Zeppelynn AI

AURA · Spa & Wellness

AURA Client Onboarding Guide

A step-by-step guide to completing your spa’s virtual front desk setup.

Every field in the nine-step onboarding questionnaire, explained in plain English — what to enter, where to find it, and why we need it.

Before you start

Have these details ready before you begin. You do not need to obtain or upload any sensitive information the form does not request.

Accurate business contact and legal-entity details (the exact registered name, address, and entity type).
Current location and operating-hours information for each day of the week.
Your actual service menu — real prices, durations, add-ons, packages, memberships, and policies.
Correct scheduling-system and booking-page details (which platform you use and the live booking URL).
Your telephone provider and your deployment preference (new number, forward, port, or unsure).
Your current public Privacy Policy and Terms & Conditions URLs.
Accurate customer opt-in and messaging practices — how guests actually consent to texts.
Correct internal notification and escalation contacts (who should receive alerts and urgent messages).
The authorized representative’s details — the person legally able to approve this onboarding.

If you are unsure

Prefer an available “Unsure” or “Need assistance” option over guessing, or pause and contact Zeppelynn AI. A flagged uncertainty is easier to resolve than an incorrect answer that delays configuration or registration.

Authorized contact & legal identity

Who is authorized to represent the business, and how the business is legally registered.

First name

Required

What it means: The first name of the person authorized to complete this onboarding for the business.
What to enter: Type the authorized representative’s legal first name as it appears on official records.
Why we need it: Identifies the person accountable for the onboarding answers and the authorization we record in Step 9.
Where to find it: Your business records and the person completing the form.

Example

Example: “Jordan”.

Common mistakes

Entering a nickname or a staff member who is not actually authorized to represent the business.

If you don't know

Pause and confirm who at the business is authorized before continuing — do not guess.

Last name

Required

What it means: The last name of the same authorized representative.
What to enter: Type the legal last name matching your first-name entry.
Why we need it: Pairs with the first name to record the authorizing party.
Where to find it: Same as first name — the authorized person.

Example

Example: “Rivera”.

Common mistakes

Using a shortened or informal version of the last name.

If you don't know

Confirm with the authorized person before submitting.

Job title / role

Required

What it means: The authorized representative’s position at the business.
What to enter: Type the actual job title, e.g. Owner, Managing Director, or Spa Manager.
Why we need it: Helps us confirm the respondent has authority to make onboarding decisions for the business.
Where to find it: Your organizational records.

Example

Example: “Owner” or “Spa Manager”.

Common mistakes

Leaving it blank or entering a vague term like “staff”.

If you don't know

Enter the closest accurate title; we can clarify during review.

Primary contact email

Required

What it means: The email we use to reach the authorized representative about this onboarding.
What to enter: Enter a valid email address you actively check. Any email domain is accepted — it does not need to be a corporate/business domain.
Why we need it: Used for onboarding correspondence. We never ask for passwords here.
Where to find it: Your inbox — a personal or business email you monitor.

Example

Example: “jordan@example.com”.

Common mistakes

Typos that make the address undeliverable; using an inbox no one checks.

If you don't know

Use the best email to reach you; we can update it later.

Direct mobile number

Required

What it means: A mobile number for the authorized representative.
What to enter: Enter the number in E.164 mobile format, including the country code.
Why we need it: Used for carrier verification and urgent onboarding coordination. We never ask for passwords, PINs, or account credentials in this form.
Where to find it: The representative’s mobile phone — the number they can be reached on.

Example

Example: “+1 (555) 000-0000”.

Common mistakes

Using a landline only, or omitting the country code.

If you don't know

Enter your best reachable mobile number.

Public-facing spa brand / DBA

Required

What it means: The name your clients recognize — the “doing business as” name the public sees on your signage, website, and booking page.
What to enter: Type the exact public brand name your guests see.
Why we need it: AURA greets callers using this name. It may differ from your legal entity name (see below).
Where to find it: Your website, storefront, booking page, and marketing materials.

Example

Example: “Serenity Wellness & Day Spa”.

Common mistakes

Confusing the public brand with the legal entity name — provide both separately.

If you don't know

Use the name on your website or storefront.

Official legal entity name

Required

What it means: The full registered legal name of the business entity that owns the spa, exactly as it appears on official records (for example, your IRS CP 575 or 147C letter).
What to enter: Type the complete legal name, including any entity suffix such as LLC or Inc.
Why we need it: A2P 10DLC carrier registration uses the legal entity. It must match your official records, or registration can be rejected.
Where to find it: Your IRS CP 575 / 147C letter, state registration, or accountant. Do not enter the EIN/SSN itself — only the name.

Example

Example: “Serenity Wellness Partners LLC”.

Common mistakes

Using the public brand name here; dropping the LLC/Inc suffix; abbreviating. The legal name must match official records exactly.

If you don't know

Confirm the exact registered name with your accountant or state filing before submitting.

Legal entity structure

Required

What it means: How your business is legally organized.
What to enter: Select the structure that matches your official registration: Sole proprietorship, Single-member / multi-member LLC, S corporation, C corporation, Partnership, Nonprofit / 501(c)(3), or Other entity type.
Why we need it: The entity type affects the A2P registration tier and the documents carriers expect.
Where to find it: Your state registration or IRS documentation.

Example

Example: “Single-member / multi-member LLC”.

Common mistakes

Guessing; choosing “Other” without clarifying what it is during review.

If you don't know

If unsure, check with your accountant — the correct structure matters for registration.

Physical street address

Required

What it means: The commercial physical address of the primary business location.
What to enter: Enter the real street address. No P.O. boxes.
Why we need it: Carriers verify a physical business address as part of registration.
Where to find it: Your lease, business license, or signage address.

Example

Example: “210 Maple Street, Suite 4”.

Common mistakes

Using a P.O. box or a residential-only address that isn’t the registered business address.

If you don't know

Use the address on your business registration.

City

Required

What it means: The city for the same physical address.
What to enter: Type the city name.
Why we need it: Completes the verified business address.
Where to find it: Same source as the street address.

Example

Example: “Austin”.

Common mistakes

Leaving blank or mismatching the street address.

If you don't know

Use the city on your business registration.

State

Required

What it means: The U.S. state for the business address.
What to enter: Select your state from the dropdown.
Why we need it: Required for the verified address and time-zone accuracy.
Where to find it: Your business registration.

Example

Example: “Texas”.

Common mistakes

Selecting the wrong state.

If you don't know

Use the state on your business registration.

ZIP

Required

What it means: The ZIP/postal code for the business address.
What to enter: Type the ZIP code.
Why we need it: Completes the verified address.
Where to find it: Your business mail or registration.

Example

Example: “78704”.

Common mistakes

Typos or an old ZIP.

If you don't know

Use the ZIP on your business registration.

Country

Required

What it means: The country where the business is registered and located.
What to enter: Enter the country. The form defaults to “United States” — change it only if your business is outside the U.S.
Why we need it: AURA’s onboarding is designed for eligible U.S. non-clinical spa and wellness businesses.
Where to find it: Your business registration.

Example

Example: “United States”.

Common mistakes

Leaving the default U.S. when the business is actually based elsewhere.

If you don't know

Confirm your registration country.

Public website URL

Optional

What it means: Your live public website address, if you have one.
What to enter: Enter a full URL starting with https://. Optional for new businesses — leave blank if you don’t have one yet.
Why we need it: Helps us verify your brand, menu, and policy pages referenced later in onboarding.
Where to find it: Your browser address bar.

Example

Example: “https://yourspa.com”.

Common mistakes

Entering a partial string like “yourspa.com” without the https://; pasting a staging or dead link.

If you don't know

Leave it blank — it’s optional.

