system will reject it if you try to enable both.

Question 28

How does the Waitlist work?

Accepted Answer

When an activity is full and the waitlist is on, new participants automatically join the queue with a sequence number, and the capacity is never exceeded. The queue runs itself. The system checks your activity every 5 minutes, and when a spot frees up (a participant leaving, say) one person from the queue is called up: they get a notification and an email with a payment link. People aren't always called up in the order they joined the queue. If your activity uses a seating plan, they're also given one of the free seats automatically. One check calls up one person, even if more than one spot is free. If that person doesn't go through with the payment, their hold is released and a later check calls up someone else. A booking for several people is only called up once enough spots are free for all of them: a 2-person booking isn't called up while one spot is left. Meanwhile a smaller booking further down the queue that fits can be called up first. Tell your participants to complete payment as soon as they're called up. The message may mention a 24-hour deadline, but a waitlist spot is only held briefly: if no payment has been started, it passes to the next person. Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 29

What is Group Join and the minimum number of participants?

Accepted Answer

Group Join determines whether participants can bring friends in a single registration (on by default). When it's off, the number of people is locked to the minimum you set. The minimum per booking (1 by default) determines how many people must be registered at once. They're two different settings and can be combined. Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 30

How do I sell paired (couple) tickets or fixed-size packages?

Accepted Answer

Combine two settings: set the minimum quantity to your package size, then turn Group Join off. For a couple ticket, set the minimum to 2 and turn Group Join off. The Quantity field is then locked at 2: a participant can't register for 1 person, nor for 3. Ideal for paired padel formats, couple tickets, or community packages with a fixed size. If Group Join is left on, the minimum is only a floor and participants can still raise the number of people until the remaining slots run out.

Question 31

How do I create a registration form?

Accepted Answer

The form is made up of default questions (name, email, phone), questions from the KUYY catalogue, and questions you write yourself. Your own questions can be a short answer, a dropdown, or an image upload (images need Premium). The KUYY catalogue adds other types such as number, date, gender, and autocomplete (the participant types and gets a list of suggestions), and some of them come with their own answer options, for example domicile, blood type, ID card type and nationality. The Verified Phone Number question, which requires the registrant to be signed in with a verified number, is for the Business plan only and can only be added when creating the activity. You can also choose whether only the main registrant fills the form out or every friend does too.

Question 32

What is the maximum capacity and how are spots counted?

Accepted Answer

The default capacity is 10 and you set it when creating the activity. Capacity is counted per person booked, so one registration for 5 people uses up 5 spots at once. If you set the minimum per booking too high (equal to or exceeding the capacity), the app automatically lowers it to one below the capacity.

Question 33

Can I close registration early, before the activity starts?

Accepted Answer

Yes, and it is free for every host. This is not a Premium feature. In the app, open Advanced date settings, turn on "Registration deadline", then fill in Close Date and Close Time.

On the web dashboard, open the Date and Time section, click More Settings, then turn on "Registration Deadline" inside Date and Time Settings. You can switch the deadline on or off at any time from Edit Activity.

Question 34

Is the registration deadline a fixed date, or a rule like "always one day before"?

Accepted Answer

A fixed date. What you save is one specific date and time, not a relative rule such as "always one day before" or "2 hours before the start". The time follows the activity's timezone, not the timezone of the participant's phone or computer. When you first switch the toggle on, the app prefills it with the activity's end time, while the web dashboard prefills 1 hour before the start. Those two defaults are different, so always check the date and time before saving.

Question 35

Once the registration deadline has passed, who can still get into my activity?

