StudioOps Global v0.9.9.3 Launch Operations Manual
A complete setup, testing, operations, billing, payroll, licensing, and handoff guide for studios using StudioOps Global as a WordPress-based AntiSaaSOps platform.
ProductStudioOps Global
Version Coveredv0.9.9.3 Launch Documentation Build
Prepared ByWeb Vine Marketing
Commercial ModelOne-time purchase; major feature upgrades and implementation services handled separately unless stated otherwise.
Release Candidate Documentation
v0.9.9.3 prepares StudioOps Global for launch packaging.
This build focuses on complete product documentation, client handoff clarity, commercial packaging, and release-candidate readiness.
Why this matters: StudioOps Global is no longer being treated like a code-only prototype. It now ships with a launch-grade manual, PDF handoff file, HTML manual, commercial licence file, README, changelog, and a clearer operator workflow for studios that want ownership instead of subscription lock-in.
Installation, licensing, deployment, and page setup.
Programs, classes, participants, contacts/guardians, enrollments, waivers, attendance, and portals.
Automatic WooCommerce checkout generation, monthly renewals, late fees, reminders, and payment status behavior.
Advanced payroll rules including hourly, flat/class, per-student, base plus student, commission, bonuses, deductions, tax estimates, split instructors, substitute overrides, and no-pay sessions.
CSV imports, backup/restore, support snapshots, PWA shell, roles, capabilities, launch check, and release testing.
Release guidance: Use v0.9.9.3 as a launch-prep documentation checkpoint. If the full customer and staff test path remains clean, the next package can be tagged as a 1.0 release candidate instead of adding more risky features.
What StudioOps Global is, who it is for, and how it is positioned.
StudioOps Global is a WordPress-based studio operating system for class-based businesses that need scheduling, enrollment, participant records, contacts/guardians, waivers, attendance, payments, payroll, reports, account claiming, PWA shell, and operational tools without being trapped inside a high-cost hosted SaaS platform.
The product is designed for dance studios, cheer gyms, gymnastics programs, martial arts schools, yoga studios, boutique fitness studios, private lesson businesses, youth training programs, adult class programs, and hybrid studios that serve both minors and adult participants.
AntiSaaSOps positioning: StudioOps Global is meant to replace the practical day-to-day operating layer that many small studios rent from expensive subscription platforms. The customer owns the WordPress install, owns the database, can use WooCommerce for payments, and can run the system on a dedicated portal or subdomain.
Best-fit customers
Dance, cheer, martial arts, gymnastics, yoga, fitness, and training studios.
Kids programs that require guardian records, waivers, emergency contacts, and attendance tracking.
Adult class businesses that should not be forced into parent/guardian-only wording.
Studios that want automatic Woo checkout and recurring monthly billing without a full SaaS lock-in.
Operators that need instructor payroll, split instructor pay, substitute rules, and payroll adjustments.
Agencies or developers implementing an owned studio portal for a client.
What it is not
It is not a hosted SaaS account where customer data lives in a third-party dashboard.
It is not a payroll tax filing service; payroll tax fields are estimates and operational records, not tax filing advice.
It is not a legal waiver drafting service; studio owners should review waiver language with their own legal counsel.
It is not a theme. It provides scoped frontend/admin UI but should be installed on a clean WordPress environment.
How to think about ownership, licensing, support, and commercial deployment.
StudioOps Global is intended to be sold as a commercial WordPress product. The buyer receives use of the purchased version under the terms of the purchase agreement and license package.
One-time product model
The base product may be sold as a one-time license for a specific site or licensed package.
Major feature upgrades, custom migrations, new vertical packs, custom styling, implementation help, priority support, and custom integrations are separate services unless explicitly bundled.
The operational database remains on the customer site, not inside a Web Vine hosted SaaS dashboard.
License enforcement is intended to discourage unauthorized copying without turning StudioOps into a hosted subscription dependency.
