Blue Buddha Healing Arts Yoga Team Operations Manual

Welcome

Mission Statement

Code of Conduct

Class Procedures

Troubleshooting

Maintenance/Orders

Off Hours Support

MindBody App

Class vs Workshop

Social Media Branding Policy

Communication Expectations

Professional Compliance Requirements

Cancelation Policy

Payroll Portal Access

Welcome

Welcome to Blue Buddha Healing Arts. We are so glad you have chosen to join our team, and we look forward to building a positive relationship. We encourage you to share your thoughts and ideas since our continued success depends on us working together to achieve our goals.

We are a group of highly trained professionals dedicated to providing each client with outstanding and personalized service. Every team member is a vital part of our client service experience. This manual will help you understand our philosophy, organizational design, and commitment to the highest standards of service.

If you have any questions, please ask any member of the management team. We look forward to working with you and hope your experience with Blue Buddha Healing Arts is one of personal enrichment and success!

Mission Statement and Goals

Mission Statement
Blue Buddha Healing Arts is a place for people to heal physically and mentally—a refuge of non-judgment, healing, and relaxation. We believe in excellent education, phenomenal customer service, and creating a welcoming environment for our clients and team members.

Tagline
A refuge to heal your body, free your mind, and find your tribe.

Goals

Provide a supportive and creative environment for personal and professional growth.
Offer fully equipped spaces for therapists to deliver exceptional services.
Inspire therapists to innovate and expand their skills.

Code of Conduct

At Blue Buddha Healing Arts, professionalism and respect are foundational to our success.

Professional Behavior:

Treat all clients, colleagues, and management with respect and courtesy.
Arrive on time, prepared, and in proper attire.

Client Confidentiality:

Protect all client information, including personal and medical details.
Never disclose information without explicit consent.

Ethical Standards:

Adhere to the ethical guidelines established by professional massage organizations and Pennsylvania law.
Avoid conflicts of interest and maintain professional boundaries with clients.

Reporting Issues:

Report workplace concerns, violations, or unethical behavior to management promptly.

Pre-Class Procedures

Adjust the thermostat (70–80°F). The thermostat is located on the short wall adjacent to the back door.
Dim the lights to create a comfortable ambiance.
Turn on the sound machine (it should be on all the time)
Optional: Candles. Battery powered please.
Ensure the bathroom is clean and stocked.
Stock hand towels for the studio and washcloths for the bathroom.
Connect your playlist to the Bluetooth speaker system. Troubleshooting.
Welcome each student, especially new clients (green stars in MindBody).
Check in students using the MindBody app. MindBody Instructions.

During Class Procedures

Speak Loudly and Clearly: Ensure your instructions are audible and clear for all students.
Prioritize Safety: Always monitor students to ensure they are practicing safely, offering modifications as needed.
Permission Before Touching: Always ask for permission before touching students, even for quick gestures like a thumbs-up or adjustments. Use verbal consent or universal cues, such as asking students to raise a hand if they are comfortable with touch.

Post-Class Procedures

Adjust the thermostat to 70°F (summer) or 65°F (winter).
Turn off all candles
Leave sound machines on
Clean all borrowed props with appropriate disinfectant.
Dust mop the floor after every class.
Check the bathroom and empty the trash as needed.
Lock the door and return the key to the designated spot (the turtle).

Troubleshooting

Phone Issues: Eagleview is a pretty big dead zone for those with service from AT&T. We do not have wifi in the yoga studio (because of the insane commercial pricing). We do however have a hot spot on the iPad that you are welcome to join. Open settings on the ipad and navigate to personal hot spot. Next open settings on your phone and navigate to wifi. Open the update wifi on your phone and use the password from the ipad.
Bluetooth Troubleshooting: The most common problem with the bluetooth is if the ipad is not disconnected. Please check that first. Next press the BT button on the receiver to broadcast the signal to your phone.
Tricky Door Instructions: Don’t let this tricky door fool you! Follow these steps to manage it effectively:

Locate the Allen Key:

The Allen key is kept on the windowsill to the left of the door.