Accepted Answer

New registrations are rejected, but on-the-spot sales at the venue are not. The host's on-the-spot flow is exempt from the registration deadline for every payment method (QRIS, bank transfer/VA, pass, and recorded cash), and stays open until 24 hours after the activity ends. An offline on-the-spot queue that only syncs after the deadline is accepted on the same terms, as long as it syncs inside that 24-hour window; capacity and a cancelled activity still block it. Recording money taken outside KUYY (cash or transfer) is a Business plan feature, and that money does not go into your KUYY Balance. Three routes can still add participants: a Request to Join you approve or someone called up from the Waitlist, a participant accepting a Send Spot transfer from a friend (still possible until the activity starts), and importing participants via CSV. Use one of those if you need to add someone at the last minute.

Question 36

How do I manage activity participants?

Accepted Answer

On the manage participants page, you can see the full list of participants along with their payment and check-in status, names, and registration numbers. You can also remove specific participants and choose how each of them gets refunded.

Question 37

Can I hide the participant list?

Accepted Answer

Yes. Turn off "Show participants to everyone" in the activity form so only you (and your staff) can open the full list; other participants only see your name as host, a few profile photos and "and others", without the count. By default participants are shown to everyone, and you can change this anytime until the activity starts.

Question 38

How do I control who can chat in an activity?

Accepted Answer

Using the settings button on the activity's chat page, you can restrict chat to hosts only, or open it up so participants can join the conversation. This setting is separate from "Show participants to everyone", so you can combine them however you like.

Question 39

What is Send/Transfer Spot?

Accepted Answer

This feature (on by default) lets participants send their spot to someone else via chat before the activity starts. You can turn it off in Advanced Settings. As a host, you can always invite new participants with a spot at no extra payment from the recipient, even when participant spot transfers are turned off. Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

Question 40

How do I remove a participant from an activity?

Accepted Answer

In the participant list, remove a participant and choose how to refund them: to their KUYY Balance, as a Reschedule Pass, or no refund. For a refund to balance, the default is Full refund: the participant gets back what they paid, minus the admin fee. Choose Custom amount to enter an amount per participant, at least Rp10.000 and at most the activity price plus add-ons; whatever you enter, a refund never exceeds what the participant paid minus the admin fee. The Full refund choice is on the web and in the newest app update; in earlier app versions you type the amount directly. The removed participant gets a notification and an email (plus WhatsApp if the activity sends invoices by WhatsApp) and is automatically removed from the activity's group chat. Removing isn't blocking: that person can still register again. To stop that, block their account.

Question 41

How do I download my activity's participant list?

Accepted Answer

Open your activity and choose View Form (web) or View Form Responses (app), then tap Download Excel to get an .xlsx file. In the app the button is the download icon: the newest app update gives an Excel file, earlier versions a CSV file. It's free for every host, not a Premium feature.

Each participant is one row: username, every form answer, status, transaction value, host income, join date, pass, add-ons, refunds and registration number, closed by a Summary Total row. In the app the file goes out through your phone's share sheet rather than into a downloads folder.

Question 42

What's the difference between Download Excel on an activity and the monthly Participant report?

Accepted Answer

Download Excel on the form page covers one activity's participants and is open to every host. The Participant report recaps all your participants for a single month: contact details, number of joins, net spend, and passes still active. The monthly report needs Premium. On the web it's on the Participants page under Download Report and arrives as an Excel file; in the app it's under Analytics → Reports and arrives as a CSV.

Question 43

Can I add a co-host or someone else to help manage my activity?

Accepted Answer

There's no per-activity co-host role. An activity always has exactly one host. What exists is Staff, and it applies to your whole account rather than to a single activity.

Invite someone from the Staff page as the Operational type with one of the roles: Front Desk, Supervisor, Manager, Finance or Marketing. The invitation is emailed to them; once they accept it while signed in with that same email, they keep using their own account and can switch into your studio to work within their role. Staff is a Business feature.

Question 44

What can each staff role do?