Domain-based licensing
The client plugin asks for a license key only.
The verification endpoint is internal and not shown or editable in the customer admin screen.
The license server validates the submitted domain against the production or staging domain registered on the license record.
Local domains such as .local can be used only when that exact domain is registered on the license record. They are not free bypasses.
Server responses intentionally avoid returning customer email or stored domain lists back to the client.
Commercial clarity: The licence file inside the ZIP explains use rights and restrictions. Exact support length, upgrade access, and implementation terms should be stated on the product sales page and invoice.
A clean environment reduces conflicts and makes the portal easier for staff to use.
The recommended deployment is a dedicated WordPress install on a subdomain or separate portal install, such as:
studio.example.com
portal.example.com
classes.example.com
members.example.com
A separate portal keeps operations clean while the main marketing site remains optimized for landing pages, SEO, photos, social proof, and lead generation.
Recommended environment
HTTPS/SSL enabled before testing PWA behavior, payments, or account login.
Current WordPress version and current PHP version supported by WordPress.
Lightweight theme or blank/canvas-style theme.
WooCommerce active when online checkout is needed.
Woo Subscriptions or compatible subscription product setup if the studio wants true subscription handling.
SMTP/mail logging plugin for reliable email delivery and troubleshooting.
Security and backup tools appropriate for payment/participant data.
Minimal page builders and nonessential plugins on the portal install.
Recommended navigation
Public navigation should usually include Classes, Enroll, Studio Portal, Waiver, Account Claim, and Install App. Admin-only screens such as Payroll, Payments, Imports, Tools, Launch Check, and Licensing should not be exposed in public navigation.
The fastest safe path from install to a usable test portal.
Install and activate StudioOps Global.
Go to StudioOps > Licensing, enter the license key, and verify the active domain.
Go to StudioOps > Settings and confirm studio name, colors, logo, currency, student/participant code prefix, payment automation, renewal rules, payroll defaults, automation settings, and PWA settings.
Go to StudioOps > Setup Wizard and run Install Full Demo + Pages for testing, or create pages manually with shortcodes.
Test under-18 enrollment and verify that guardian name is required.
Test adult enrollment and verify that guardian name is not required.
Test account claiming and the Studio Portal lookup.
Test instructor roster loading and attendance saving.
If WooCommerce is active, test automatic checkout link generation, payment status sync, and a failed/cancelled order rebuild.
Test monthly renewal generation twice and confirm no duplicate month records are created.
Test advanced payroll rules: flat, hourly, per-student, base plus student, commission, split instructor, substitute, bonus, deduction, tax estimate, no-pay session, and paid-run lock/reopen.
Run CSV import in dry-run mode before importing real data.
Run StudioOps > Launch Check and resolve blockers before handoff.
Important: A clean full-path test is more valuable than a perfect-looking dashboard. Test the customer path, staff path, payment path, and payroll path before selling or handing the portal to a studio owner.
Public pages can be generated automatically or created manually with shortcodes.
The Setup Wizard can create the standard public pages. If the studio uses a page builder, create the pages manually and place the shortcode in a plain shortcode/raw HTML block.
Page
Shortcode
Purpose
/studio-dashboard/
[studioops_dashboard]
Public landing-style overview and navigation hub.
/classes/
[studioops_classes]
Public class browser with class cards and enrollment links.
/enroll/
[studioops_enroll]
Age-aware participant enrollment, conditional guardian fields, emergency contact, waiver acceptance, payment creation, and Woo checkout when available.
/my-studio/
[studioops_portal]
Studio Portal lookup and linked account display for adult participants, contacts, guardians, students, payments, waivers, and attendance.
/waiver/
[studioops_waiver]
Standalone waiver area and waiver acknowledgement support.
/instructor/
[studioops_instructor]
Instructor roster, emergency contact visibility, waiver status, and attendance tools.
/claim-studio-account/
[studioops_claim]
Account claim page using contact/guardian email and participant/student code.
