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The AI features (Pro)

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KeepsYa Pro adds an AI assistant that helps you run your club: it sets up events
from a sentence, writes your descriptions, emails, and social posts in your voice,
answers questions from your own documents, chats with families on your website, and
suggests pricing from your history. This page explains what each piece does and how to
turn it on.

Two things to know up front:

You bring your own key (BYOK). The AI runs on your own account with an AI
provider (Anthropic, OpenAI, Google Gemini, and others, including a local model).
You pay the provider directly, usually a few cents per use. KeepsYa never sends
your families’ data to the AI.
AI drafts, you decide. Everything it writes is a draft you review and edit.
Nothing is posted or created for you automatically.

Where to find it (updated). All of this now lives in one place, KeepsYa → AI
Studio, a single page with tabs: Data & Sources,
Chat, Conversations, Settings, Writers, Marketing, and Insights. Two things moved out
of the tabs on purpose: the owner Ask box is now a floating “Ask AI” button on
every admin screen, and the writers are also built into each event’s editor as a
“Draft with AI” box. Old links still work; they redirect to the right tab.

Connecting your AI (do this once)

Go to KeepsYa → AI.

Pick a provider and paste your API key. The key is stored encrypted on
your site and never shown again. (There is a “How to get an API key” section on
the page with links.)
Click Test connection, then Load models and choose a chat model.
Optionally set a monthly cap (a dollar ceiling for automatic work; anything
you click yourself always runs) and a safety guard mode (leave it on Shadow
while we calibrate).
The page shows your usage and a per-item cost breakdown so you always know
what you are spending.

Until a key is connected, the AI screens explain what to do; once it is, everything
below lights up.

Your Business Profile (the heart of it)

KeepsYa → Business Profile is a short
interview about your club: your story, programs, coaches, voice, policies, proof,
and the questions families always ask. Fill in what you can.

It comes pre-filled from what KeepsYa already knows (your site name, your event
types, recent sessions), so you are editing, not starting blank.
Each section has an Improve with AI button that expands your rough notes into a
few warm sentences. You still edit and own every word.

This is the single highest-value thing to fill in: once it is done, every draft,
answer, and marketing piece sounds like your club and knows your programs.

AI Knowledge (teach it your documents)

KeepsYa → AI Knowledge lets you upload up
to 5 documents (txt, md, csv, or docx), your policies, program info, FAQs. KeepsYa
reads them, breaks them into sections, and makes them searchable so the assistant can
answer from them. Delete a document any time to remove it.

AI Assistant (ask about your own info)

KeepsYa → AI Assistant: ask a question and
get an answer drawn from your uploaded documents and your Business Profile, with the
source documents listed. If the answer is not in your documents, it says so rather
than guessing.

AI Studio (write content fast)

KeepsYa → AI Studio: pick an event or describe
a session, then draft:

an event description,
a “what to bring” list,
an announcement (email, social caption, or SMS),
a translation into another language.

Everything comes out editable and copyable. It writes in your club’s voice from your
Business Profile.

The wizard co-pilot

When you add an event, the Add-Event wizard has a “Describe your event” box at the
top. Type one sentence (for example, “Friday 5 to 6:15pm U10 skills camp, $35, 25
spots, waitlist”) and it pre-fills the name, dates, times, price, capacity, and
waitlist for you to review. Relative dates like “Friday” are worked out for you.

Flyer maker (a poster in a minute)

KeepsYa → AI Studio → Flyer maker: pick
an event and a look, and the AI paints an on-brand, text-free background. Your real
event details are then laid over it right in your browser, so the date, time, and title
are always crisp and correct, never invented by the model. Prefer your own photo? Choose
one from the Media Library instead of painting a new background. The event picker lists
each event with its date, so a repeating series (whose sessions all share one title) is
easy to tell apart.

Right in the event editor, too. Every event now has an Event flyer box in its
editor with the same maker built in, already pointed at that event and prefilled with its
title, date, time, and link, so you can make a flyer without leaving the event. A link in
that box opens the full-screen maker on the Studio tab if you want more room.

What you can put on it:

a headline (your event name by default) that auto-fits, an optional subtitle,
the date, time, location, and a call to action,
your logo (pulled from your site logo, or pick one; your choice is remembered),
a scannable QR code with a “QR links to” picker: point it at the event’s booking
page (the default, caption “Scan to register”) or at one of your private groups
(caption “Scan to join”). The group option uses the group’s durable join link, so flyer
signups wait for delegate approval and obey the group’s printed-code ON/OFF switch; the
picker warns you when that switch is off,
an extra details box that nudges the background (for example “warm sunset colors, a
grassy park”). That text only steers the picture; your wording always comes from the
fields, and anything that tries to force words into the image is ignored. Found a look you
like? Save these details and pick them again from the Saved details menu on any
future flyer.

When it looks right, download a square or portrait PNG for social, email, or print, or
Save to Media Library so it lives on your site (with an optional one-click Set as
the event’s image). Uses a Google (Gemini) image key, which you can add on the Settings
tab or copy from Content Flywheel under Shared keys. Each generated background is scratch
and is tidied up automatically once you save a flyer.

