Manage Activities & Participants

On the manage participants page, you can see the full list of participants along with their payment and check-in status, names, and registration numbers.

You can also remove specific participants and choose how each of them gets refunded.

Yes. Turn on "Hide Participants" so only you can see the full list; other participants can't see who is attending or other participants' profile photos.

This feature is off by default, and you can change it anytime, whether the activity is a draft, scheduled, or ongoing.

Using the settings button on the activity's chat page, you can restrict chat to hosts only, or open it up so participants can join the conversation.

This setting is separate from the Hide Participants feature, so you can combine them however you like.

This feature (on by default) lets participants send their spot to someone else via chat before the activity starts. You can turn it off in Advanced Settings.

As a host, you can always invite new participants with a spot at no extra payment from the recipient, even when participant spot transfers are turned off.

Watch the video tutorial here: https://youtu.be/ePOMrZ9BgsE?si=rDtesUDhfrnvTjvu

In the participant list, remove a participant and choose how to refund them: to balance, as a pass, no refund, or an amount you set yourself.

The removed participant will receive a notification and is automatically removed from the activity's group chat.

Open your activity and choose View Form (web) or View Form Responses (app), then tap Download CSV. It's free for every host, not a Premium feature.

Each participant is one row: username, every form answer, status, transaction value, host income, join date, pass, add-ons, refunds and registration number, closed by a Summary Total row. In the app the file goes out through your phone's share sheet rather than into a downloads folder.

Download CSV on the form page covers one activity's participants and is open to every host. The Participant report recaps all your participants for a single month: contact details, number of joins, net spend, and passes still active.

The monthly report needs Premium. On the web it's on the Participants page under Download Report and arrives as an Excel file; in the app it's under Analytics → Reports and arrives as a CSV.

There's no per-activity co-host role. An activity always has exactly one host. What exists is Staff, and it applies to your whole account rather than to a single activity.

Invite someone from the Staff page as the Operational type with the role Front Desk, Admin or Manager. The invitation is emailed to them; once they sign in with that same email and accept it, they can manage your account within that role. Staff is a Business feature.

Staff comes in two types. Instructor is for the people facing participants: instructors, coaches, personal trainers. Operational is for back-office roles that get access to your dashboard: Front Desk, Admin or Manager.

Front Desk: check participants in and answer chat. Admin: all of that plus creating and managing activities. Manager: all of that plus withdrawing your balance, and among staff only a Manager can withdraw. You as the account owner can always withdraw. KUYY shows this same access-by-role table while you pick the role.

The Instructor type is different: its role is free text, no invitation is sent, and it exists only to assign someone to an activity and work out their fee. Only Instructors can be assigned to an activity.

Operational staff are invited by email and have to accept first. Until they do, the status shows Pending; once accepted, their account is linked to yours with the access their role allows.

Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

Fee structures live on the Fees tab of the Staff page. There are two types: a Fixed fee, which pays the same regardless of headcount, and a Ranged fee, which scales with it. For example 1 to 10 participants at Rp100.000, then 11 to 50 participants at Rp150.000.

For a ranged fee every range has to join up with no gaps. KUYY flags any headcount that isn't covered, so fix that before saving.

Once the fee structure is ready, open the activity, go to its Staff section, pick the instructor teaching it, then pick the fee that applies. From then on the fee is worked out automatically every time the class runs.

To pay it out, use Payslips on the Staff page: pick a period, review each instructor and their activities, add adjustments if needed, then Review and send — every instructor gets their own PDF by email. Every send is recorded in the Payslip tab's history (period, total, sent date), where each instructor's payslip can be viewed and re-downloaded exactly as it was sent. You can send the same period again if you need to; it's recorded as a new send (an identical send is blocked for a few minutes so a double-click can't email it twice). For a recap there's the monthly Download Report, exported as an Excel file. Staff and fees are a Business plan feature.

Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

Branch links several KUYY accounts into one network so a pass created on the main account can also be used at a branch account. A participant only needs one pass and it works at every one of your branches.