Primary business time zone

Required

What it means: The time zone your primary location operates in.
What to enter: Select your time zone from the dropdown (Eastern, Central, Mountain, Pacific, Arizona, Alaska, or Hawaii).
Why we need it: Controls operating hours, booking windows, reminders, and after-hours handling. A wrong time zone breaks scheduling.
Where to find it: Your business location.

Example

Example: “Central (CT)”.

Common mistakes

Selecting the time zone of your corporate HQ instead of the spa location; ignoring Arizona’s no-DST rule.

If you don't know

Use the time zone where the primary spa is physically located.

Number of locations

Required

What it means: How many business locations the brand operates.
What to enter: Choose Single location, Multiple (2–4), or 5+ locations.
Why we need it: Multi-location accounts (especially 5+) may require additional review before deployment.
Where to find it: Your business operations.

Example

Example: “Single location”.

Common mistakes

Counting planned/future locations instead of currently operating ones.

If you don't know

Count currently open locations; clarify planned ones in Step 9 notes.

Primary location details

Optional

What it means: A short description of the location AURA will serve first.
What to enter: Describe the address, suite, and neighborhood of the primary location.
Why we need it: Lets us scope the initial deployment to the right site.
Where to find it: Your lease or signage details.

Example

Example: “210 Maple Street, Suite 4, South Congress district”.

Common mistakes

Leaving it blank when you operate multiple locations — the first site matters.

If you don't know

Describe the site you want AURA to handle first.

Spa category & scope screening

Your offerings and a mandatory screening that determines whether AURA can be configured automatically.

Business categories (select all that apply)

Required

What it means: Every type of non-clinical spa or wellness service your business offers. Select all that apply: Day Spa / Wellness Spa, Massage Studio / Bodywork, Non-Medical Esthetics / Facials, Nail Salon / Nail Lounge, Waxing / Non-Clinical Body Treatments, Sauna / Steam / Float Wellness, Holistic Wellness, or Other Non-Clinical Wellness Services.
What to enter: Tick every category you actually offer. At least one is required.
Why we need it: AURA is configured for non-clinical spa and wellness services only. Your categories shape which intents and services the receptionist supports.
Where to find it: Your service menu and website.

Example

Example: “Massage Studio / Bodywork” and “Non-Medical Esthetics / Facials”.

Common mistakes

Selecting categories you don’t actually offer, or missing ones you do.

If you don't know

Select your best-fit categories and clarify in the Other description.

Describe the “Other” category

Conditional

Conditional: This field appears only when you select “Other Non-Clinical Wellness Services” in the categories above. It becomes required when selected.

What it means: A short description of your other non-clinical wellness offerings.
What to enter: Briefly describe the other services you offer.
Why we need it: Lets us confirm the service is within AURA’s non-clinical scope.
Where to find it: Your service menu.

Example

Example: “Sound bath meditation and breathwork classes”.

Common mistakes

Describing clinical or medical services here — those require the manual-review path instead.

If you don't know

Describe it as best you can; we review it before configuration.

Mandatory scope screening

Required

What it means: “Does your business provide medical or clinical services, such as injectables, IV therapy, clinical weight-loss treatment, medical diagnosis or treatment, prescription services, or post-operative clinical care?” Choose No, Yes, or Unsure.
What to enter: Select No only if your business is strictly non-clinical wellness. Select Yes if you provide any of the listed clinical services. Select Unsure if you’re not certain.
Why we need it: AURA is configured for non-clinical spa and wellness services only. This answer determines whether onboarding can proceed automatically or requires manual review.
Where to find it: Your service list and scope of practice.

Example

Example: “No — non-clinical services only”.

Common mistakes

Choosing No when you offer injectables, IV therapy, medical weight loss, or post-operative care — that would misrepresent your scope and can halt deployment later.

If you don't know

Choose Unsure. Answering Yes or Unsure routes you to a Manual Review screen instead of the standard path. AURA does not collect patient records or medical histories, and this answer alone does not determine HIPAA status.

Manual Review screen (conditional)

Conditional

Conditional: Appears only when the scope screening is answered Yes or Unsure. It is not an extra field — it is the branch your onboarding takes.

What it means: A notice that automated deployment cannot proceed because clinical or possibly clinical services were indicated.
What to enter: Review the notice, then use “Submit for Manual Review” to log your intake for a Zeppelynn AI solutions specialist, or “Back to step 2” to change your answer.
Why we need it: This is not an approval, and submission does not mean AURA is live or that messaging registration has been approved. A specialist reviews your scope before any configuration.
Where to find it: Appears automatically after the screening question.

Example

Example action: submit for manual review so your case is reviewed.

Common mistakes

Assuming Yes or Unsure means you’re accepted or that a clinical workflow is supported — it does not.

If you don't know

If you’re unsure about your scope, this is the correct path. You can also start over or go back.

Service menu, policies & room logistics

Your real services, prices, durations, policies, and room/equipment constraints. Do not use placeholder or demo values.

Service menu document (if available)

Optional

What it means: An optional upload of your current service menu as a file.
What to enter: Attach a PDF, DOC/DOCX, or image (PNG/JPG/JPEG) of your current menu. This is optional and only supported if uploads are enabled for your account.
Why we need it: Gives us the authoritative source for service names, prices, and durations.
Where to find it: Your current printed or digital menu.

Example

Example: “menu-fall-2026.pdf”.

Common mistakes

Uploading an outdated menu; uploading a file that doesn’t open.

If you don't know

Skip it and use the public menu URL instead.

Public service-menu URL

Optional

What it means: A live web link to your published service menu.
What to enter: Paste the full URL to your online menu. This may be sufficient on its own if the menu is current online.
Why we need it: Provides the same authoritative menu without a file upload.
Where to find it: Your website.

Example

Example: “https://yourspa.com/services”.

Common mistakes

A link that 404s or points to a different menu than you actually offer.

If you don't know

If you have no online menu, leave it blank and fill in the signature services below.

Top five signature services — Service name

Optional

What it means: Within each signature-service row, the name of a flagship service you want AURA to know well.
What to enter: Add up to five rows. Type the real service name exactly as guests see it.
Why we need it: Signature services get priority in how AURA describes and quotes them on calls.
Where to find it: Your menu.

Example

Example: “Signature Hinoki Ritual”.

Common mistakes

Inventing a service or using a demo name.

If you don't know

Add the services you actually feature; fewer than five is fine.

Signature services — Description

Optional

What it means: A short plain-language description of the service within its row.
What to enter: Describe what the service includes in a sentence or two.
Why we need it: Lets AURA answer caller questions accurately.
Where to find it: Your menu or website.

Example

Example: “A 60-minute warm-stone massage with hinoki essential oils.”

Common mistakes

Marketing fluff that doesn’t describe what’s actually included.

If you don't know

Use your menu copy.

Signature services — Actual duration (e.g. 60 min)

Optional

What it means: The real service duration.
What to enter: Enter the actual length, e.g. “60 min”. Not a maximum or a wish — the real duration.
Why we need it: AURA quotes accurate durations and respects booking blocks.
Where to find it: Your booking system or menu.

Example

Example: “60 min”.

Common mistakes

Rounding generously so appointments run over; entering a price where a duration belongs.

If you don't know

Use the duration your booking system actually schedules.

Signature services — Actual price (USD)

Optional

What it means: The real price guests pay.
What to enter: Enter the actual price in USD. Never invent a price.
Why we need it: AURA quotes correct prices and avoids promise mismatches that cause complaints.
Where to find it: Your menu.

Example

Example: “$165”.

Common mistakes

Entering a sale price as if it were standard; inventing a price.

If you don't know

Use your current published price.

Signature services — Required room / equipment

Optional

What it means: The room or equipment a service needs (e.g. a couples room, hot stones).
What to enter: Note any room or equipment constraint.
Why we need it: Helps AURA know what can be booked and when to escalate to staff.
Where to find it: Your operations knowledge.

Example

Example: “Couples room; hot-stone warmer.”

