Open this and print it (Ctrl/Cmd + P) — it fits one page.
The Vault Studio Platform · September 2026
The
VAULT
Training sessions: auto-generate weekly; limited claims per week, locked to that week.
Check-in required: claimers get an SMS check-in link — no check-in = recorded no-show.
Strikes (no-shows + late unclaims): 1 = warning · 2 = 30-day suspension · 3 = permanent loss of privileges. On-time unclaim = no penalty (confirmation text sent).
Unclaim deadline: unclaim up to 2 hours before the session start with no penalty — inside that 2-hour window (or after start) it's a late-unclaim strike.
Grace period: no strikes are recorded before Sept 28, 2026 — until then the flow runs for practice only.
Maintenance checklists: arrive automatically when a session ends; misses count against the member — repeated misses flag the account and block new bookings.
New — supply reporting: out-of-stock supplies can be flagged right from the checklist; no effect on their score.
Manual/standalone checklists: sent by admin with a custom deadline; expiring causes no strikes.
Calendar: assigned sessions sync to their personal Google Calendar automatically.
Booking requests: email + in-app + text when requested for a guest booking; pending count shows as sidebar badge.
Responding: accept/decline in-app; a decline doesn't block staffing another way.
Studio assistants: shifts are assigned by admin (not claimed in-app); assigned shifts appear on their dashboard and sync to their personal Google Calendar.
1. Session confirmed → checklist created for the space, tied to the responsible party (member or claimed assistant).
2. 15 min before end → automated reminder (SMS + notification) with the private checklist link.
3. Session ends → submission window opens — 1 hour for every session type (expired links show a "window closed" state).
4. 1 hour past end → window closes and it's marked missed: booking-tied checklists count against the member; standalone manual ones expire harmlessly (no strikes, by design).
5. Admin sends → picks recipient + custom completion window (minutes); delivered by email + in-app + SMS (always).
6. Admin dashboard → compliance at a glance, who's flagged and why, supply restock to-do.
| Message | Recipient | When |
|---|---|---|
| Checklist reminder (link) | Member / claimed assistant | 15 min before session end |
| Manual checklist send (link) | Admin-chosen recipient | Immediately on send |
| Staff booking request | Requested engineer/producer | Immediately when requested |
| Training claim confirmation | Claimer | On claim |
| Training check-in reminder | Claimer | Day of session |
| Training unclaim confirmation | Member/staff | On unclaim |
| Payment request (short link /pay?b=…) | Client/guest | With every booking payment request |
| Studio updates | Members (if SMS enabled) | When admin posts update |
📍 All texts come from the studio's Quo/OpenPhone number — replies land in the studio's texting workflow.