Add one with Add Branch on the Branch page, then invite the account by email. The invitation has to be accepted first: until it is, the status shows PENDING; once accepted it becomes BRANCH, while your own account is marked MAIN.

The structure is one level deep. Every branch is linked to the main account and only the main account manages them. A branch cannot add branches of its own underneath it.

When creating a pass or voucher, the Valid at field decides which branches honour it, all of them or only some. If you remove a branch from the network, multi-branch passes stop working there.

Branch is a Business plan feature.

Watch the video tutorial here: https://youtu.be/iMisgWNxD8Y?si=NV7Ho6F1Asl4hPu8

From the app: open the activity, then choose View Form Responses. Photo answers appear as images you can tap to enlarge and download, including an option to download all images at once.

From the web: open the activity, click the "..." menu, then choose View Form. Photos display properly there, with an option to download them all at once.

If you open the answers from the schedule panel in the dashboard and see a long "/api/storage/..." link instead of the image, use one of the two ways above. That link cannot be opened directly in a browser because it requires authentication.

The CSV file you download always contains the raw link rather than the image itself. To see the photo, use the view in the app or on the activity page.

Adding new questions is safe at any time. Participants who registered earlier will simply be blank in the new question's column.

DO NOT delete a saved question, even though a delete button exists. The question is not truly removed on the server, and deleting one from the MIDDLE of the list shifts the questions after it, which can move older participants' answers under the wrong question. If people have already registered, leave old questions in place.

You can change a question's wording, but be careful: existing answers stay attached to that question and will appear under the new heading. If you change its meaning, your export becomes misleading. It is safer to add a new question.

A question's type cannot be changed once saved either.

Not yet. Participants have no way to reopen and change answers they have submitted, and registering again does not bring the form back.

If something needs correcting, ask the participant to tell you directly as the host, and record the change yourself.

A note for group bookings: if the same person books a second time for that activity, the form is not asked again. So companion details for the second booking are not collected.

A waiver is a liability statement participants accept before joining. You set it once under Settings → Waiver and it applies to every activity you host. It is not configured per activity.

Participants sign it after completing the registration form and before payment, on a signature screen. It is signed once per host. BUT every time you edit the waiver's content, everyone is asked to sign again.

There is currently no page listing who has signed, and no button inside the product to download a signed document. If you need one, contact support. It can still be produced.

For on-the-spot (OTS) registration, the waiver appears if you use the web dashboard, but not in the app.

Invoices are always sent by email. The "Send invoice to participant" option on the activity form adds delivery over WhatsApp as well.

It costs Rp1,500 and is paid by the PARTICIPANT, not by you as the host. It appears as an "Invoice Fee - WhatsApp" line on the participant's bill, once per successful transaction.

The option is switched off automatically for free activities, since there is no transaction to charge it against.

The participant also needs a phone number on their account. If it is empty, no WhatsApp is sent and the invoice still goes out by email as usual.

Besides invoices, WhatsApp is also used to tell participants when an activity is cancelled and when a participant is removed from an activity. Activity reminders and announcements are not sent over WhatsApp.

Watch the video tutorial here: https://youtu.be/RIcq_NTXtxA?si=Kl8u704512ct8bN8

There are two automatic reminders, and their timing is fixed by the system. Hosts cannot change it.

24 hours before the start: participants get a phone notification and a reminder email.

30 minutes before the start: participants get a phone notification only, reminding them to have their e-ticket ready.

There are no reminders other than those two. If you want to reach participants at another time, use the Announcement feature in the activity chat.

Worth noting: if you change the activity's time or location, participants only get a phone notification, no email and no WhatsApp. For important changes, send an Announcement as well so it is definitely seen.

Yes, through Import Participants. Open your activity and choose Import Participants from the menu. Download the template from that page first, fill it in, then upload it back.