Common mistakes

Leaving it blank for a service that genuinely needs a specific room.

If you don't know

Describe what you can; flag uncertainty in restrictions.

Signature services — Restrictions

Optional

What it means: Any limits on the service (not suitable for pregnancy, members only, etc.).
What to enter: State real restrictions using your approved policies.
Why we need it: AURA states accurate restrictions and defers uncertain health questions to a human.
Where to find it: Your policies.

Example

Example: “Not offered during first trimester; consult our prenatal policy.”

Common mistakes

Inventing a restriction; omitting a real contraindication.

If you don't know

Describe your actual policy; don’t impose a blanket rule.

Add-ons & prices

Optional

What it means: Optional add-ons a guest can add to a service, each with a name and price.
What to enter: Add rows for add-ons like aromatherapy or hot stones, with real prices.
Why we need it: AURA can suggest upsells accurately.
Where to find it: Your menu.

Example

Example: “Aromatherapy — $20”.

Common mistakes

Inventing add-ons or prices you don’t actually offer.

If you don't know

List the add-ons you truly offer; leave the rest blank.

Memberships & prices

Optional

What it means: Any membership tiers you sell, each with a name and price.
What to enter: Add rows for memberships, where applicable, with real prices.
Why we need it: Lets AURA describe membership options correctly on calls.
Where to find it: Your membership offerings.

Example

Example: “Monthly Wellness — $99/mo”.

Common mistakes

Inventing tiers or prices.

If you don't know

List what you actually sell.

Packages (inclusions, restrictions, durations)

Optional

What it means: Any multi-service packages, with inclusions, restrictions, and duration.
What to enter: Add rows describing each package’s name, what’s included, restrictions, and total duration.
Why we need it: Packages are complex — AURA needs the real inclusions and limits to quote them correctly and route appropriately.
Where to find it: Your menu or marketing.

Example

Example: “Couples Retreat — two 60-min massages + sauna, 2 hrs, not combinable with promotions.”

Common mistakes

Inventing inclusions or durations; omitting restrictions.

If you don't know

Use your actual package details.

Cancellation policy

Required

What it means: Your real cancellation policy.
What to enter: State the rule verbatim, e.g. the notice required and any charge.
Why we need it: AURA quotes this on calls. Inaccurate policy text creates disputes.
Where to find it: Your booking terms.

Example

Example: “24-hour notice required; 50% charge for late cancellations.”

Common mistakes

Paraphrasing loosely; entering a policy you don’t actually enforce.

If you don't know

Use your current published policy.

Refund policy

Optional

What it means: Your refund policy, if separate from cancellation.
What to enter: Describe when and how refunds are issued.
Why we need it: AURA can answer refund questions consistently with your real terms.
Where to find it: Your booking terms.

Example

Example: “Refunds issued within 14 days for unused prepaid services.”

Common mistakes

Leaving it blank when you do have a distinct refund policy.

If you don't know

If you have no separate refund policy, leave it blank.

Late-arrival policy

Optional

What it means: What happens when a guest arrives late.
What to enter: State the rule, e.g. shortened service or forfeited time.
Why we need it: AURA sets caller expectations about late arrivals.
Where to find it: Your booking terms.

Example

Example: “Arrivals 10+ minutes late may receive a shortened service.”

Common mistakes

Omitting it when you enforce it.

If you don't know

If you don’t have one, leave it blank.

Deposit policy

Optional

What it means: Your deposit requirements to hold a reservation.
What to enter: Describe any deposit and how it’s handled.
Why we need it: Aligns with Step 4 payment setup so AURA quotes deposit terms correctly.
Where to find it: Your booking terms.

Example

Example: “Credit card required to hold reservations over 90 minutes.”

Common mistakes

Inconsistent with Step 4 deposit answers.

If you don't know

Use your actual deposit policy.

No-show policy

Required

What it means: What happens when a guest doesn’t show up.
What to enter: State the rule verbatim.
Why we need it: AURA quotes this and it supports charge decisions in Step 4.
Where to find it: Your booking terms.

Example

Example: “No-shows are charged the full service amount.”

Common mistakes

Paraphrasing; entering a policy you don’t enforce.

If you don't know

Use your current published policy.

Room turnover & cleaning buffer

Required

What it means: The time needed between appointments to turn over and clean a room.
What to enter: Select None, 10 minutes, 15 minutes, 30 minutes, or Other (and specify the time).
Why we need it: This buffer is added to provider calendars so appointments don’t overlap.
Where to find it: Your operations practice.

Example

Example: “15 minutes”.

Common mistakes

Choosing None when you actually need cleaning time, causing double-booked rooms.

If you don't know

Pick your closest real value; choose Other and specify if none fit.

Other turnover time (if selected)

Conditional

Conditional: Appears and is used only when you select “Other” in room turnover above.

What it means: A custom turnover time.
What to enter: Type the actual turnover time you need.
Why we need it: Captures your real buffer when the preset options don’t fit.
Where to find it: Your operations practice.

Example

Example: “20 minutes”.

Common mistakes

Leaving it blank after choosing Other.

If you don't know

Enter your best real estimate.

Number of treatment rooms

Required

What it means: How many treatment rooms the primary location has.
What to enter: Enter the count.
Why we need it: Affects how many simultaneous appointments AURA can consider and when to escalate.
Where to find it: Your floor plan.

Example

Example: “6”.

Common mistakes

Counting chairs or stations that aren’t bookable rooms.

If you don't know

Use the actual bookable room count.

Required equipment notes

Optional

What it means: Equipment constraints worth noting for scheduling.
What to enter: List equipment that limits which room or practitioner can take a service.
Why we need it: Helps AURA avoid promising a room/equipment combination that isn’t available.
Where to find it: Your operations knowledge.

Example

Example: “Only Room 3 has a Vichy shower; hot stones in Rooms 1–2.”

Common mistakes

Omitting a real equipment dependency.

If you don't know

Note what you can.

Do specific services require a particular practitioner or room?

Required

What it means: Whether some services can only be done by certain staff or in certain rooms.
What to enter: Choose Yes or No.
Why we need it: Determines whether AURA must confirm practitioner/room availability before booking, or escalate to staff.
Where to find it: Your operations knowledge.

Example

Example: “Yes”.

Common mistakes

Choosing No when you do have practitioner-specific services — that can cause impossible bookings.

If you don't know

If unsure, choose Yes — it’s safer to confirm availability with staff.

Do you offer couples or simultaneous multi-guest services?

Required

What it means: Whether you book more than one guest for the same appointment time.
What to enter: Choose Yes or No.
Why we need it: Couples/group bookings need dual staff and dual rooms, which AURA routes to a verified portal or your staff rather than auto-booking.
Where to find it: Your service offerings.

Example

Example: “Yes”.

Common mistakes

Choosing No when you offer couples massages — AURA would misroute them.

If you don't know

If you might offer them, choose Yes and clarify.

Must dual staff & room availability be confirmed simultaneously for these services?

Conditional

Conditional: Required when you answer Yes to couples/multi-guest services. Appears as part of that section.

What it means: Whether both a practitioner and a room must be available at the same time before booking.
What to enter: Choose Yes — confirm both at once, or No.
Why we need it: Tells AURA to confirm dual availability for multi-guest services rather than booking automatically.
Where to find it: Your operations practice.

Example

Example: “Yes — confirm both at once.”

Common mistakes

Choosing No when simultaneous availability truly is required.

If you don't know

Default to Yes to be safe; we can refine during review.

Group-booking threshold (guests)

Optional

What it means: The number of guests that makes a booking a “group” requiring special handling.
What to enter: Enter the threshold, e.g. 3+ guests.
Why we need it: Sets when AURA escalates a group inquiry to human staff instead of booking directly.
Where to find it: Your operations policy.

Example

Example: “3+ guests”.