AI Marketing (grow your club)

KeepsYa → AI Marketing: choose what you are
making (an ad, an email, a social post, headline options, or names and taglines), say
what you are promoting, and get on-brand copy. Behind the scenes it applies proven
copywriting and persuasion techniques, and it holds itself to an honest-marketing
standard (no invented scarcity or reviews; the audience is parents deciding for their
children).

AI Insights (pricing and season recap)

KeepsYa → AI Insights: two buttons, Pricing
suggestions and Season recap, drawn from your own past events (how many signed
up and revenue only, never any family data). Pricing ideas are suggestions to test,
not guarantees. Each button shows its typical cost per run.

The parent chatbot (let families ask on your site)

You can let families ask questions right on your website, in a back-and-forth chat. It
is off by default. Turn it on under KeepsYa → AI
(“Public assistant”), then add the [keepsya_assistant] shortcode to a page. On the
settings page the toggle is greyed out until you have connected an AI key.

By default the chat appears as a floating button in the corner of the page that opens
a chat panel when clicked, so it stays out of the way until a family needs it. You choose
the corner, and you can drop it into the page flow instead:

[keepsya_assistant] floating button, bottom-right (the default).
[keepsya_assistant position="bottom-left"] other corners: bottom-left, top-right, top-left.
[keepsya_assistant label="Questions?"] change the button text.
[keepsya_assistant color="#0b7285" text_color="#ffffff"] match your site’s colors. If you leave
color off, the button uses your theme’s main color automatically.
[keepsya_assistant offset="90"] lift the floating button higher off the corner, handy when it
would otherwise overlap another floating button (like a share bar) on a page.
[keepsya_assistant mode="inline"] show the chat box right where the shortcode sits, not floating.
[keepsya_assistant title="How can we help?"] set the panel heading.

Put it on your single-event template and it rides along on every event page, floating in the
corner and answering from that event’s own details.

Private events stay private. The assistant never volunteers a private event’s details to
someone who cannot see it: if an event’s visibility is set to registrable or hidden, the public
chat will not describe it to a logged-out visitor, and private events are never pulled into the
knowledge base automatically. The one thing to check yourself is your Business Profile and any
documents you upload: those are public-facing, so keep private-program specifics out of them.

It remembers the conversation. A parent can ask a follow-up (“what time is
Friday?” then “and Saturday?”) and it keeps the thread, per visitor. When they reopen
the chat or move to another page, their recent messages come back, so the conversation
picks up where it left off. A Clear chat link starts fresh (handy on a shared device).
It knows your events. Your public events are part of what the assistant can answer
from, their date, time, venue, cost, and description, so a family can ask “tell me about
the summer camp” from anywhere on your site and get real details. On an event page it also
focuses on that specific event. When an answer is about an event, the assistant adds a
clickable link straight to that event’s page so the family can view or register in one tap.
It can answer from your pages too. Under KeepsYa → AI, “Answer from your pages” lets you
choose which of your public content types (Pages, Posts) the chat draws on, so it can answer from
your policies, directions, About, and FAQ pages, not just events. Only published pages are used;
exclude any single page or event with the “Exclude from the AI knowledge base” box on its editor.
Private events are never included. Only public events are indexed for the chat, and a
link is only shown to someone who is allowed to see that event.
It answers only from your club’s information, your uploaded documents, your
Business Profile, and the event on the page, never your rosters or any family’s data.
It hands off to a human when it can’t help. If a parent can’t get their answer,
an Email the organizer panel lets them leave their name, email, and question. It
emails the event’s organizer (or you, the site owner), with the chat so far attached
and set up so a reply goes straight back to the parent.
It is rate-limited and screened, and a repeated question is answered from cache so
it stays cheap.

Reviewing conversations (and teaching it as you go)

KeepsYa → AI Conversations shows what
families actually asked, newest and unresolved first, with any escalated threads (where
a parent asked to be emailed) flagged. A count on the menu tells you how many still need
a look.

For any exchange you have three choices:

Add to knowledge. Opens an editable Question and Answer, pre-filled from the
thread, so you tidy it into a clean answer. Saving it adds it to your Business Profile
FAQs, and from then on the assistant answers that question automatically.
Ignore. Marks the thread reviewed with nothing saved.
Or just read it, to see what parents are wondering about.

This is how the assistant “learns as it goes”: you promote good answers into its
knowledge. It is a curated feedback loop, not the AI teaching itself, so you stay in
control of every answer it gives. Because saved answers go into your tidy, editable FAQ
list (not a pile of raw chat logs) and each reply only ever draws on a handful of the
most relevant pieces, teaching it more does not make each answer cost more, and the FAQ
list stays yours to edit or prune on the Business Profile page.

Privacy, cost, and safety

No family data goes to the AI. For everything it writes or analyzes, only
general text and aggregate counts leave your site, never names, birthdates, medical
notes, or contacts.
You control the cost. BYOK means you pay your provider directly; the usage panel
and the optional monthly cap keep it visible and bounded.
Every input is screened. A prompt-injection guard checks every question and
document before it reaches the AI. You can see what it flagged in the AI security
log on the settings page, and clear it there.

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