The template's columns must match exactly, both in count and in name: Username, Email, then one column for each of your registration form questions, in order. If they do not match, the upload is rejected. Save it as CSV.

Participants are matched by username first, then by email. If the email is not registered with KUYY yet, a guest account is created automatically for that person. So they do not need an account beforehand.

For a participant bringing a group, list the same person on several rows, one per person. Import is available to hosts only, and cannot be used once the activity is full, cancelled, or finished.

If you want to send a spot to one person who already has a KUYY account, use Send Spot. They will need to accept it.

An activity can only be deleted after it has been cancelled or has finished. So if it is still scheduled, cancel it first. Cancelling is what notifies participants and processes refunds.

In the activity menu the option reads Cancel Activity while the activity is live, then changes to Delete Activity once it has been cancelled or completed.

A deleted activity disappears from all listings, but its transaction history is still kept in the system.

A Chat Channel is a broadcast channel to all your followers, a way to reach them all at once without creating groups one by one. This feature requires KUYY Premium.

Create it from your own profile page, using the Create Chat Channel button. Each account can only have one channel, and its name is generated from your name and cannot be changed.

When you create it, all of your current followers are added straight away. After that, anyone who follows you joins automatically and anyone who unfollows leaves automatically. There is no other way to join.

The channel starts out as two-way. If you want to be the only one who can post, change it in the chat settings inside the channel.

Documents are private files you send to one participant: a monthly report card, a certificate, an evaluation, or photos and scans. You send them from the web dashboard: open the Participants menu, press Upload document, then fill in the Period (for example "September 2026 Report"). That text becomes the prefix of every document's title. Pick your files, several at once if you like, or drag them into the window.

Each file is matched to a participant automatically from its filename, so check the Participant column before you send. Rows that are still empty you have to fill in yourself by searching a name, email, or phone number, and a Check status means the guess looks close but isn't certain. The title itself is built from the Period and the participant's name, not from the filename, and you can still retype it per row. Press Send, and if one file fails, the others still go through and the failed one can be retried from the same window.

For a single participant, open their profile from the Participants list, scroll to the Documents section, and press Upload document. That same section is where you delete a document you already sent, and once deleted it disappears from the participant's page straight away.

Sending documents is a Business plan feature. On Free and Premium, the Upload document button takes you to the Business upgrade page. If your Business subscription ends, documents you already sent stay open to participants and you can still delete them; the only thing that stops is sending new ones.

The only file types accepted are PDF, JPG, PNG, and WebP, up to 10 MB per file and a maximum of 200 files per upload. The file type is detected from the contents, not from the filename, so renaming the extension doesn't help.

If your PDF is rejected, it is usually over 10 MB, or the file isn't really a PDF, for example a "save as" from a web page. Open the file first to check, then save it again as a PDF or an image.

If it's the participant's name that won't come up, the search in the upload window only pulls from your own Participants list. Documents can only go to someone who has joined one of your activities, with a going or checked-in status, or who holds a pass from you. Someone who registered but hasn't paid doesn't count yet, and any other name is rejected with a message saying that account isn't your participant.

Two other limits catch people out: one document always goes to one participant, so for several people you upload one file each, and a file that has already been sent can't have its contents swapped. Delete it first, then upload it again.

Open any activity in that group, choose Edit, then Edit Variation. From there you can change the order (saved immediately), add a new variation that goes to the end of the list, or tap another variation's row to open and edit it directly. The Back button returns you to the editor you came from.

Before you remove anything, note this: cancelling a variation that already has participants refunds them and takes that activity out of the group. A variation with no participants at all can be deleted without cancelling.

There's no way to take a variation out of the group without cancelling it, and a variation can't be moved to another group. The activity you're currently editing also has no cancel button on the Edit Variation screen; you cancel it from that activity's detail page, which offers the refund options.

Two activities that are already live separately can't be merged into one group. The group is formed when you tap Create All Activities, and after that it can only be extended through Edit Variation. Keep in mind too that changing one variation doesn't change the others in the same group.