Common mistakes

Leaving it blank when you do have a group policy.

If you don't know

Enter your real threshold; if none, leave blank.

Escalation rules for group bookings

Optional

What it means: How group bookings should be handled.
What to enter: Describe the rule, e.g. who reviews them or the deposit required.
Why we need it: Lets AURA route group requests consistently with your policy.
Where to find it: Your operations policy.

Example

Example: “Groups of 4+ require a manager and a 50% deposit.”

Common mistakes

Inventing rules you don’t enforce.

If you don't know

Describe your real practice.

Approved prenatal & contraindication policies (massage, sauna, cold plunge, exfoliation, etc.)

Optional

What it means: Your spa’s existing approved written policies for services that can have contraindications.
What to enter: State your actual approved policies. AURA does not impose a universal trimester restriction and never determines medical suitability — in uncertain or clinical situations it defers to an appropriate human.
Why we need it: AURA quotes your real policy and routes uncertain health questions to a human instead of guessing.
Where to find it: Your approved policy documents.

Example

Example: “Prenatal massage offered in 2nd and 3rd trimesters with provider note; sauna not offered during pregnancy.”

Common mistakes

Inventing a trimester rule; letting AURA decide medical suitability — neither is allowed.

If you don't know

Describe your current policy; if you don’t have one, note that so we can help.

Additional service-specific restrictions

Optional

What it means: Any other service restrictions not covered above.
What to enter: List remaining real restrictions.
Why we need it: Keeps AURA’s answers consistent with what you actually enforce.
Where to find it: Your operations policy.

Example

Example: “Cold plunge limited to 3 minutes; not offered to guests with cardiovascular conditions.”

Common mistakes

Omitting a restriction that callers regularly ask about.

If you don't know

List what you have.

Scheduling, booking & payment workflow

How scheduling works today, your real operating hours, and the payment boundaries AURA respects.

Existing scheduling software

Required

What it means: The platform you currently use to book appointments. Options: Zeppelynn Booking Calendar, Mindbody, Vagaro, Boulevard, Fresha, Square, None / not yet, or Other.
What to enter: Select the platform you actually use today.
Why we need it: Tells us which integration or booking path to configure.
Where to find it: Your booking system.

Example

Example: “Vagaro”.

Common mistakes

Selecting a platform you’re not actually using.

If you don't know

Pick the closest match; use Other if none apply.

Existing booking page URL

Optional

What it means: The live link to your current booking page.
What to enter: Paste the full URL if you have an online booking page.
Why we need it: Used when AURA sends callers to your existing booking link.
Where to find it: Your website or booking platform.

Example

Example: “https://booking.yourspa.com”.

Common mistakes

A dead or wrong link.

If you don't know

Leave it blank if you don’t book online yet.

Specify other scheduling software

Conditional

Conditional: Appears and becomes required only when you select “Other” in scheduling software above.

What it means: The name of your other scheduling system.
What to enter: Type the platform name.
Why we need it: Lets us assess whether an integration or link path is feasible.
Where to find it: Your booking system.

Example

Example: “Cliniko”.

Common mistakes

Leaving it blank after choosing Other.

If you don't know

Enter the platform you use.

Preferred booking mode

Required

What it means: How you want AURA to handle booking requests. Options: Book directly into your configured calendar (single-guest standard appointments only), Send existing booking link, Collect callback details, or Technical review needed.
What to enter: Choose the mode that matches what you want AURA to do on calls.
Why we need it: Sets AURA’s core voice action. Direct calendar booking is limited to standard single-guest appointments only when the calendar is verified.
Where to find it: Your preference and current setup.

Example

Example: “Send existing booking link”.

Common mistakes

Choosing direct calendar booking expecting it to handle couples, groups, or multi-service packages — those route to a verified portal or your staff unless the integration is tested for them.

If you don't know

Choose Technical review needed and we’ll help decide.

Operating hours (per day)

Required

What it means: Your open and close times for each day of the week, including closed days.
What to enter: For each day, untick/uncheck closed and set open/close times, or tick closed. The form pre-fills defaults — change them to your real hours.
Why we need it: AURA quotes accurate hours and respects them for booking windows. Wrong hours cause missed or impossible appointments.
Where to find it: Your actual hours of operation.

Example

Example: “Mon–Fri 9:00–19:00, Sat 9:00–18:00, Sun Closed.”

Common mistakes

Leaving the pre-filled defaults when your real hours differ; forgetting to mark a closed day.

If you don't know

Enter your real current hours.

Time zone

Required

What it means: The time zone for these operating hours.
What to enter: Select the time zone your spa operates in.
Why we need it: Coordinates hours and booking windows correctly.
Where to find it: Your business location.

Example

Example: “Central (CT)”.

Common mistakes

Mismatching the time zone used in Step 1.

If you don't know

Use the time zone where the spa is located.

Booking notice (minimum lead time)

Required

What it means: How far in advance a booking must be made.
What to enter: Enter your real minimum lead time, e.g. “2 hours”.
Why we need it: AURA won’t book within this window, matching your operations.
Where to find it: Your booking policy.

Example

Example: “2 hours”.

Common mistakes

Entering a lead time you don’t actually require.

If you don't know

Use your current policy.

Advance booking window

Required

What it means: How far ahead guests can book.
What to enter: Enter the furthest-out booking you allow, e.g. “up to 90 days”.
Why we need it: Sets the calendar range AURA offers.
Where to find it: Your booking policy.

Example

Example: “up to 90 days”.

Common mistakes

Allowing bookings farther out than your system supports.

If you don't know

Use your current policy.

Standard appointment durations

Optional

What it means: The durations you typically book.
What to enter: List the standard lengths, e.g. “30 / 60 / 90 min”.
Why we need it: Helps AURA match caller requests to real appointment slots.
Where to find it: Your booking system.

Example

Example: “30 / 60 / 90 min”.

Common mistakes

Listing durations you don’t actually offer.

If you don't know

List the durations your booking system uses.

Buffers between appointments

Optional

What it means: Any additional buffer between bookings beyond room turnover.
What to enter: Enter the buffer if you add one between appointments.
Why we need it: Keeps scheduling realistic.
Where to find it: Your operations practice.

Example

Example: “15 min”.

Common mistakes

Double-counting with the room-turnover buffer.

If you don't know

Enter your real buffer or leave blank.

Capacity (rooms / staff per slot)

Optional

What it means: How many appointments can run at once.
What to enter: Enter the number of concurrent appointments you can support.
Why we need it: AURA avoids overbooking a time slot.
Where to find it: Your staffing and room count.

Example

Example: “4”.

Common mistakes

Overstating capacity relative to your staff/rooms.

If you don't know

Use your real concurrent capacity.

Staff, room & equipment constraints

Optional

What it means: Free-text notes about scheduling constraints.
What to enter: Describe any rules that limit who/what can be booked when.
Why we need it: Captures constraints the structured fields don’t cover.
Where to find it: Your operations knowledge.

Example

Example: “No new bookings before 10 AM while we prep rooms.”

Common mistakes

Omitting a real constraint.

If you don't know

Note what you can.

Cancellation & rescheduling rules

Optional

What it means: Your rescheduling policy, if not fully covered by Step 3.
What to enter: Describe how guests reschedule and any limits.
Why we need it: AURA answers reschedule questions consistently with your terms.
Where to find it: Your booking terms.

Example

Example: “One free reschedule with 24-hour notice.”

Common mistakes

Contradicting your Step 3 cancellation policy.

If you don't know

Use your current policy.

Do you require deposits or prepayment?

Required

What it means: Whether you take a deposit or prepayment to hold or confirm a booking.
What to enter: Choose Yes or No.
Why we need it: Determines how AURA handles payment-related booking requests — always via an approved secure checkout link or verified workflow, never by asking for card details aloud.
Where to find it: Your booking policy.

Example

Example: “Yes”.

