Welcome. Let's get you set up.

Log in to your platform

Your workspace is ready. Open the link in your welcome email and log in to get started.

• Open your welcome email and click Access my platformBookmark the link — it's how you'll access your platform every day.

Fill in your business profile

These core details identify your centre across the platform and populate standard fields in emails, notifications, and pipeline records.

• Go to Settings → Business Profile
• Enter your centre name, phone number, email address, and physical address
• Upload your logo
• Confirm your timezone is set correctly This affects when scheduled messages and reminders are sent.
• Save

Update your custom values

Custom values are centre-specific details your automated messages pull from — your WhatsApp number, booking links, social URLs, and more. Fill them in once and every template renders correctly.

Download the reference spreadsheet below. It lists every custom value used in your templates and workflows, with a description of where each one appears and a column to record your values before entering them in the platform.

• Go to Settings → Custom Values
• Fill in the Business Identity group: display name, tagline (if any), website URL
• Fill in the Contact Details group: WhatsApp number, public-facing email, address line, phone
• Fill in the Social & Booking group: Facebook URL, Instagram handle, Google Maps link Leave booking calendar URLs blank for now — return here after Step 8 once your calendar links are ready.
• Fill in the Legal group: privacy policy URL, terms URL, registered company name
• Save all values

Connect your email for sending

How you set this up depends on the email address you want to send from. Follow the path that matches your situation.

Connect your WhatsApp number

WhatsApp is your primary automation channel. Connect your business number now so booking confirmations, follow-ups, and reminders are ready when you activate workflows.

• Go to Settings → WhatsApp
• Follow the WhatsApp Business API connection flow You'll need access to the phone number to receive a verification code. The number cannot simultaneously run the standard WhatsApp Business app once connected here.
• Once connected, send a test message to yourself to confirm delivery
• Return to Settings → Custom Values and fill in the WhatsApp number you left blank in Step 3

Add your team members and set their permissions if applicable

Each tutor or admin staff member gets their own login. Adding a user does not automatically grant inbox access — you must explicitly set which modules each person can use.

• Go to Settings → My Staff and click Add Employee
• Enter name, email, and set role to UserReserve Admin only for people who genuinely need to change account settings or automations — typically you or a senior manager.
• Under Permissions, enable Conversations and Contacts for anyone who interacts with parents Without Conversations toggled on, a user cannot see or reply to messages in the shared inbox.
• For tutors, also enable Calendars
• Set Only Assigned Data appropriately for each user On — user sees only contacts and conversations assigned to them (recommended for tutors). Off — user sees all records (recommended for managers and admin).
• Save and send the invitation — each person must accept and set their password before Step 7

Everyone connects their personal calendar and email

Two per-user connections must be made by each team member — including you. Both are done while logged in as the individual; an admin cannot complete these on someone else's behalf.

A — Connect personal calendar

• Each user: Settings (bottom left) → Calendars → Connections → Add new → connect Google Calendar or Outlook and grant the requested permissions This links real availability to Komunzy's booking calendars, preventing double-bookings. You can also connect a video conferencing service (Google Meet or Zoom) here — meeting links will be added automatically to booking confirmations.
• Confirm the connection: existing calendar events should appear as blocked time in the calendar preview

B — Connect personal email (2-way sync)

• Each user: Settings (bottom left) → Email Services → Add Service → select SMTP Provider in the dropdown → connect Gmail or Outlook This is separate from Step 4. Step 4 configures outbound sending for automated and bulk emails. This step mirrors each person's individual inbox into the platform for one-to-one conversations.
• Send a test email from the Conversations tab to confirm the sync is active

Configure your booking calendars

Your account includes pre-configured template calendars for trials and group classes. Update them to reflect your subjects, levels, tutors, and availability. How are the calendars structured? ↗

• Go to Calendars → Calendar Settings
• Rename each calendar to match your subject and level — e.g. Trial — English P5, Class — Maths P3
• Assign the correct staff member to each calendar
• Set available days and hours for each calendar Calendar availability controls when parents can book. It is independent from the staff member's personal calendar — both must be set.
• For group class calendars: set the number of seats per slot and class frequency
• Delete any template calendars for subjects you don't offer
• Create a Service Menu grouping all your Round Robin (private session) calendars: Calendars → Service Menus → New
• Copy the Service Menu booking link and each group class booking link
• Return to Settings → Custom Values and fill in all booking URL values left blank in Step 3

Update your custom contact fields

Your forms and contact records use dropdown fields pre-populated with demo content. Update the field definitions in Settings — all forms that reference them update automatically.