Public page notes
Use a full-width or clean content template when possible.
Keep public pages out of the WordPress admin menu and only expose pages that customers need.
If the theme heavily styles buttons/forms, verify StudioOps frontend styles still render correctly.
For instructor pages, use login restrictions for production. Public testing options should not be left exposed after launch.
App name, short name, icon/start behavior, and install shell settings.
License
Key-only verification status and commercial lock enforcement.
Branding expectation: StudioOps should feel white-labeled for the studio. The admin and frontend both follow the configured accent colors so the system does not feel like a mismatched plugin bolted onto the site.
How StudioOps stores the operational objects that power the studio.
Programs
High-level categories such as Beginner Dance, Youth Cheer, Adult Fitness, Martial Arts, Gymnastics, or Private Lessons.
Classes
Scheduled or recurring class offerings with program, instructor, age range, capacity, price, billing type, payroll status, and public visibility.
Contacts / Guardians
Billing/contact records. For minors this is usually a parent or guardian. For adult participants it can be the participant contact record.
Participants / Students
The person taking class. They may be a minor student or adult participant. Date of birth drives guardian requirements.
Enrollments
The link between participant and class, including status, source, payment status, and active/cancelled state.
Waivers
Waiver acceptance records connected to a participant/contact enrollment path.
Payments
Payment records for enrollment, renewal, late fee, manual/offline status, and Woo checkout links.
Attendance
Per-class-date attendance records used for rosters, portal history, and payroll calculations.
Payroll rules
Session-level overrides for no-pay, cancelled/no-pay, substitute instructors, and split instructor pay.
Payroll adjustments
Bonuses, deductions, and tax estimate entries that adjust payroll gross/net totals.
Status philosophy
StudioOps favors archive/restore and soft-delete behavior over immediate permanent deletion. Payment and payroll records should preserve an audit trail whenever possible because they affect money, customer history, and staff trust.
8. Enrollment, Adult Participants, Minors, and Waivers
Age-aware enrollment makes StudioOps usable for kids programs and adult studios.
Enrollment is designed to serve both youth programs and adult participant programs. The system checks the participant date of birth against the current date and changes validation accordingly.
Participant age
Required behavior
Reason
Under 18
Guardian first name and guardian last name are required. Contact email/phone and emergency contact should be collected.
Minors generally need parent/guardian identity, communication, billing, emergency contact, and waiver workflow.
18 or older
Guardian name is not required. StudioOps stores a contact record using the adult participant/contact information.
Adult studios should not be forced into parent/guardian language or unnecessary fields.
Missing/invalid DOB
Enrollment is blocked until a valid date of birth is supplied.
The system cannot apply minor/adult validation without age data.
Enrollment flow
Customer opens the class browser or enrollment page.
Customer selects a class and enters participant details.
StudioOps validates DOB and determines minor/adult requirements.
Guardian/contact information is collected conditionally.
Emergency contact and waiver acknowledgement are recorded according to settings.
StudioOps creates or reuses matching contact and participant records.
StudioOps blocks duplicate active enrollment in the same class and blocks full classes.
StudioOps creates the enrollment and initial payment record.
If WooCommerce is active and automation is enabled, StudioOps creates a checkout link automatically.
Confirmation and admin notification emails are sent when enabled.
Waiver note: StudioOps records waiver acceptance state. The wording of the waiver itself should be reviewed by the studio and its legal advisor for the applicable activity and jurisdiction.
Roster tools for daily class operation and payroll-grade records.
The instructor shortcode provides a streamlined view for roster and attendance actions. It is designed for staff and instructor use, not as a public marketing page.
Mark attendance as present, late, absent, or excused.
Save attendance without a full page reload.
Provide the attendance data used by portal history and payroll calculations.