Common mistakes

Choosing No when you do require deposits.

If you don't know

Choose based on your current policy.

Is a card-on-file requirement applied?

Optional

What it means: Whether you keep a card on file to hold reservations.
What to enter: Choose Yes or No.
Why we need it: Lets AURA state card-on-file expectations accurately.
Where to find it: Your booking policy.

Example

Example: “Yes”.

Common mistakes

Choosing Yes when you don’t actually keep cards on file.

If you don't know

Use your current practice.

Verified secure payment / checkout URL (if applicable)

Optional

What it means: A secure checkout link used for deposits or prepayment.
What to enter: Paste the full https URL of your secure checkout page, if you use one.
Why we need it: AURA sends callers to a secure link instead of ever asking for card numbers, CVVs, banking credentials, or auth codes over a voice call.
Where to find it: Your payment/checkout provider.

Example

Example: “https://checkout.yourspa.com/…”

Common mistakes

Providing an insecure http link; using a payment link does not equal PCI compliance, and AURA never reads card details aloud.

If you don't know

Leave it blank if you don’t have one yet; we can help set it up.

AURA voice persona & call routing

How AURA speaks and where it routes calls. The non-clinical safety boundary stays fixed regardless of client instructions.

Preferred spoken greeting

Required

What it means: The opening phrase AURA says when it answers a call.
What to enter: Write a short, natural greeting using your public brand name.
Why we need it: Sets the first impression and confirms the brand on every call.
Where to find it: Your preference.

Example

Example: “Thank you for calling Serenity Wellness. This is Aura, your spa concierge. How may I assist you today?”

Common mistakes

A long, robotic greeting; referencing services you don’t offer.

If you don't know

Draft a short greeting and we’ll refine it with you.

Brand tone

Required

What it means: The overall style of AURA’s voice.
What to enter: Select Serene & Relaxing, Luxury Resort, Modern & Efficient, Warm & Professional, or Custom.
Why we need it: Shapes phrasing and pacing across all calls.
Where to find it: Your brand personality.

Example

Example: “Warm & Professional”.

Common mistakes

Choosing a tone that clashes with your brand.

If you don't know

Pick the closest fit; choose Custom and describe it in custom instructions.

Name & treatment pronunciation guide

Optional

What it means: How to say unusual names and treatment terms.
What to enter: Spell out pronunciations phonetically.
Why we need it: Keeps AURA sounding professional on hard-to-say words.
Where to find it: Your staff.

Example

Example: “AURA = AW-rah”, “Hinoki = hin-OH-kee”.

Common mistakes

Over-complicated guides that don’t read naturally.

If you don't know

Add the trickiest names; leave the rest.

Preferred language

Required

What it means: The primary language AURA should speak.
What to enter: Enter the language, e.g. English.
Why we need it: Sets the default conversation language.
Where to find it: Your guest base.

Example

Example: “English”.

Common mistakes

Selecting a language AURA isn’t configured for without flagging it.

If you don't know

Enter your primary language and we’ll confirm support.

Other supported languages

Optional

What it means: Additional languages you’d like AURA to support.
What to enter: List them comma-separated.
Why we need it: Helps us assess multi-language support.
Where to find it: Your guest demographics.

Example

Example: “Spanish, French”.

Common mistakes

Listing languages you don’t actually need.

If you don't know

Leave it blank.

Common caller intents

Optional

What it means: The reasons people most often call.
What to enter: List the top reasons, e.g. book a massage, check hours, ask about packages.
Why we need it: Lets AURA handle the most frequent requests smoothly.
Where to find it: Your front-desk experience.

Example

Example: “Book a massage, check hours, ask about couples packages.”

Common mistakes

Listing intents that rarely happen instead of the common ones.

If you don't know

List the obvious ones; we can refine from call logs later.

Primary human-transfer phone

Required

What it means: The main live number AURA transfers calls to when a human is needed.
What to enter: Enter a real, monitored phone number.
Why we need it: This is the live handoff line — accuracy is critical.
Where to find it: Your front-desk or manager phone.

Example

Example: “+1 (555) 000-0000”.

Common mistakes

A voicemail-only or unmonitored number.

If you don't know

Use the best staffed line.

Backup transfer phone

Optional

What it means: A fallback if the primary line doesn’t answer.
What to enter: Enter a secondary number.
Why we need it: Improves the chance a call reaches a human during business hours.
Where to find it: Another staff line.

Example

Example: “+1 (555) 000-0001”.

Common mistakes

Same number as the primary.

If you don't know

Leave it blank if there’s no good backup.

Transfer destination role

Required

What it means: Who the transfer reaches, by role.
What to enter: Enter the role, e.g. Front desk manager.
Why we need it: Tells callers and staff where the call is going.
Where to find it: Your org.

Example

Example: “Front desk manager”.

Common mistakes

A role that doesn’t match the transfer number.

If you don't know

Enter the closest role.

Business-hours & after-hours handling

Required

What it means: How AURA should handle calls during open hours versus after close.
What to enter: Describe the desired behavior for each.
Why we need it: AURA follows your open/closed logic and routes after-hours calls correctly.
Where to find it: Your preference.

Example

Example: “During hours, offer booking. After hours, text the booking link and log a callback for morning staff.”

Common mistakes

Contradicting your operating hours from Step 4.

If you don't know

Describe your ideal and we’ll help configure it.

Callback instructions

Optional

What it means: What AURA should say when taking a callback message.
What to enter: Describe what details to capture and what to tell the caller.
Why we need it: Sets consistent after-hours messaging.
Where to find it: Your preference.

Example

Example: “Capture name, number, and preferred service; promise a callback by 10 AM.”

Common mistakes

Promising a callback window you can’t meet.

If you don't know

Leave it blank and we’ll propose defaults.

Human escalation triggers (select all that apply)

Required

What it means: Situations that should always route to a human. Options: Caller requests a human, Complaints, Billing disputes, Group bookings, Scheduling conflicts, Clinical questions, or Other owner-defined cases.
What to enter: Tick every situation where AURA should hand off to staff. At least one is required.
Why we need it: Keeps sensitive matters with humans and away from automated answers.
Where to find it: Your operations policy.

Example

Example: “Caller requests a human”, “Complaints”, “Clinical questions”.

Common mistakes

Omitting “Clinical questions” — clinical or uncertain health questions must always go to a human. AURA never diagnoses, gives medical advice, performs clinical triage, or decides medical suitability, regardless of these settings.

If you don't know

Include any you’re unsure about; safer to escalate.

Approved custom instructions

Optional

What it means: Anything else AURA should know that isn’t captured above.
What to enter: Add approved instructions only.
Why we need it: Captures business-specific rules.
Where to find it: Your approved playbook.

Example

Example: “Offer the membership discount to returning guests who mention it.”

Common mistakes

Instructions that override the fixed non-clinical safety boundary — those are not honored.

If you don't know

Leave it blank.

A2P 10DLC, customer consent & registration readiness

What your business plans to text, how your customers consent, and whether you’re ready for carrier registration review.

Intended message categories (select all that apply)

Required

What it means: The types of text messages you intend to send. Options: Appointment confirmations, 24-hour reminders, Missed-call follow-ups, Review requests, Rebooking reminders, Membership follow-ups, Package follow-ups, Lapsed-customer reactivation, Promotional offers / specials, or Other.
What to enter: Tick every category you plan to send. At least one is required.
Why we need it: A2P 10DLC (the carrier system for business text messaging) registers each campaign by message type. Your categories determine the campaign we register.
Where to find it: Your marketing and operations plan.

Example

Example: “Appointment confirmations”, “24-hour reminders”, “Review requests”.

Common mistakes

Selecting categories you don’t intend to use; omitting promotional if you plan to send offers (it needs separate consent).

If you don't know

Select what you realistically plan to send; we can adjust before registration.