Accepted Answer

Staff comes in two types. Instructor is for the people who teach or coach participants: instructors, coaches, personal trainers. Operational is for the team that helps you run the studio from the dashboard, with five roles: Front Desk, Supervisor (formerly called Admin), Manager, Finance and Marketing. Front Desk: check-in, class chats, participants and walk-ins, removing participants with their refund, downloads, and viewing activities, passes and the cash they took themselves that day. Supervisor: everything Front Desk does, plus managing activities, passes, team and access, fees, the studio profile and website, and all cash records, and viewing attendance, sales and transactions; no payslips and no balance. Manager: everything a Supervisor does, plus payslips and the balance. Finance: fees, payslips, the balance, refunds, downloads and cash, and viewing participants, sales and transactions. Marketing: managing activities, passes, class chats and the studio profile, and viewing attendance and performance. On top of the role you can add or remove access for each person in the Access tab of their staff entry; Reset all to the role clears those changes. There are limits: sales, transactions and the balance can't be opened for Front Desk or Marketing, and cash access always follows the role. Staff allowed to manage the team can only give access they hold themselves, so a Supervisor can't invite or change a Manager or Finance person, and nobody can change their own entry or access. Some things only you as the account owner can do, and they can't be given to staff: closing the account, changing the subscription, managing bank accounts and the PIN, changing the sign-in email and phone number, connecting AI apps, managing branches, and sending balance to other users. Because the PIN is the owner's alone, a balance withdrawal can currently only be completed from the owner's account, even when a staff role has balance access. The Activity tab on the Staff page, which only you see, records invitations, role and access changes, and staff removals for a year. Operational staff answer the invitation from its notification in KUYY with Accept or Decline, or from the link in the email, while signed in to the account with the invitation's email. If they decline, you get a notification and can invite them again later. Until they accept, the status reads Pending invite (in the app: Invited). They keep using their own account and switch into your studio from Switch Account, under Studios. If your Business subscription ends, staff access pauses without deleting anything, and comes back when you're on Business again. The Instructor type is different: the job title is free text, and the person is active straight away, so you can assign them to activities and work out their fee at once. Instructors also get an invitation by email and as a KUYY notification; if they accept it, they can sign in with their own account to see the classes they teach, check participants in to those classes, join those class chats, and see their payslips. Instructors get no access to your studio's dashboard. Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

Question 45

How do I set instructor fees and see what I owe them?

Accepted Answer

Fee structures live on the Fees tab of the Staff page. There are two types: a Fixed fee, which pays the same regardless of headcount, and a Ranged fee, which scales with it. For example 1 to 10 participants at Rp100.000, then 11 to 50 participants at Rp150.000. For a ranged fee every range has to join up with no gaps. KUYY flags any headcount that isn't covered, so fix that before saving. Once the fee structure is ready, open the activity, go to its Staff section, pick the instructor teaching it, then pick the fee that applies. From then on the fee is worked out automatically every time the class runs. To pay it out, use Payslips on the Staff page: pick a period, review each instructor and their activities, add adjustments if needed, then Review and send. Every instructor gets their own PDF by email. Every send is recorded in the Payslip tab's history (period, total, sent date), where each instructor's payslip can be viewed and re-downloaded exactly as it was sent. You can send the same period again if you need to; it's recorded as a new send. For a recap there's the monthly Download Report, exported as an Excel file. Besides you, staff with the Manager or Finance role can send payslips too, and instructors who accepted their invitation can see their own payslips in Settings. Staff and fees are a Business plan feature. Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

Question 46

A different instructor taught the class than the one scheduled. Can I correct it after the class?

Accepted Answer

Yes, up to 24 hours after the class ends. Open the activity and change its instructors: swap the person, add a second instructor, or remove one who did not teach, each with the fee that applies. A removed instructor is taken off that class's payroll. During those 24 hours the class's fee is marked Provisional on the Staff page because the number can still change. After 24 hours the instructor line-up and fees lock and flow into that period's payslip.

Question 47

What is Branch, and how do passes work across branches?