Attendance and payroll impact
Attendance is not just a roster convenience. Payroll can use attendance records to determine payable sessions, eligible student counts, per-student pay, and present/late-only multipliers. For clean payroll, instructors should take attendance consistently and staff should correct mistakes before payroll is saved/marked paid.
11. Payments, WooCommerce, Renewals, and Status Sync
Automatic checkout should be the normal path; manual billing is the fallback.
StudioOps is designed so a normal studio owner does not need to manually create or paste payment links. When WooCommerce is active and payment automation is set to automatic, StudioOps creates checkout links for open payment records.
Payment automation modes
Mode
Behavior
Automatic
WooCommerce checkout if available, manual fallback when Woo is not active or a checkout cannot be created.
Manual-only fallback
No automatic Woo checkout. Used for cash/check/offline billing, advanced testing, or custom payment handling.
Legacy Woo checkout mode
Compatibility mode for older test configurations.
Payment statuses
Status
Meaning
pending
Payment created and waiting for checkout or manual handling.
unpaid
Open balance due.
paid
WooCommerce or staff marked payment complete.
failed
Woo order failed or payment attempt failed.
cancelled
Woo order was cancelled or payment was intentionally cancelled.
overdue
Due date has passed and the record needs attention.
waived
Staff waived or comped payment.
refunded
Woo/refund action or staff refund record.
Monthly renewals
Active monthly enrollments can generate renewal payment records automatically.
StudioOps creates one renewal payment per enrollment/month and skips duplicates.
Due day and generation lead days are configurable.
Daily automation can generate renewals without staff intervention.
Woo checkout links are created automatically when applicable.
Woo edge-case handling
If an order is failed, cancelled, refunded, or missing, StudioOps can rebuild an open checkout link when appropriate.
Paid and waived records do not generate new checkout links.
Late fee changes can refresh open Woo order totals so the customer sees the current amount.
Woo status sync updates StudioOps payment status when orders/subscriptions change.
Set-it-and-forget-it tasks for billing, reminders, and operational cleanup.
Daily automation is the background layer that prevents a studio owner from manually babysitting every payment record.
Automation can handle
Monthly renewal payment generation.
Past-due status updates.
Automatic late-fee application.
Woo checkout link repair.
Payment reminder emails.
Automation status reporting in Tools and Launch Check.
Manual test action
Use StudioOps > Tools > Run Automation Now or the matching button in Payments to test automation immediately after demo setup, Woo changes, imports, or billing rule changes.
Testing tip: Run automation twice. Renewal generation and late-fee logic should be duplicate-safe. A second run should not create duplicate renewal records for the same enrollment/month.
Payroll rules for real studios, not just a simple estimator.
StudioOps payroll is calculated from attendance and payroll rule data. It supports session-level rules, instructor pay types, adjustments, taxes/deductions, split instructors, substitute overrides, snapshots, and paid-run protections.
Supported pay types
Pay type
Calculation
Flat / per class
Instructor receives a set amount for each payable class session.
Hourly
Instructor rate multiplied by class duration, with fallback duration protection.
Per attending student
Instructor receives a per-student amount based on eligible attendance statuses.
Base plus student
Instructor receives a base amount plus a per-eligible-student amount.
Commission
Instructor pay is calculated from a commission percentage basis configured in payroll settings.
Payroll rules and overrides
Mark a class/date as payable, no-pay, or cancelled/no payroll.
Override the primary instructor with a substitute instructor.
Split a session between primary and secondary instructors with split percentages.
Limit student multipliers to present/late statuses.
Require at least one eligible student before paying a session.
Exclude absent/excused records from per-student multipliers.
Adjustments
Bonus: added to payroll net/gross adjustment reporting.
Deduction: subtracted from payroll.
Tax: estimated withholding amount or percentage for operational tracking.
Flat or percent-based adjustment amounts.
Adjustment notes and labels for audit clarity.
Payroll snapshots and paid-run safety
When staff click Save/Update Payroll Run, StudioOps stores the calculated totals by instructor and period. Duplicate guard logic prevents the same instructor/date/totals from being repeatedly saved and paid as separate runs. Paid runs can be intentionally reopened, but that action is logged.
