Your numbers find the work. Your team gets it done.
Tasks is one list for everything your studio needs done: your own to-dos, the jobs you hand out, and the ones Xyzi finds in your numbers. Chat is where your team talks, set up from your locations and roles, switched on when your studio is ready. Nothing in either reaches a member.
Every teammate logged in·No per-person fee·Nothing reaches a member without you
What do Tasks and Chat do for a fitness studio?
Tasks and Chat are the parts of Xyzios your whole team uses. Tasks holds everyone’s to-dos, the jobs anyone gives anyone, and the work Xyzi finds in the studio’s numbers, handed to the people who can do it. Chat is the studio’s own team chat, switched on when you’re ready. Nothing in either reaches members, and Xyzios is priced per location, not per person.
What does Xyzi hand out?
The jobs in your numbers that only a person can fix. Xyzi gives each one to the people who can do it, and clears it by itself once it’s done.
- Check-ins missed: a class that ran with people booked and nobody checked in
- An issue reported at the front desk: resolving the task resolves the issue, and the other way round
- A connection to reconnect, when its sign-in was refused
- Revenue goals on Targets: next month’s from the 25th, and this month’s while a location has none
- A new studio’s setup steps, each gone once it’s done
A site’s task starts with its location managers. Left untouched for two days, it moves up to the Directors, then the owners, and it moves only between 7am and 9pm. Connection and goals tasks never move up. Xyzi is the same assistant you ask questions of →
It moves, and tells the next level, only between 7am and 9pm where the studio is. Owners hear nothing while a location manager or Director has it.
Recreation · demo data
Every task on one board.
Yours, the ones you hand out and Xyzi’s, in To do, Doing and Done this week. Switch views to see the list each person works from.
How do I give someone a task?
Type it in What needs doing? and choose who it’s for. Anyone at the studio can give anyone a task, and every task says who gave it.
- Just me keeps it a private to-do that only you see
- One person, or several, each with their own copy: you see “2 of 4 done”
- Everyone at a location, a copy each, or a role there, where the first to tap Take it has it
- Due dates, photos and PDFs, @mentions, and Follow to hear when it moves
- Pass a task on with a note, so the next person knows why it’s theirs
- A task is canceled, never deleted, so the record stays; only your own to-do can be deleted
Or ask Xyzi: “give Sam a task to restock towels by Friday”. Xyzi drafts it, and nothing is made until you tap Create. More on Ask Xyzi →
Here’s the task for Sam. Nothing is made until you tap Create.
What happens when a member starts to fade?
Xyzios flags her on At Risk. Tap Assign, pick who makes the call, and it lands on their Tasks as “Call Maya R.: at risk”. When they tick it done, she’s marked Handled, and the save note waiting for her in Approvals starts its clock on the Recovered Revenue Ledger.
Noor taps Assign, picks Sam and Today, and taps Give the call.
Her top signal and the suggested move are in its notes. Her phone and email stay on At Risk.
Done within two weeks of being given, the call marks her Handled, as if Noor had pressed it.
Her save note, waiting in Approvals, is withdrawn so she hears from you once, and it counts on the ledger from the tap.
Save notes are a separate path: your AI staff drafts them, and they wait in Approvals for your OK. The whole save play → How the ledger counts →
Where does the team talk?
Switched on studio by studio
In your studio’s own chat, set up from your locations and roles: # announcements and # everyone, a channel for each location, # instructors, # front-desk and a private one for managers. Chat is switched on studio by studio, when your studio is ready, and nothing in it reaches a member.
- Direct messages with up to seven people, threads, polls, photos and PDFs, and messages scheduled to send later
- Posts marked Must read: each person taps Got it, you see “Seen by 14 of 15 · 12 got it”, and Remind reaches only the rest
- @Xyzi in a thread answers from what everyone there may see: the guides and the documents shared with them, never a member’s details
- Your handbook answers back: once a document in Knowledge is shared with everyone in a channel, @Xyzi can answer from it there
- Task on any message makes it a task, linked back to the conversation
Does it work on my phone?
At its best on a desktop, equally at home on a phone. Add Xyzios to the home screen and five boards sit in a bar along the bottom; each person picks their own.
- Notifications for what’s yours: a task given to you, a comment, a mention, a task you gave that’s finished, and in Chat, direct messages and posts for you
- One morning reminder of what’s due, only when something is
- Anyone can Pause them, for 30 minutes, until next week or until a time they pick, or keep them to their own Notification hours
- On iPhone, add Xyzios to the Home Screen first, then turn notifications on
Chat’s notifications come where your studio has Chat switched on. Members never get push notifications or texts.