• Go to Settings → Custom Fields
• Update Subject of Interest options to your subjects (e.g. Maths, English, Science)
• Update Year Level options to your levels (e.g. P1–P6, S1–S5)
• Update Programme of Interest options if applicable (e.g. Regular Class, Intensive, Exam Prep)
• Update Payment Method options to match how your centre accepts payment (e.g. Bank Transfer, Cash, FPS, PayNow, PayID)
• Review Fee Concession Applied — update or remove options to match your concession policy
• Return to update Assigned Tutor options once all tutor profiles have been created in Step 6 Tutor names must exist as staff members before they can be added as dropdown options here.
• Save each field, then preview the Enquiry Form and Trial Booking Form under Sites → Forms to confirm the dropdowns reflect your updates

Import your existing contacts optional

If you have an existing student list, import it now so your pipeline reflects reality from day one.

• Prepare a CSV with columns for first name, last name, email, phone, and any other fields you track
• Go to Contacts and click the import icon (top right)
• Upload your CSV and map each column to the correct field
• Review the mapping preview for errors before confirming
• After import: go to Pipelines → Active Student and move enrolled students into the correct stage Imported contacts are not placed in a pipeline automatically — bulk-select them or move individually.

Connect your inbound channels

Komunzy's inbox brings every channel into one place — but only for channels you've connected. Any disconnected channel is a gap: messages arrive there but never appear in your platform, and no automation can respond to them.

Connect your website recommended

Embed Komunzy's forms and booking links into your website so enquiries flow straight into your pipeline.

• Option A — Embed the enquiry form:Sites → Forms → open the Enquiry Form → Integrate tab → copy embed code → paste into your website Submissions go directly into Contacts and your Enrolment pipeline.
• Option B — Link to booking calendars: add your Service Menu and class booking links (from Step 8) as buttons on your website
• Option C — Add the live chat widget:Sites → Chat Widget → copy the snippet → paste into your site's <head>

Connect Stripe optional

Required if you want to send invoices or collect payments directly through Komunzy.

• Go to Payments in the left-hand menu
• Find the payment provider section and click Connect
• Follow the Stripe OAuth flow to link your account Ensure the currency in your Stripe account matches your market — AUD, SGD, or HKD.

Review and finalise your message templates

Before activating workflows, review your email templates and get WhatsApp templates Meta-approved. Both are prerequisites for automations to send correctly.

A — Email templates

• Go to Marketing → Emails → Templates
• Open each template and confirm your custom values are rendering correctly — not showing as blank or placeholder text
• Adjust the wording of any template that doesn't match your centre's tone
• Save each template after editing

B — WhatsApp templates

• Go to Settings → WhatsApp → Templates
• Review each template for accuracy — correct centre name, booking links, and appropriate tone
• Submit templates for Meta approval Meta reviews WhatsApp Business message templates before they can be used in automations. Approval typically takes a few minutes to a few hours. Workflows that include WhatsApp messages will not send until the relevant template is approved.
• Wait for each template's status to show Approved before proceeding to Step 15

Activate your workflows

Your automations come pre-built but start in Draft mode. Publish them in the correct order.

• Go to Automation → Workflows
• Open W2 — Post-Trial Follow-up and publish it first
• Open W3 — Class Reminder and publish it
• Open W1 — Enquiry Response and publish it last W1 references W2 and W3 — publish those first so all downstream steps are live when W1 fires.

Run a full end-to-end test

Before going live, submit a test enquiry and trace it through the entire system.

• Open your enquiry form link and submit it using a personal email and phone number you can access
• Confirm the automated reply arrives (email and/or WhatsApp) within a few minutes
• Confirm the contact appears in Contacts and a pipeline card in Pipelines → Enrolment
• Confirm internal staff notifications arrived correctly
• Verify all messages show your correct centre name, contact details, and booking links — no demo placeholder text
• Delete the test contact once confirmed

You're ready to go live

Your platform is configured, your channels are connected, and your automations are running.

• Share your booking links on social media, WhatsApp status, and in existing parent communications
• Brief your team on where to find inbound leads: Conversations inbox and Pipelines view
• Return to Settings → Custom Values to fill in any values still blank