Workspace-level configuration: who has access, how you get paid, what connects to what, and the automation that runs without anyone pressing a button.
Workspace-level basics: name, branding, locale, currency, date format and the terminology your workspace uses. Terminology is worth attention, because it renames entities across the entire product to match how your business talks.
Staff accounts and their roles. Admin, Editor and Viewer are enforced everywhere, including in the API and the MCP server, so a Viewer key cannot write no matter what asks it to. Give people the lowest role that lets them do their job.
What is a location?
A location represents a physical place where your school operates - a building, campus, or branch. If your school has a single address, you'll have one location. If you operate across multiple sites, each site is a separate location. Every location can have multiple rooms inside it, and classes are scheduled in specific rooms. Locations also help with filtering - instructors and staff can be assigned to specific locations.
Sites and the rooms inside them. Rooms are what classes and bookings are scheduled into, and what conflict detection protects. Multi-site workspaces can scope staff and reporting per location.
The record is organised into tabs: Inventory. Each one is scoped to this record, so what you see is only this record's data.
Equipment kept in this room, so you know what is there without walking to it.
Key fields
What are Payment Methods?
Payment methods are the different ways your school receives money from families - cash, bank transfer, card processors (Visa, Mastercard), digital wallets, checks. Configure each one once with its commission percentage, settlement days, and installment support, and staff picks it when registering a payment or issuing a refund. You can also flip 'pass through commission' on any method to automatically add a separate fee line to the invoice so the family covers the processor fee instead of the school absorbing it.
Which ways of paying you accept, and which is offered by default. Separate from the processor connection: this is the list a family sees, that is the plumbing behind it.
Key fields
What are Tax Categories?
Tax Categories are the tax rates your school charges on fees, tuition, and products. Define each category once with its name and rate (for example, 21% VAT, 10% Sales Tax, Exempt) and reuse them across your whole workspace. Each category also has a 'Tax included' flag that controls whether prices typed for items using it are gross (the tax is already inside the price) or net (the tax is added on top at checkout). You can then assign a default category to each Location and Venue so the right rate auto-applies to fees and tickets billed there - perfect for chains with branches in different states or countries.
Tax rates and the rules for applying them, so invoices come out correct for your jurisdiction without per-invoice thought.
What are connected apps?
Every external service alinaflow talks to on your behalf - messaging channels your customers receive notifications through (Email, WhatsApp), automation tools that let you wire alinaflow into the rest of your stack (Public API, Zapier), and identity systems for bigger teams (SSO, SCIM). Email and WhatsApp are connected from day one using alinaflow's shared senders; open a card to bring your own domain or number whenever you want full branding.
Connections to the tools you already use: payment processors, messaging channels, calendars, accounting and storage. Connect the payment processor and the messaging channels first, since most of the automation depends on them.
Programmatic access to your school
Create API keys to connect Claude, ChatGPT, or any MCP client to your school, or to call the alinaflow API directly. Keys are personal: they act with your own role, so they can never do more than you can, and you can revoke them anytime.
Keys for programmatic access, including the MCP server that lets other AI agents operate your workspace. A key carries exactly the role of the person it belongs to and can never exceed it, so a Viewer key is refused on every write. Issue keys scoped to the access you would give a person doing the same job, and revoke them here when they are no longer needed.
Key fields
What are Automated Tasks?
The routine jobs alinaflow runs for you on a schedule - reminders and messages, invoicing and collections, payroll, and housekeeping sweeps. They're grouped by what they do, with the everyday ones up top. Anything switched off, gated by a business rule, or waiting on an integration is collected under 'Not running'. Use Run now to trigger one immediately, or open a task to change its schedule and see its history.
Scheduled jobs that run without anyone present: invoicing runs, reminder sweeps, report deliveries, data exports. This page shows what is scheduled, when it last ran and whether it succeeded.
Still stuck?
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