Who sees what?
Each person sees what their role allows. This is how Tasks and Chat draw the lines.
Your own to-dos
A to-do left on Just me is yours alone, the owner included, and so are its photos.
Tasks you give or get
A task someone gave you is a work record: you, whoever gave it, anyone following it and the managers above you can read it, comments included. Owners and Directors see every task at the studio except private to-dos.
Chat, where it’s switched on
A direct message opens only for the people in it, the owner included, and never shows on managers’ dashboards. The studio keeps every message, and its authorized admins can export them for HR investigations, policy enforcement or legal compliance. The owner chooses how long direct messages and private channels are kept.
What does it cost for my team?
No per-person fee. Tasks and Chat are included in every plan, and Xyzios is priced by location, never by the person, so adding a teammate never changes your price. Chat is switched on when your studio is ready.
What Tasks and Chat don’t do.
They do
- Hold every to-do, handed-out job and Xyzi task in one list
- Move a site’s task up a level when nobody takes it for two days
- Mark a member Handled when the call you gave from At Risk is done
- Give your team its own channels next to your numbers, where Chat is switched on
- Tell each person about what’s theirs, on the hours they choose
They never do
- Message a member: member emails still wait in Approvals for your OK
- Replace your booking platform
- Schedule shifts, handle sub requests, clock hours or run payroll
- Turn every lead into a task: call lists stay lists
- Charge per person
Your booking platform stays the system of record. Xyzios works with Mindbody and is an approved Mariana Tek integration. How Xyzios connects →
Tasks and Chat, the way you run.
What owners ask about Tasks and Chat.
What are Tasks and Chat in Xyzios?
Tasks is one list for everything your studio needs done: your own to-dos, which only you see; tasks someone gives you; and the jobs Xyzi finds in your numbers. Chat is your studio’s own team chat: channels for everyone, for each location and for each role, plus direct messages. Every studio has Tasks; Chat is switched on studio by studio.
What work does Xyzi hand out?
A class that ran with people booked and nobody checked in; an issue reported at the front desk; a connection whose sign-in was refused; revenue goals on Targets (next month’s from the 25th, and this month’s while a location has none); and a new studio’s setup steps. A site’s jobs go to its location managers first, then the Directors, then the owners, and move up when nobody touches them for two days. They move and notify only between 7am and 9pm where the studio is. Connection and goals tasks never move up.
Who can give a task to whom?
Anyone can give anyone a task, and every task says who gave it. It can go to one person, to several people (each gets their own copy), to everyone at a location, or to a role at a location, where the first to take it has it; or it can be left open to the team.
Can Xyzi make a task for me?
Yes. Ask in plain words, such as “give Sam a task to restock towels by Friday”. Xyzi drafts the task, and nothing is made until you tap Create. Where your studio has Chat switched on, “@Xyzi make this a task for the front desk” in a thread drafts one from the conversation, and only you can create it.
Does anything reach my members?
No. Tasks, and Chat where your studio has it switched on, are for your team only. Anything a member receives still waits in Approvals and sends from your studio’s email only after someone approves it.
Can the owner read my messages?
Not in the app. A direct message opens only for the people in it, the owner included, and never shows on managers’ dashboards. The studio does keep every message, and its authorized admins can export them for HR investigations, policy enforcement or legal compliance. Your own to-dos are yours alone. Chat is switched on studio by studio.
Is there a per-person fee?
No. Tasks and Chat are included in every plan, and Xyzios is priced by location, never per seat, so adding teammates never changes your price. Chat is switched on when your studio is ready.
Will my team get buzzed all night?
Each person chooses. Anyone can pause notifications, for 30 minutes, until tomorrow, until next week or until a time they pick, or keep them to their own notification hours. Xyzi’s own hand-offs move and notify only between 7am and 9pm. On iPhone, notifications need Xyzios added to the Home Screen first.
Does it work on phones?
Yes. Xyzios is at its best on a desktop and equally at home on a phone. Add it to the home screen, choose the five boards along the bottom, and turn notifications on. On an iPhone, add Xyzios to the Home Screen first.
Does it replace our scheduling or sub app?
No. Keep it for schedules, shifts and sub requests. Tasks, and Chat where your studio has it switched on, hold the work and the conversation around it, next to your numbers.
Everyone on it. No per-person fee.
Every teammate logged in·No per-person fee·Nothing reaches a member without you