Accepted Answer

Branch links several KUYY accounts into one network so a pass created on the main account can also be used at a branch account. A participant only needs one pass and it works at every one of your branches. Add one with Add Branch on the Branch page, then invite the account by email. The invitation has to be accepted first: until it is, the status shows PENDING; once accepted it becomes BRANCH, while your own account is marked MAIN. The structure is one level deep. Every branch is linked to the main account and only the main account manages them. A branch cannot add branches of its own underneath it. When creating a pass or voucher, the Valid at field decides which branches honour it, all of them or only some. If you remove a branch from the network, multi-branch passes stop working there. The main account can also open each active branch's Analytics on the web dashboard: open Analytics, then switch the Viewing picker from My account to the branch's name. Every tab and report download then shows that branch's data, in the branch's timezone and currency. It only works one way: a branch can't see the main account's or another branch's analytics, and by accepting the invitation a branch allows the main account to see its analytics. The branch needs its own Business plan for this: a branch without one shows as locked in the picker. Branch is a Business plan feature. Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

Question 48

How do I view registration form answers, including photo answers?

Accepted Answer

From the app: open the activity, then choose View Form Responses. Photo answers appear as images you can tap to enlarge and download, including an option to download all images at once. From the web: open the activity, click the "..." menu, then choose View Form. Photos display properly there, with an option to download them all at once. The file you download (Excel, or CSV in app versions before the newest update) contains a link to each photo rather than the image itself. To see the photos, use one of the two views above.

Question 49

Can I change or delete form questions after people have registered?

Accepted Answer

Adding new questions is safe at any time. Participants who registered earlier will simply be blank in the new question's column. DO NOT delete a saved question, even though a delete button exists. The question is not truly removed on the server, and deleting one from the MIDDLE of the list shifts the questions after it, which can move older participants' answers under the wrong question. If people have already registered, leave old questions in place. You can change a question's wording, but be careful: existing answers stay attached to that question and will appear under the new heading. If you change its meaning, your export becomes misleading. It is safer to add a new question. A question's type cannot be changed once saved either.

Question 50

A participant filled the form in wrong. Can they fix it?

Accepted Answer

Not yet. Participants have no way to reopen and change answers they have submitted, and registering again does not bring the form back. If something needs correcting, ask the participant to tell you directly as the host, and record the change yourself. A note for group bookings: if the same person books a second time for that activity, the form is not asked again. So companion details for the second booking are not collected.

Question 51

What is a Waiver and where can I see who has signed it?

Accepted Answer

A waiver is a liability statement participants accept before joining. You set it once under Settings → Waiver and it applies to every activity you host. It is not configured per activity. Participants sign it after completing the registration form and before payment, on a signature screen. It is signed once per host. BUT every time you edit the waiver's content, everyone is asked to sign again. There is currently no page listing who has signed, and no button inside the product to download a signed document. If you need one, contact support. It can still be produced. For on-the-spot (OTS) registration, the waiver appears if you use the web dashboard, but not in the app.

Question 52

What is the send-invoice-by-WhatsApp option, and what does it cost?

Accepted Answer

Invoices are always sent by email. The "Send invoice to participant" option on the activity form adds delivery over WhatsApp as well. It costs Rp1.500 once per successful transaction, and by default the participant pays it as an "Invoice Fee - WhatsApp" line on their bill. If you turn on Cover the admin & WhatsApp fees, you cover this fee too on activities you create after that: participants don't see the line, and it's deducted from your payout. On free activities the option has no effect, since there is no transaction to charge it against; on the web it's switched off automatically. The participant also needs a phone number on their account. WhatsApp goes to the number the participant verified by OTP; without a verified number it goes to the profile number, and a profile number is only used when written as an Indonesian mobile number (starting 08) or complete with its country code. If the number is empty or unreadable, no WhatsApp is sent and the invoice still goes out by email as usual. Besides invoices, WhatsApp is also used to tell participants when an activity is cancelled and when a participant is removed from an activity. Activity reminders and announcements are not sent over WhatsApp. Watch the video tutorial here: https://youtu.be/RIcq_NTXtxA?si=Kl8u704512ct8bN8

Question 53

When do participants get a reminder before the activity?