Describe other message category

Conditional

Conditional: Appears and becomes required only when you select “Other” in message categories.

What it means: A description of another message type not listed.
What to enter: Describe the other category.
Why we need it: Lets us assess whether the use case fits a supported campaign.
Where to find it: Your messaging plan.

Example

Example: “Birthday greeting with one-time offer.”

Common mistakes

Describing a category that doesn’t fit carrier rules.

If you don't know

Describe it as best you can; we review before registration.

Customer opt-in method

Required

What it means: How your customers actually agree to receive texts from you.
What to enter: Select the real method: Online booking checkbox, Contact / inquiry form, In-person tablet / digital intake, Paper intake form / waiver, or Other.
Why we need it: Carriers require documented, active consent — not just a terms clause. The opt-in method is how a guest actually says yes to texts.
Where to find it: Your website and intake process.

Example

Example: “Online booking checkbox.”

Common mistakes

Selecting a method you don’t actually use; the business owner’s onboarding signature does not constitute the spa’s customers’ consent.

If you don't know

Pick the closest real method; describe it in the consent-process field.

Public opt-in URL

Conditional

Conditional: Required when a website-based opt-in method is selected.

What it means: The public web page where customers actually opt in.
What to enter: Paste the full https URL of the page where the opt-in happens.
Why we need it: Carriers review the real opt-in page. A dead link can stall registration.
Where to find it: Your website.

Example

Example: “https://yourspa.com/contact”.

Common mistakes

A staging, members-only, or broken link the carrier can’t open.

If you don't know

If you don’t have one, choose a non-website opt-in method instead.

Consent-process description

Optional

What it means: A plain description of how consent is actually collected.
What to enter: Describe the steps a guest takes to opt in.
Why we need it: Shows carriers the real consent flow, not just that one exists.
Where to find it: Your intake process.

Example

Example: “Guest checks ‘Yes, text me’ at checkout and enters their mobile number.”

Common mistakes

Vague descriptions that don’t match the real flow.

If you don't know

Describe the actual steps guests take.

Privacy Policy URL

Required

What it means: Your live, public Privacy Policy.
What to enter: Paste the full https URL.
Why we need it: Carriers check that your policy explains how mobile opt-in data and consent are not shared with third parties or affiliates for their marketing. Missing or unclear language can be flagged for review.
Where to find it: Your website.

Example

Example: “https://yourspa.com/privacy”.

Common mistakes

A policy that doesn’t mention mobile data non-sharing; a broken link. One sentence alone doesn’t guarantee approval.

If you don't know

Share the current link; we flag any gaps for review.

Terms & Conditions URL

Required

What it means: Your live, public Terms & Conditions.
What to enter: Paste the full https URL.
Why we need it: Carriers look for SMS frequency and STOP/HELP instructions in your terms.
Where to find it: Your website.

Example

Example: “https://yourspa.com/terms”.

Common mistakes

Terms that don’t cover SMS and opt-out instructions.

If you don't know

Share the current link; we flag any gaps for review.

Opt-in evidence (if available)

Optional

What it means: A screenshot or document showing the real, unchecked consent box.
What to enter: Attach a PNG/JPG/PDF of the actual opt-in form with the SMS consent checkbox shown. Optional and only supported if uploads are enabled for your account.
Why we need it: Demonstrates the real consent mechanism carriers review.
Where to find it: A screenshot of your live form.

Example

Example: “sms-opt-in-screenshot.png”.

Common mistakes

Uploading a mock-up that doesn’t match the real form.

If you don't know

Skip it if you can’t capture it now; we can request it during review.

Representative SMS examples (per intended use case)

Required

What it means: A sample of the actual message you’d send for each intended use.
What to enter: Write one realistic message per category, including the required STOP disclosure.
Why we need it: Carriers require sample messages that match the registered categories. Examples show the type of content you plan to send — they don’t by themselves establish valid consent or guarantee approval.
Where to find it: Your actual outbound messages.

Example

Example: “Hi [Name], your massage at Serenity is confirmed for [Date]. Reply STOP to opt out.”

Common mistakes

Examples that don’t match the categories selected; omitting STOP/HELP.

If you don't know

Draft a realistic example per category; we refine before registration.

Expected message frequency

Required

What it means: How often you expect to message a guest.
What to enter: State a reasonable frequency, e.g. “2–4 per month”.
Why we need it: Carriers and your terms need a stated frequency. Over-messaging can hurt deliverability.
Where to find it: Your messaging plan.

Example

Example: “2–4 per month, excluding appointment confirmations.”

Common mistakes

Vague answers like “as needed”; overestimating frequency.

If you don't know

Give your best real estimate.

Is promotional consent collected separately?

Optional

What it means: Whether offers and promotions need their own consent.
What to enter: Choose Yes or No.
Why we need it: Promotional messages often need separate, explicit consent. Confirming this prevents compliance gaps.
Where to find it: Your intake process.

Example

Example: “Yes — separate checkbox for offers.”

Common mistakes

Assuming transactional consent covers promotions — it usually doesn’t.

If you don't know

Choose No if unsure and we review it together.

Do your consent wording or policy pages need review?

Optional

What it means: Whether your consent language or public pages need a compliance review.
What to enter: Choose Yes or No.
Why we need it: Lets us flag and help close gaps before registration submission.
Where to find it: Your current pages.

Example

Example: “Yes — our privacy policy doesn’t mention mobile data sharing.”

Common mistakes

Choosing No without checking.

If you don't know

Choose Yes if unsure; safer to review.

Third-party data-sharing disclosure assessment

Required

What it means: Whether your Privacy Policy clearly states that mobile opt-in data and consent are not shared with third parties or affiliates for their marketing or promotional purposes.
What to enter: Choose Yes (clear), No (missing/unclear), or Unsure.
Why we need it: Carriers look for this disclosure. Missing or unclear language is flagged for review. Do not claim that one specific sentence guarantees carrier approval.
Where to find it: Your Privacy Policy.

Example

Example: “Unsure — please review our policy.”

Common mistakes

Answering Yes without actually checking the policy.

If you don't know

Choose Unsure and we review it together before registration.

Official Tax Records Availability

Required

What it means: Whether the official documentation carriers expect (for example, an IRS CP 575 or 147C letter) is available now, or whether you need help locating it.
What to enter: Select “Documentation available” or “Need assistance locating the documentation.”
Why we need it: Registration-readiness status is intake-readiness only — it does not mean the brand, campaign, carrier, or A2P registration has been approved. Do not enter an EIN, SSN, or tax-document contents in this field. Those are handled through a separate, restricted process.
Where to find it: Your IRS correspondence or accountant.

Example

Example: “Documentation available.”

Common mistakes

Typing an EIN/SSN or pasting tax-document contents here; confusing readiness with approval.

If you don't know

Choose “Need assistance” and we help you locate the right documents.

Registration-readiness status

Required

What it means: Your own assessment of how ready you are for registration review.
What to enter: Select the status that reflects your current readiness. This is an intake check, not an approval.
Why we need it: Lets us plan registration submission appropriately. Completing this step is not the same as completing carrier/campaign registration or receiving approval.
Where to find it: Your current state.

Example

Example: “Ready for review.”

Common mistakes

Treating readiness as approval — we never promise A2P approval, carrier approval, deliverability, or a fixed timeline.

If you don't know

Pick the most honest status; we help from there.

Telecom deployment & number porting

How AURA should reach callers — a new number, forwarding your existing line, or porting your number in.

Existing public business phone

Required

What it means: The phone number your clients call today.
What to enter: Enter the existing business number with country code.
Why we need it: Used for routing, verification, and any porting decision.
Where to find it: Your signage, website, and phone bill.

Example

Example: “+1 (555) 000-0000”.

Common mistakes

A personal line or an old number you no longer use.

If you don't know

Enter your current public business number.