To Lock the Door Open:

Squeeze the door handle.
Insert either end of the Allen key into the hole in the handle.
Turn the Allen key to the right to lock it open.

To Lock the Door Closed:

Squeeze the door handle.
Insert either end of the Allen key into the hole in the handle.
Turn the Allen key to the left to lock it closed.

Reminder:

Be mindful not to lock yourself out!

Maintenance and Supply Requests

To ensure that our classroom is equipped and fully operational, Blue Buddha Healing Arts has a streamlined process for ordering supplies and reporting damaged equipment.

Teachers can access the Maintenance and Supply Request Form to:

Request restocking of supplies, such as linens, oils, or cleaning products.
Report any damaged or malfunctioning equipment (e.g., tables, tools, or room fixtures).

Off-Hours Support

Guidance for instructors teaching outside of desk hours, including contact protocols for questions or emergencies. Please call Kate at 610-220-5438.

MindBody App

You can access the MindBody App either from your phone or the iPad.
Step one is always to log in (with your log-in credentials)
Student check in. Very important. If you do not check your students in, they will be counted as “unattended reservations” and charged the fee appropriate for their payment option.

For Class Attendance, Navigate the schedule to your class
Click the orange circle next to the students name to mark them as attending class.
Take this time to fix any Unsigned Waivers

Unsigned waivers will have a red banner that says “no waiver”
Students with unsigned waivers are not permitted to participate in class.
To resolve this click on the students name, then liability waiver not signed, then pass the device to the client to review and sign.

Accept payment for Unpaid Classes

Click students name, select account (under students name)
Select “pay” next to the unpaid class
Allow students to select pricing: drop in, 10 class card, 30-30 if this is a new student or unlimited monthly if they have not already purchased it.
Add price selection to cart
Confirm price with student (All Yoga Pricing)
Select Credit (for new card), use stored card or venmo

Add Student to class

Navigate to your class and click the + in the upper right corner
Search for an existing student (please be sure to confirm either phone number or email)
Select students name and process payment if necessary

Retail Purchase (including water)

Select retail in the lower left navigation of the schedule page on the app
Select “walk-in”
Select “Products”
Search for product name example “tiger” for tiger crop or tee
Select item(s), Next
Confirm price with student
Process with Credit/Debit or Venmo

Tips and Tricks

You can click on a students name to review or leave any important information
A green star means that this is a brand new student. Please take the time to welcome them and show them around.
The students' payment option will be listed below their name in your class roster. Please take the time to ask those with 30/30 if they are enjoying the studio and if there is anything we can do to help with their intro.

Yoga Workshop vs. a Yoga Class

Yoga Class

A yoga class is a regularly scheduled session, typically lasting 60–90 minutes, that focuses on a balanced practice involving physical postures (asanas), breathwork (pranayama), and relaxation or meditation. Classes are designed to cater to a wide range of students and are often part of a recurring schedule, such as weekly or daily sessions.

Key Features of a Class:

Shorter duration (typically 60 minutes).
Regular and ongoing (weekly or daily schedule).
Generalized approach, suitable for a broad audience.
Focuses on a balanced practice rather than a specific theme or topic.
Payment Structure:

Base rate of $25 for up to 5 students.
$5 incentive per student beyond 5, capping at $40 for 10 students.
Additional $5 per student from 11–20 students, capping at $55.
Additional $10 per student beyond 20 students, capping at $85.

Yoga Workshop

A yoga workshop is a one-off or occasional event that dives deeper into a specific theme, practice, or area of yoga. Workshops often last longer (2–3 hours or more) and may include detailed instruction, hands-on adjustments, and opportunities for discussion or Q&A. They are designed to provide an in-depth experience and are often led by specialized instructors.

Key Features of a Workshop:

Longer duration (typically 90 minutes to 3+ hours).
Special, one-off or infrequent events.
Focused on a specific topic or theme (e.g., backbends, stress relief, mindfulness).
May include advanced techniques, detailed explanations, and interactive components.
Ideal for students looking to deepen their practice or learn something new.