Accepted Answer

There are two automatic reminders, and their timing is fixed by the system. Hosts cannot change it. 24 hours before the start: participants get a phone notification and a reminder email. 30 minutes before the start: participants get a phone notification only, reminding them to have their e-ticket ready. Recurring activities get one extra notification: a day after a session, its participants are invited to the next one. If you want to reach participants at another time, send a message in the activity chat; every message reaches the chat's members as a notification. Premium hosts can also mention @all to send an announcement that goes out by email too. Worth noting: if you change the activity, its time or location included, participants only get a phone notification, no email and no WhatsApp. For important changes, tell them in the activity chat as well so it is definitely seen.

Question 54

Can I add participants manually?

Accepted Answer

Yes, through Import Participants. Open your activity and choose Import Participants from the menu. Download the template from that page first, fill it in, then upload it back. The template's columns must match exactly, both in count and in name: Username, Email, then one column for each of your registration form questions, in order. If they do not match, the upload is rejected. Save it as CSV. Participants are matched by username first, then by email. If the email is not registered with KUYY yet, a guest account is created automatically for that person. So they do not need an account beforehand. For a participant bringing a group, list the same person on several rows, one per person. Import is available to hosts only, and cannot be used once the activity is full, cancelled, or finished. If you want to give one person who already has a KUYY account a free place, use Send Activity Pass from your activity's menu. They need to accept it, and then join without paying. Import Participants puts people into ONE activity. To move your whole member base with their remaining passes over from another system, use Import members on the Participants page (see the next question).

Question 55

My studio is moving from another system. How do I bring my members and their remaining passes into KUYY?

Accepted Answer

Use Import members on the Participants page (in the app: the upload icon at the top right of the Participants page). Download the template first; on the web dashboard it comes in your dashboard language, and a file in either Indonesian or English uploads the same. It has four sheets: Members, which you fill in; Example, with filled-in sample rows (an illustration only, never imported); Packages, listing your packages; and Instructions (in the Indonesian template: Member, Contoh, Paket, Petunjuk). Fill in one row per member per package: Name, Email, Phone, Package (exactly as on the Packages sheet), Remaining Sessions, Expires At (YYYY-MM-DD), Username and Notes. Pick the file (.xlsx or .csv) and KUYY shows a preview of every row: ready, check, or error, with the reason, plus a summary of how many new accounts, existing accounts and passes it will create. Nothing is saved until you press Import. If even one row has an error, the whole file is refused; fix that row and pick the file again. Warnings do not block. Email decides the account. A new email gets an account with the name and phone from the sheet; an email that already has a KUYY account is left untouched, only its passes are added. Two children on one parent email are two rows with the same email. Remaining sessions may exceed the package quota (say 14 on a 12x package) and are imported as written; empty or 0 creates the account without a pass. A package with a single quota group takes a plain number. A package with several groups under Quota per Tag is filled in per group with commas between them, for example toddler:4, junior+teen:2 (a + joins several tags into one group). Username is optional and only used for new accounts: 5 to 26 letters or digits, optionally split by one dot or underscore; leave it empty and KUYY makes one. An existing account keeps its own username. Imported passes work exactly like passes bought on KUYY, and you can edit their quota from the Pass Holders tab. The only difference is reporting: they count as Rp 0 in Analytics and earnings reports, because the money was collected on the previous system. Members are not notified; tell them to sign in to KUYY with the email you entered, and the passes are under My Pass. The History tab lists every import, and an import can be undone: unused passes are removed, accounts stay, passes already used stay used. One file holds up to 1,000 rows and 5 MB. Import members is a Business plan feature.

Question 56

How do I delete an activity?