Current phone carrier / provider

Required

What it means: The company that provides your current phone service.
What to enter: Enter your current carrier, e.g. Comcast, AT&T, or RingCentral.
Why we need it: Needed for porting and SMS-capability decisions.
Where to find it: Your phone bill or account.

Example

Example: “Comcast”.

Common mistakes

Naming an old carrier you no longer use.

If you don't know

Check your latest phone bill.

Preferred deployment mode

Required

What it means: How you want AURA to handle calls. Options: Provision a new local number (fastest), Forward calls from your existing line, Port your existing number into the platform, or Unsure / recommend best option.
What to enter: Choose the path you prefer.
Why we need it: Sets the voice routing path. Forwarding does not automatically enable SMS on your existing number — SMS may need a dedicated number or a supported Hosted SMS setup, subject to eligibility and provider verification.
Where to find it: Your preference and current setup.

Example

Example: “Forward calls from existing line.”

Common mistakes

Choosing to port without understanding it’s a separate, formal authorization process (and may require a carrier bill).

If you don't know

Choose Unsure and we recommend the best option.

Existing phone-system constraints

Optional

What it means: Anything that limits how calls can be routed or forwarded.
What to enter: Describe any constraints (e.g. a PBX, forwarding limits, business hours routing).
Why we need it: Helps us design routing that works with your real setup.
Where to find it: Your phone system.

Example

Example: “Calls auto-forward to voicemail after hours.”

Common mistakes

Omitting a real constraint that affects forwarding or porting.

If you don't know

Note what you know; we assess during review.

SMS sending-number approach

Required

What it means: How SMS should be sent when voice is forwarded.
What to enter: Select a dedicated local number (recommended) or explore Hosted SMS on your landline (subject to carrier eligibility).
Why we need it: Voice forwarding and SMS are separate. Your forwarded voice number may not be SMS-capable, so SMS needs its own number or a supported Hosted SMS setup.
Where to find it: Your preference.

Example

Example: “Dedicated local number for SMS.”

Common mistakes

Assuming forwarding voice also enables SMS on the same number — it usually doesn’t.

If you don't know

Choose the dedicated-number option and we confirm feasibility.

Number-porting checklist (conditional)

Conditional

Conditional: Appears only when you choose to port your existing number. Porting is a separate, formal authorization process.

What it means: A checklist of items needed to port a number.
What to enter: Review and acknowledge the porting requirements shown.
Why we need it: Porting requires accurate carrier information and formal authorization. We never collect a carrier account PIN or port-out PIN in this form — those are handled through the approved carrier process.
Where to find it: Your carrier account.

Example

Example: confirm the number to port and the authorizing business.

Common mistakes

Entering a carrier PIN, port-out PIN, or password here — never do that in this questionnaire.

If you don't know

If unsure whether to port, choose “Unsure” in deployment mode instead and we discuss it first.

Recent carrier bill (conditional)

Conditional

Conditional: Appears and may be required only when you choose to port your existing number. Not required if you are not porting.

What it means: A recent phone bill used to verify ownership for porting.
What to enter: Attach the latest carrier invoice (PDF, up to 10MB), if uploads are enabled.
Why we need it: Carriers verify account ownership before porting.
Where to find it: Your carrier account.

Example

Example: “comcast-bill-2026-09.pdf”.

Common mistakes

Uploading an old bill; entering account credentials or PINs instead.

If you don't know

If you can’t upload it, we can collect it through the approved carrier process.

Notifications, reputation & customer retention

Where internal alerts go and which follow-up sequences to prepare. Selecting a preference does not automatically activate a campaign.

Internal notification email

Required

What it means: The email that receives missed-call recaps and booking alerts.
What to enter: Enter a monitored business email.
Why we need it: Routes internal alerts to the right inbox.
Where to find it: Your team inbox.

Example

Example: “frontdesk@yourspa.com”.

Common mistakes

A personal inbox no one checks; a typo.

If you don't know

Use the best monitored business email.

Authorized urgent SMS recipient

Required

What it means: The mobile number that receives urgent SMS escalations.
What to enter: Enter a manager or owner mobile number.
Why we need it: Ensures urgent messages reach an authorized person promptly.
Where to find it: Your authorized staff.

Example

Example: “+1 (555) 000-0000”.

Common mistakes

Using an unmonitored or shared device.

If you don't know

Use the best staffed manager line.

Verified booking URL

Required

What it means: The booking link AURA should send guests.
What to enter: Paste the full https URL of your verified booking page.
Why we need it: Used for booking links in follow-ups. A wrong link breaks the journey.
Where to find it: Your booking platform.

Example

Example: “https://booking.yourspa.com”.

Common mistakes

A staging or dead link.

If you don't know

Use your live booking page URL.

Verified Google review URL

Required

What it means: Your Google review link for reputation follow-ups.
What to enter: Paste the full https URL of your review request page.
Why we need it: Used in review-request sequences. It must resolve to your business.
Where to find it: Your Google Business profile.

Example

Example: “https://g.page/r/.../review”.

Common mistakes

A link to your homepage instead of the review flow.

If you don't know

Generate the review link from your Google Business profile.

Review-request timing

Required

What it means: When to send a review request after an appointment.
What to enter: Select a timing, e.g. 2 hours post-appointment or next morning.
Why we need it: Sets the delay in the reputation workflow.
Where to find it: Your preference.

Example

Example: “2 hours post-appointment.”

Common mistakes

Sending too late, when the experience fades.

If you don't know

Pick a reasonable default; we refine during review.

Rebooking follow-up preference

Optional

What it means: How you’d like to nudge guests to rebook.
What to enter: Describe the desired rebooking approach.
Why we need it: A configuration preference — not an activated campaign until tested and consent verified.
Where to find it: Your retention plan.

Example

Example: “Text a rebooking link 4 weeks after the last visit.”

Common mistakes

Assuming selection activates the campaign automatically.

If you don't know

Describe your ideal and we prepare it for review.

Membership follow-up

Optional

What it means: How to handle membership-interest inquiries.
What to enter: Describe the follow-up path.
Why we need it: A configuration preference, prepared — not auto-activated.
Where to find it: Your membership offerings.

Example

Example: “Send membership info and a signup link.”

Common mistakes

Assuming selection auto-activates messaging.

If you don't know

Describe your ideal; we prepare it.

Package follow-up

Optional

What it means: How to handle package-interest inquiries.
What to enter: Describe the follow-up path.
Why we need it: A configuration preference, prepared — not auto-activated.
Where to find it: Your package offerings.

Example

Example: “Text package details and a booking link.”

Common mistakes

Assuming selection auto-activates messaging.

If you don't know

Describe your ideal; we prepare it.

Lapsed-customer reactivation preference

Optional

What it means: How to win back guests who haven’t visited in a while.
What to enter: Describe the reactivation approach.
Why we need it: A configuration preference — not an activated campaign until tested and consent verified.
Where to find it: Your retention plan.

Example

Example: “Send a reactivation offer after 90 days of no visits.”

Common mistakes

Assuming selection auto-activates messaging.

If you don't know

Describe your ideal; we prepare it.

Internal escalation recipients

Optional

What it means: Who should be copied on escalations.
What to enter: List the roles or contacts for escalations.
Why we need it: Routes sensitive matters to the right people.
Where to find it: Your org chart.

Example

Example: “Owner and Spa Manager.”

Common mistakes

Omitting a key decision-maker.

If you don't know

List your best escalation contacts.

Communication restrictions

Optional

What it means: Any limits on who can be messaged or when.
What to enter: Describe restrictions, e.g. do-not-text lists or time-of-day limits.
Why we need it: Any messaging must follow applicable consent and suppression requirements.
Where to find it: Your compliance practice.

Example

Example: “No texts after 8 PM local; honor opt-outs immediately.”

Common mistakes

Ignoring real suppression rules.

