Everyone who is not yet a student, plus every conversation with the ones who are. One inbox for every channel, a pipeline for enquiries, and the automated follow-up that stops leads going cold.
Unified Inbox
Unified Inbox
Your centralized messaging hub. View and respond to all conversations with families and contacts across channels (Email, SMS, WhatsApp, and more) from one place. Use filters to focus on open, pending, or assigned conversations. Internal notes let your staff communicate privately about a conversation without the contact seeing it.
The Unified Inbox screen in alinaflow
One thread per family per channel, covering SMS, email, WhatsApp, Instagram, Facebook Messenger and web chat. A family that texts on Monday and emails on Thursday stays one conversation with one history. The AI front desk answers from this same inbox, so handovers between Alina and a human are seamless rather than a fresh start.
Notifications
What is the Notifications panel?
This is the outbox - every notification scheduled to go out to a family, student, or teacher lands here with a grace window before it actually sends. During that window (default 60 minutes, configurable per type) your staff can click the trash icon to cancel a mistake, or click Resend to re-render and send again. Real sending happens through the every-10-minute automated task; this page just gives you the audit and the undo button.
The Notifications screen in alinaflow
Every message the system is about to send a family, student or teacher waits here first. That wait is deliberate and it is the reason this page exists: for 60 minutes by default, a notification sits Pending and can be cancelled with the bin icon on its row. Cancel it and the family never knows it existed. This is what makes it safe to cancel a class, correct an invoice or fix a typo in a student record without a message going out about it - do the work, then come here and bin the notification it generated, all within the window. The window is configurable per notification type, so an invoice reminder can have a longer one than a lesson change. After it closes, the every-ten-minute automated task sends the message and the row becomes a record rather than a decision. Resend re-renders and sends again, which is what you want after correcting the underlying data.
Leads
What is the CRM?
The CRM (Customer Relationship Management) is where you track everyone interested in your school *before* they enroll - Leads. A Lead is a prospective student or account you've heard from but who hasn't paid for anything yet. Each Lead has a status (New, Contacted, Trial, Won, Lost), an owner on your staff, a source (how they found you), and a history of every touchpoint. When a Lead converts, they become a real account and student with no data loss. Use the CRM page for your sales pipeline view, the Inbox for live conversations, Segments to slice the database, and Sequences to automate follow-ups.
The Leads screen in alinaflow
Enquiries that have not become students yet. Each lead carries its source, its stage and its history, so you can see which channels actually produce enrolments rather than which produce enquiries. Losing a lead asks for a reason, which is what makes the loss report useful later.
Key fields
Status - Where the Lead is in your pipeline. 'New' = just arrived, no contact yet. 'Contacted' = staff has reached out. 'Trial' = doing a trial lesson. 'Won' = enrolled (becomes an account). 'Lost' = decided not to join (track the reason).
Source - How the Lead found you. Configure your sources in Settings (Instagram, Google, referral, walk-in, etc.) - used for marketing attribution and to know which channels actually work.
Owner - Which staff member is responsible for following up. Leads without an owner risk getting forgotten - assign one as soon as they come in.
Segments
What are Segments?
A Segment is a saved filter over your contacts/accounts/students - for example, 'all students enrolled in Piano who haven't attended a lesson in 3 weeks', or 'all accounts with overdue invoices'. Build it once with the visual filter builder, save it, and the segment stays live: as records start matching the criteria they appear in the segment automatically. Use segments to drive Sequences (send emails to everyone in the segment), Mass Communications, churn prevention, and reporting.
The Segments screen in alinaflow
A saved definition of a group of people, such as everyone who trialled but did not enrol, or every family with a balance over thirty days. Segments are the audience that campaigns and sequences send to, and they stay current on their own rather than being a list you rebuild.
Adding a new segment
The new segment form
Inside a segment record
A segment record
Key fields
Filters - Stack any number of conditions joined by AND/OR (status, enrollment date, attendance count, custom fields, last contact date, etc.). The preview at the bottom shows how many records currently match.
Saved vs ad-hoc - A saved Segment is reusable and updates live as data changes. An ad-hoc filter is a one-off query you didn't save - fine for exploration, lost when you close the page.
Sequences
What are Sequences?
A Sequence is a multi-step automated workflow that runs over time. Pick a trigger ('Lead created with source = Instagram', 'student enrolled in a Course', 'Trial lesson attended'), then add steps that execute on a schedule: send an email/WhatsApp, wait N days, send another, branch by whether the recipient replied. Sequences are how you automate follow-up without having to remember who to chase. Common uses: nurture cold Leads, onboard new students, win-back former students, post-trial conversion drip.
The Sequences screen in alinaflow
Multi-step follow-up that runs on its own. A sequence waits, sends, checks whether the person responded and branches accordingly. Most useful straight after a trial and straight after a first missed payment, which are the two moments where manual follow-up usually slips.
Adding a new sequence
The new sequence form
Inside a sequence record
A sequence record
Key fields
Trigger - The event that enrolls a record into the Sequence. One trigger per Sequence. The same record won't be enrolled twice unless the trigger fires again.
Steps - Ordered actions: send a message, wait, branch, end. Each step has its own delay (relative to the previous step) and runs in the background.
Active toggle - Pause a Sequence at any time without losing in-flight enrollments. When you resume, the records continue from wherever they were.
Campaigns
What are Campaigns?
A Campaign is a marketing initiative you tag Leads with so you can measure how much business each campaign actually drove. Run a Black Friday promo? Tag every Lead that came in with the 'BlackFriday2025' campaign. At the end you can ask: how many Leads, how many converted, what was the revenue per Lead, what was the ROI. Different from Sources - a Source is *where* the Lead came from (Instagram, Google), a Campaign is *which initiative* attracted them (a specific ad, a referral push, a discount window).
The Campaigns screen in alinaflow
A one-off send to a segment, as opposed to a sequence that runs continuously. Use it for intake pushes, term announcements and re-engagement of former students.
Adding a new campaign
The new campaign form
Inside a campaign record
A campaign record
Key fields
Name - Short and memorable, dated when applicable (e.g., 'BlackFriday2025', 'SummerCamp2026Push'). You'll filter reports by this name later.
Status - 'Active' campaigns can be assigned to new Leads. 'Inactive' campaigns are kept for historical reporting but hidden from the New Lead form.
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