Important: StudioOps payroll is an operational payroll calculator and recordkeeping tool. It does not file taxes, submit payroll, or replace a payroll provider or accountant.
Safer migration tools for moving real studio data into StudioOps.
CSV importer
StudioOps supports CSV import for programs, instructors, classes, families/participants, and enrollments. The importer includes dry-run mode, required header checks, validation messages, duplicate-style safety checks, and an import result table.
participant/student code, class, status, source, payment status
Backup and restore
Export StudioOps settings and operational data as JSON.
Import a JSON backup into a test/staging environment.
Use support snapshots for debugging without exposing license keys.
Operational reset clears test data while preserving settings/branding depending on tool behavior.
Activity logs should be preserved when possible for audit trail continuity.
Migration tip: Always run a dry-run import first. Real client data often contains inconsistent dates, duplicate emails, missing guardians, or class names that do not match exactly.
Emails for enrollment, admin notices, reminders, and payment follow-up.
StudioOps includes editable email templates and a communication log. The templates use token replacement so the same message can reference studio name, participant name, contact email, class title, payment status, amount, due date, and payment link.
Common templates
Enrollment confirmation to contact/guardian/adult participant.
Admin new-enrollment notice.
Payment reminder email.
Future waiver/account claim/payment messages as added.
Recommended email setup
Use SMTP rather than default PHP mail when possible.
Install a mail logging plugin on production portals.
Send a test email before launch.
Keep payment reminders direct, professional, and clear about next steps.
Do not use operational reminder emails as marketing blasts unless the customer explicitly opted into marketing.
Installable portal behavior for studios that want app-like access without app-store dependency.
The PWA shell gives the studio portal installable behavior where supported by the browser/device. This is useful for staff tablets, front desk devices, instructors, and customers who frequently access the portal.
PWA features
Manifest output with app name and theme color.
Service worker shell for install metadata and basic app-like behavior.
Start URL and short name settings.
Install prompt support where browser/device permits.
Launch Check validation for PWA readiness.
PWA notes
HTTPS is required for most PWA behavior.
iOS and Android handle install prompts differently.
PWA install is not the same as a native App Store listing.
For most small studios, PWA access is the lowest-friction owned-app option.
Key-only client activation tied to registered domains.
The StudioOps client plugin uses key-only activation. The customer enters a license key; the plugin detects the site domain and verifies against the Web Vine license server.
Client behavior
The client does not require customer email entry.
The verification endpoint is not exposed or editable in the UI.
Unlicensed installs are hard-locked from StudioOps admin tools and public shortcode functionality.
AJAX actions such as enrollment, portal lookup, attendance saving, and account claim are blocked when the license is inactive.
Active license state unlocks StudioOps and shows tier/support/update details without exposing server-side customer data.
Server behavior
License records store key, status, customer email, production domain, staging domain, tier, order data, support/update dates, and last verify time.
Domain must match registered production or staging domain.
.local domains may be allowed only when explicitly registered on the license record.
Localhost, private IP, invalid/test/single-label host bypasses should not be auto-allowed.
Domain changes should be handled through support/admin process.
StudioOps > Launch Check gives a pass/warning/blocker style view of the install. It is intended to be run before launch, after major settings changes, and before handoff to a client.
Launch Check reviews
License status and domain verification.
Database table presence and core record counts.
Public page creation and shortcode availability.
Studio branding and participant code prefix.
WooCommerce/payment automation status.
Monthly renewal automation readiness.
Communication template readiness.
Payroll readiness.
PWA shell readiness.
Packaged documentation availability.
Support Snapshot
The support snapshot exports a redacted JSON file containing useful troubleshooting information such as plugin version, WordPress/PHP/theme info, active plugins, system health, selected settings with license key redacted, and recent activity log entries.