Livestream Manager was built to simplify class communication in today’s evolving fitness world. It automatically sends registration confirmations and reminders, including the virtual links clients need to join your classes.
Through Xplor Growth’s integration with your booking software, your class schedule syncs weekly, and rosters update so the right clients get the right links. Both in-person and virtual classes display in your schedule, though the feature was originally designed for livestream offerings.
Only live, bookable classes in your booking software appear in Xplor Growth.
The schedule shows the current and upcoming week, refreshing each weekend.
Xplor Growth does not integrate with Zoom, so you’ll need to provide your own class links.
To set up Livestream Manager, go to Automation > Livestream Manager.
Class Schedule
The first step in setting up Livestream Manager is managing your class schedule. You can view two weeks at a time: This Week and Next Week.
Toggling Classes: Virtual vs. Exclude
All live, bookable classes from your booking software, both virtual and in-person, will appear in the schedule. Each class must be set individually to send reminders (Virtual) or exclude them.
A toggle button on the far left of each class controls whether reminders are sent. Classes must be toggled off one by one, even for recurring schedules. For example, excluding Monday’s class won’t automatically exclude Tuesday’s."
Virtual, blue: Reminders will be sent for this class.
Exclude, red: Reminders will not be sent for this class.
Adding your Virtual Links
After toggling your classes on or off, add virtual links for each virtual class. If you’re using Livestream Manager, skip this step and move to Setting Up Your Reminders.
Xplor Growth is not integrated with Zoom, so you’ll need to paste links manually for every class instance, even recurring ones. If all classes use the same link, paste it into each class.
To begin, go to your Class Schedule and click View on the virtual class.
Once you are in the class view, paste your virtual link into the Virtual Link space.
The Playlist Link space can be used to include the link to a special playlist for class. If you aren't providing a playlist for class, you can use this space instead to provide information about the props needed for class - or you can leave it blank!
Click Save Changes at the bottom. Once you've set up each of your classes with their respective links, it's time to set up the reminders that will be sent for these classes.
Setting Up Your Reminders
While you will need to paste in your link for your classes and toggle them accordingly, you will only have to set up your reminders one time. The reminders you set up will apply to any classes you toggle on as Virtual going forward.
To get started, navigate to the Set Up tab in the left-hand menu of Livestream Manager.
Reminders Options
Reminders help reduce no-shows by notifying clients about their upcoming classes. In Xplor Growth, you can choose when these reminders are sent. On the Reminder Settings screen, you can select from the following:
At registration
1 hour before class
15 minutes before class
5 minutes before class
You can turn on all reminders, just one, or any combination that works best for your business.
The registration reminder is sent immediately after a client signs up, whether that’s a week or a minute before class.
Time-based reminders only send if the client registers before the selected timeframe.
Example: If only the 1-hour reminder is enabled and a client registers 20 minutes before class, they will not receive a reminder.
Messaging Options
In addition to choosing when reminders are sent, you can also decide how they are delivered. Each reminder can be sent by email, text message, or both.
Email Reminders
When you select Send an Email for a reminder, a template selection option will appear. This determines which email template will be used for that reminder.
Only one email template can be used per reminder.
You cannot set different templates for different class types. For example, you cannot send one registration template for virtual flow classes and another for virtual stretch classes.
You can choose from two types of templates:
Xplor Growth Templates: Pre-built, branded templates that automatically use your logo and branding settings. These are a quick and easy option. [See what they look like here.]
Saved Templates: Custom templates you have built and saved in your account. These allow you to use more personalized language and include additional details. [Learn how to build and customize templates for Livestream Manager here.]
Text Reminders
hen you select Send a Text Message for a reminder, a blank text box will appear. This is where you create your text message.
Below the text box, you will see Available Personalizations. These allow you to:
Include client-specific details, such as first name
Include class details, such as class name, date, instructor, and time
Include the virtual link for online classes
To use a personalization, click Copy next to it and paste it into your message.
Example text message
"Hey [%first_name | there%]! Just a reminder that [%class_name%] with [%class_instructor%] starts in about an hour at [%class_time%]. Please use this Zoom link! [%virtual_link%]."
Once your message is ready:
Check the box I acknowledge that the messages we are sending are not commercial/marketing in nature
Click Save Changes
In other areas of Xplor Growth, subscription preferences control marketing or promotional messages. Livestream Manager sends are informational and related to class registration. They override client marketing preferences to ensure important class information is delivered.
Testing
Once you are done setting up all of your reminders, you may want to test these sends to see what the user experience will be before turning on Livestream Manager:
Navigate to your Class Schedule > locate a class that is toggled on as Virtual.
Click View in the far-right of the class.
Click Options in the top-right corner > select the reminder you'd like to test. If you select an email option, you will enter the email address you'd like to test. If you select an SMS option, you will enter the phone number you'd like to test.
You can only test the reminders you have turned on in your Set Up. For instance, if you do not have a 15-minute reminder email turned on in your Set Up and you attempt to test this reminder to yourself, you will never receive the test!
Turning on the Livestream Manager
Once you've established your Reminder Settings, you'll need to turn the Livestream Manager feature on. Navigate back to Class Schedule in the left-hand menu.
Here, you'll see a red bar across the top that reads, "This account WILL NOT be sending automated reminders." This means that Livestream Manager is currently not automating any sends for your classes.
When you are ready to turn this feature on, click Turn On for My Account. Once active, the red banner at the top will turn white and will read, "This account will be sending automated reminders." This feature can be turned back off at any time by clicking Turn Off for My Account.