If you don't know

Note what you have; we help finalize.

Final review, authorization & submission

Review every section, authorize the setup, and confirm you understand what submission does and doesn’t mean.

Review summary (all sections)

Required

What it means: A compiled summary of your answers from Steps 1–8.
What to enter: Read each section. Use “Back” or the step links to return and fix any answer before submitting.
Why we need it: Reviewing now prevents delays from inconsistent answers during our review.
Where to find it: The summary on this step.

Example

Example action: click a section to edit it, then return here.

Common mistakes

Submitting without reviewing; missing an obvious inconsistency.

If you don't know

If unsure about an answer, go back and fix it rather than guessing.

Target go-live date

Optional

What it means: The date you’d ideally like AURA to go live.
What to enter: Pick a realistic future date.
Why we need it: Helps us plan configuration and testing. It’s a target, not a guarantee.
Where to find it: Your business calendar.

Example

Example: “2026-12-01.”

Common mistakes

An impossibly near date that skips required testing.

If you don't know

Leave it blank and we propose a timeline.

Additional setup requirements

Optional

What it means: Anything not covered elsewhere that we should know.
What to enter: Add any specific requirements.
Why we need it: Captures edge cases for planning.
Where to find it: Your notes.

Example

Example: “We need bilingual support before launch.”

Common mistakes

Assuming the note changes a fixed safety boundary — it doesn’t.

If you don't know

Leave it blank if nothing applies.

I am authorized to represent this business

Required

What it means: Confirmation that you have authority to complete this onboarding for the business.
What to enter: Tick the box only if true.
Why we need it: Establishes that the authorization we record is valid.
Where to find it: Your role at the business.

Example

Example: a checked box.

Common mistakes

Checking it when you’re not actually authorized.

If you don't know

Confirm authorization with the business owner first.

Information is accurate to the best of my knowledge

Required

What it means: Confirmation that your answers are accurate.
What to enter: Tick the box only if true.
Why we need it: Bases our configuration on reliable information.
Where to find it: Your knowledge of the business.

Example

Example: a checked box.

Common mistakes

Checking it despite known inaccuracies.

If you don't know

Review and fix uncertain answers first.

I authorize Zeppelynn AI to configure the requested setup

Required

What it means: Permission for us to configure the agreed AURA setup.
What to enter: Tick the box to authorize configuration.
Why we need it: Lets us prepare or submit applicable registration information on your behalf, where authorized.
Where to find it: Your decision.

Example

Example: a checked box.

Common mistakes

Authorizing without reading the prior sections.

If you don't know

Read the sections first, then decide.

Registration & carrier approval are subject to separate requirements

Required

What it means: Acknowledgement that registration and carrier approval are separate from this form.
What to enter: Tick the box to acknowledge.
Why we need it: Submitting this form does not mean messaging registration has been approved or is guaranteed.
Where to find it: Your understanding.

Example

Example: a checked box.

Common mistakes

Assuming submission equals approval.

If you don't know

If unclear, ask us before submitting.

AURA is not activated before required configuration & testing

Required

What it means: Acknowledgement that production phone routing and messaging won’t activate until setup and testing are complete.
What to enter: Tick the box to acknowledge.
Why we need it: Sets the correct expectation that go-live requires completed testing.
Where to find it: Your understanding.

Example

Example: a checked box.

Common mistakes

Expecting immediate activation on submission.

If you don't know

If unclear, ask us before submitting.

Typed authorized representative name

Required

What it means: Your typed full legal name as the authorizing party.
What to enter: Type your full legal name.
Why we need it: Records who authorized the onboarding. Typing a name here is not automatically a formal electronic signature, nor a formal carrier number-porting authorization where separate authorization is required.
Where to find it: Your legal name.

Example

Example: “Jordan Rivera.”

Common mistakes

Using a nickname; a name that doesn’t match the representative in Step 1.

If you don't know

Use the legal name matching Step 1.

Submission date

Required

What it means: The date you submit the onboarding.
What to enter: Enter the current date.
Why we need it: Timestamps the authorization.
Where to find it: Today’s date.

Example

Example: “2026-10-12.”

Common mistakes

A future or past date.

If you don't know

Use today’s date.

Thank-you confirmation screen (after submission)

Conditional

Conditional: Appears only after a successful submission — not a field you fill in.

What it means: A confirmation that your onboarding was received for review.
What to enter: Read it. It states that your AURA onboarding information has been received by Zeppelynn AI for review, and that our implementation team will verify your business information, scheduling requirements, phone configuration, and messaging readiness before launch testing. Submission does not mean AURA is live or that messaging registration has been approved.
Why we need it: Sets the correct post-submission expectation.
Where to find it: Appears automatically after submission.

Example

Example action: save your submission reference.

Common mistakes

Interpreting the confirmation as go-live approval.

If you don't know

Nothing to fill in — it confirms receipt.

Security & scope warnings

Never enter or upload through this questionnaire

SSNs, EINs, or other tax identifiers in ordinary text fields.
Passwords, access tokens, account recovery information, or carrier PINs.
Port-out PINs.
Payment-card numbers or CVVs.
Patient charts, medical histories, or other protected clinical information.

Only use the built-in upload controls

Only upload files through the existing upload controls, and only when the form requests or permits them for a stated purpose (for example, a service menu, opt-in evidence, or a carrier bill when porting).

Non-clinical scope

AURA’s onboarding is designed for its intended non-clinical, non-HIPAA-oriented spa and wellness configurations. If your business falls outside that scope — or you’re unsure — your case requires review before we proceed. Answering the scope screening with Yes or Unsure routes you to a manual review instead of the standard path.

Not legal, tax, telecom, or medical advice

This guide and the onboarding process do not provide legal, tax, telecommunications, or medical advice, and do not guarantee regulatory compliance or third-party approval.

After you submit — what happens next

1The business completes the questionnaire.
2AURA records the onboarding submission for review.
3Zeppelynn AI reviews business requirements, available information, scheduling setup, voice-routing choices, and registration readiness.
4We request clarification if any information is missing or inconsistent.
5The appropriate configuration and integration plan is established.
6Required tests, access requirements, and approvals are handled before deployment.
7Go-live occurs only after the required setup and testing are complete.

Submitting this form does not activate outbound messaging, guarantee carrier approval, authorize number porting, or put the receptionist into production. We do not promise a fixed turnaround time; go-live depends on completed configuration and testing.

Frequently asked questions

Why do you need both my public business name and legal entity name?

Your public brand is the name guests recognize and that AURA says on calls. Your legal entity name is the registered name carriers use for A2P 10DLC registration. They’re often different, and both must be accurate.

Why do you need my service prices and appointment durations?

AURA quotes prices and durations on calls. Invented or rounded values create promise mismatches and complaints. We need your real, current menu details.

Why do I need to provide working booking and policy URLs?

AURA sends guests to your booking page and carriers review your public policy pages. Dead or wrong links break the guest journey and can stall registration.

Why are you asking about opt-in and messaging practices?

Business text messaging requires documented, active customer consent and a matching campaign registration. We need to know how guests actually opt in so we register the right campaign and message types.

What happens if I do not know an answer?

Use any available “Unsure” or “Need assistance” option, or pause and contact Zeppelynn AI. It’s better to flag uncertainty than to guess — a wrong answer can delay configuration or registration.

Why might a clinical-scope response require review?

AURA is configured for non-clinical spa and wellness services only. If you indicate clinical services or you’re unsure, your case goes to manual review so we can assess scope before any deployment. This is not a rejection — it’s a safety check.

Does submitting the form mean my receptionist is live?

No. Submission means your onboarding information was received for review. AURA goes live only after configuration and testing are complete.

Does providing a phone number authorize porting?

No. Providing a number does not authorize porting it. Porting requires a separate, formal authorization process, and we never collect carrier account PINs or port-out PINs through this questionnaire.

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