Accepted Answer

An activity can only be deleted after it has been cancelled or has finished. So if it is still scheduled, cancel it first. Cancelling is what notifies participants and processes refunds. In the activity menu the option reads Cancel Activity while the activity is live, then changes to Delete Activity once it has been cancelled or completed. A deleted activity disappears from all listings, but its transaction history is still kept in the system.

Question 57

What is a Chat Channel and how do I create one?

Accepted Answer

A Chat Channel is a broadcast channel to all your followers, a way to reach them all at once without creating groups one by one. This feature requires KUYY Premium. Create it from your own profile page, using the Create Chat Channel button. Each account can only have one channel, and its name is generated from your name and cannot be changed. When you create it, all of your current followers are added straight away. After that, anyone who follows you joins automatically and anyone who unfollows leaves automatically. There is no other way to join. Members can reply in the channel. An ordinary post in a channel doesn't notify followers; mentioning @all sends an announcement that also goes out by email to members who haven't muted the channel.

Question 58

How do I send a report card or other file to my participants?

Accepted Answer

Documents are private files you send to one participant: a monthly report card, a certificate, an evaluation, or photos and scans. You send them from the web dashboard: open the Participants menu, press Upload document, then fill in the Period (for example "September 2026 Report"). That text becomes the prefix of every document's title. Pick your files, several at once if you like, or drag them into the window. Each file is matched to a participant automatically from its filename, so check the Participant column before you send. Rows that are still empty you have to fill in yourself by searching a name, email, or phone number, and a Check status means the guess looks close but isn't certain. The title itself is built from the Period and the participant's name, not from the filename, and you can still retype it per row. Press Send, and if one file fails, the others still go through and the failed one can be retried from the same window. For a single participant, open their profile from the Participants list, scroll to the Documents section, and press Upload document. That same section is where you delete a document you already sent, and once deleted it disappears from the participant's page straight away. Sending documents is a Business plan feature. On Free and Premium, the Upload document button takes you to the Business upgrade page. If your Business subscription ends, documents you already sent stay open to participants and you can still delete them; the only thing that stops is sending new ones.

Question 59

Why was my file or my participant's name rejected when uploading a document?

Accepted Answer

The only file types accepted are PDF, JPG, PNG, and WebP, up to 10 MB per file and a maximum of 200 files per upload. The file type is detected from the contents, not from the filename, so renaming the extension doesn't help. If your PDF is rejected, it is usually over 10 MB, or the file isn't really a PDF, for example a "save as" from a web page. Open the file first to check, then save it again as a PDF or an image. If it's the participant's name that won't come up, the search in the upload window only pulls from your own Participants list. Documents can only go to someone who has joined one of your activities, with a going or checked-in status, or who holds a pass from you. Someone who registered but hasn't paid doesn't count yet, and any other name is rejected with a message saying that account isn't your participant. Two other limits catch people out: one document always goes to one participant, so for several people you upload one file each, and a file that has already been sent can't have its contents swapped. Delete it first, then upload it again.

Question 60

How do I change or remove one variation that's already live?

Accepted Answer

Open any activity in that group, choose Edit, then Edit Variation. From there you can change the order (saved immediately), add a new variation that goes to the end of the list, or tap another variation's row to open and edit it directly. The Back button returns you to the editor you came from. Before you remove anything, note this: cancelling a variation that already has participants refunds them and takes that activity out of the group. A variation with no participants at all can be deleted without cancelling. There's no way to take a variation out of the group without cancelling it, and a variation can't be moved to another group. The activity you're currently editing also has no cancel button on the Edit Variation screen; you cancel it from that activity's detail page, which offers the refund options. Two activities that are already live separately can't be merged into one group. The group is formed when you tap Host All Activities, and after that it can only be extended through Edit Variation. Keep in mind too that changing one variation doesn't change the others in the same group.

Question 61

Can I ask Claude or ChatGPT about my business on KUYY?