Payment Structure:

Negotiated per workshop based on attendance and duration.

Marketing Agreement

To ensure successful promotion of workshops, the following marketing steps will be completed once we receive the marketing material:

Social Media Posts:

Two posts: one 3 weeks before the workshop and one 1 week prior to the event date.

Event Listings:

A Facebook event listing will be created.
A MindBody and website listing will be created.
A printed flyer will be displayed at both locations.

Email Marketing:

Workshops will be included in monthly emails until the scheduled event.

Workshop Compensation

Payment breakdown for:

Single instructor 70/30
Two instructors 35/35/30
Three instructors 27/27/27/19

Social Media and Branding Policy

Brand Representation: Represent Blue Buddha Healing Arts professionally on all public platforms.
Content Creation: Collaborate on creating content such as wellness tips, technique demonstrations, or behind-the-scenes photos.
Model Release Form Requirement: Obtain signed Model Release Forms from clients before using their likeness in any marketing material.
Personal Social Media Accounts: Avoid engaging with clients on personal accounts unless boundaries are clear and professional.

Communication Expectations

Clear and effective communication is vital to maintaining smooth operations and a supportive work environment. All therapists are expected to adhere to the following guidelines:

Monitoring WhatsApp Chats:

Teachers must monitor the Yoga Crew WhatsApp Chat and MOGI WhatsApp Chat at all times to stay updated on:

Schedule changes or cancellations.
Important team announcements and operational updates.
Weather-related closures or emergencies.

Therapists are expected to check these chats regularly and ensure timely responses to relevant messages.

Use of WhatsApp Groups:

The Yoga Crew is reserved for operational updates specific to our yoga program.
The MOGI Chat is used for Messages of Great Importance, including weather closures and emergency announcements.
The TEAM Chat is used for team related and personal messages, jokes or well wishes.

Timely Communication:

Notify management promptly of any schedule conflicts, concerns, or changes.
Actively participate in discussions related to operational improvements or client care.

Team Meetings:

Teachers are expected to attend team meetings to stay informed and contribute ideas for team growth.

Professional Compliance Requirements

To maintain the highest standards of professionalism and compliance, all teachers at Blue Buddha Healing Arts are required to adhere to the following:

Liability Insurance:

It is the therapist’s professional responsibility to provide management with proof of valid and up-to-date liability insurance at all times.
Liability insurance must:

Be active and cover all professional services provided.
List Blue Buddha LLC as additionally insured.

Proof of insurance must be submitted to management:

Upon commencement of employment.
During annual renewals or when any updates occur.

Cancellation Policy

At Blue Buddha Healing Arts, we understand that life can be unpredictable. To maintain fairness and respect for our therapists’ time, the following cancellation policy applies:

Service and Workshop Cancellation Policy:
- Unattended reservations or cancellations with less than 24-hour notice will be responsible for 100% of the cost of the service that was reserved.
Thank you for understanding and supporting us.
Class Cancellation Policy:
- Unattended reservations or cancellations with less than 6 hours ' notice will be responsible for 100% of the cost for the class space that was reserved. Students with class cards or memberships will be charged a $10 late cancellation fee.
Thank you for understanding and supporting us.
Exceptions to the Fee:

While the cancellation policy is in place to respect the time of our therapists, management may waive the fee in cases where the client’s cancellation is due to:

Illness.
Family emergencies.
Other acceptable, unforeseen circumstances.

Severe Weather or Emergencies:

Weather-related closures or emergency cancellations will be communicated via the MOGI WhatsApp chat.

Payroll Portal Access

Setting Up Your Payroll Portal

Visit the Portal Website: Go to www.coladonatocpa.com.
Log In: Enter credentials in the Client Log In section.
Follow Setup Instructions: Set up your account with your email, name, and password.
Enable Two-Factor Authentication: Choose email, phone, or app for secure access.