Accepted Answer

Yes, with the AI assistant, a Business plan feature for hosts in Indonesia. Connect your KUYY account to Claude or ChatGPT and ask in your own words, for example how sales went this month or who booked tomorrow's class. Only the account owner can connect; a staff account can't. If your account isn't on Business yet, KUYY offers the upgrade when you try to connect. To connect: in Claude go to Settings > Connectors, search the connector directory for KUYY and select Connect. If KUYY isn't listed, choose Add custom connector and paste the server URL https://mcp.kuyy.app/mcp. In ChatGPT go to Settings > Apps & Connectors and add a connector with the same server URL. KUYY opens and shows what the app is asking to see; select Sign in to allow, then sign in with the account of the business you're connecting. A connection request lasts 10 minutes, and you sign in again each time you connect. An AI app can only read: sales and analytics, who booked each activity (names and booking status only), balance history and withdrawals with bank account numbers masked, your staff with the classes they taught and what they were paid, and passes, promo codes and flash sales. It can also create and edit drafts of your KUYY website; a draft goes live only when you publish it in the website builder. It can't change anything else: it can't book, cancel, refund, withdraw, edit your activities, or publish or delete your website. It also doesn't see phone numbers, emails, form answers or documents of your participants or staff. Full reports download straight from your KUYY dashboard, never through the AI app. Every connected app is listed under Host center > Settings > AI assistant on the web dashboard, and under Host Settings > AI assistant in the latest KUYY app, with when it was connected and last used. Disconnect one there and it stops reading your data right away. Up to 5 apps can be connected at a time, and a connection you don't use for 30 days will ask you to connect again. The full guide, with example questions, is here: https://kuyy.app/business/ai-apps

Question 62

A participant reported a problem with their booking. What should I do, and why is my payout held?

Accepted Answer

A participant who holds a seat in your activity can report a problem with their booking until the payout runs (3 hours after the activity ends). The report opens a chat room between you and the participant, labelled Report in your chat list. Staff with chat access reply on behalf of your account. While the report is open, the payout for the whole activity is held. Balance and Overview show that the payout is held, with a link to the report. The payout goes out on its own once the last report is closed. From the report room you can refund the participant to their KUYY Balance (in full or in part) or give a Reschedule Pass before the payout runs. A Reschedule Pass, or a full refund before the activity ends, also cancels their booking and releases the seat. A booking paid partly with a pass can only be refunded in full. When the problem is sorted, tap Mark resolved; the participant confirms it, and with no answer in 3 days the report closes on its own. You can call the KUYY team any time with Call KUYY, and the KUYY team joins on its own if the report is still open after 3 days. If that seat was already paid to you at checkout (early withdrawal), the refund comes out of your KUYY Balance and never takes it below zero: if the balance is short, the refund can't go through.

Question 63

How do I set the price for an activity?

Accepted Answer

Set the price when you create the activity (at least Rp10.000), or leave it empty for a free activity. If you enter a final price (full house), the price per participant drops automatically as more participants join, reaching the final price when it's full.

Once the final price is set, the starting price and the capacity can no longer be changed. If the final price hasn't been set, the starting price can still be changed anytime.

Question 64

Which payment methods can my participants use?

Accepted Answer

Every method is available automatically, so there is nothing to enable, and hosts can't pick methods per activity either. Participants can pay with KUYY Balance, QRIS, a virtual account (BCA, Mandiri, BRI, BNI, Permata, CIMB), GoPay, OVO, DANA, ShopeePay, blu, and credit card. Which options appear depends on the total: virtual accounts from Rp10.000, credit card from Rp100.000, and BCA credit card instalments for totals above Rp500.000. Participants coming from the BCA mini app pay by BCA Virtual Account, and from the GoPay mini app with GoPay. If a method has an outage, the KUYY team can switch it off for a while. On the web it still shows at checkout and in on-the-spot registration, but marked Temporarily unavailable and can't be picked, so participants use another method. KUYY Balance is never switched off.

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