AiVA Onboarding Intake Form

This intake configures AiVA under your brand. Without it, onboarding slows down and results are limited.

Estimated Completion Time

  • Fast (minimal detail, no uploads): 25–30 minutes

  • Thorough (with uploads, policies, branding assets): 45–60 minutes

  • Complex (multi-staff + data migration): 60–90 minutes

Success Metrics (Most Important)

We measure success the way you measure success. If we don’t know what “success” means to you, we risk building the wrong system. These answers guide how we report, test, and optimize AiVA for your business.

Please select all that apply.

What is your current baseline? (If known)

(Ex: 20% more bookings, 10 hours saved per week, zero no-shows)

Access & Permissions

AiVA must connect to your tools and accounts to operate under your brand. Without access, we can’t configure your system.

(name, email, mobile)
(if different)
(Gmail, Business Profile, Analytics/Ads/Tag Manager)
(GoDaddy/Cloudflare/etc.) or DNS access
(owner email)
platform + export
Please export your data to a standard CSV file with clear column headers. Include client name, phone, email, and any notes/tags. If exporting from another platform, download to CSV before uploading here.

Telecom Provisioning & Compliance

Every AiVA client gets a new, compliant business phone number registered for voice + SMS. This protects you legally and ensures delivery.

(where calls should ring)
Include Time Zone
(if selected)
(approximate)
(if selected)

Brand & Assets

AiVA communicates under your brand identity, not ours.

Paste a Google Drive, Dropbox, or shared folder link with your brand photos/videos. If you prefer, upload 3–5 key files directly here.
(HEX codes)
(3–5 adjectives + words to avoid)
Paste a Google Drive, Dropbox, or shared folder link with your brand photos/videos. If you prefer, upload 3–5 key files directly here.
(Google, Yelp, FB, etc.)
(if required)

Services, Pricing, Add-Ons

AiVA books, upsells, and tracks based on your service menu.

(Name | Duration | Price)
(with pricing)
Export your retail/service menu to CSV with columns: Product/Service Name, Price, SKU (optional). Upload the CSV here.
(chair/room/equipment notes)

Scheduling & Calendars

AiVA manages booking, reminders, and no-shows based on your rules.

(by day)
(before/after)
(if yes)
Export calendar data as CSV (Google Calendar → Settings → Import/Export → Export). Upload the CSV here. Note: Only Google Calendar can be migrated automatically. All other platforms require CSV and may incur manual setup fees.

Team Setup (Solo or Multi-Staff)

AiVA can manage payroll, shifts, and performance tracking. Even solo stylists should fill this out—future-proofing matters.

(Name | Role | Email | Mobile)
(weekly revenue, rebook %, retail)

CRM & Data Migration

AiVA needs your client history for smooth follow-ups and rebook automation.

Please export your data to a standard CSV file with clear column headers. Include client name, phone, email, and any notes/tags. If exporting from another platform, download to CSV before uploading here.
(how you group clients)
Please export your data to a standard CSV file with clear column headers. Include client name, phone, email, and any notes/tags. If exporting from another platform, download to CSV before uploading here.

Messaging Playbooks

AiVA automates confirmations, reminders, DMs, and follow-ups in your tone.

(if selected)
(reschedule + fee)
(timing + offer)
(hours + FAQs)
(words that route to human)
(who, phone/email, hours)

Funnels, Forms, Website Integration

Capturing leads and ensuring your site converts visitors into appointments.

(if applicable)
(tracking ad sources)

Email & Deliverability

To ensure emails land in inboxes, not spam.

(brand domain)
(e.g., mail.yourdomain.com)
(GoDaddy/Cloudflare/Namecheap/Other)

Payments, Deposits, POS

AiVA handles deposits, memberships, and payment routing.

Marketing & Ads

AiVA manages organic posting and paid ads based on your budget + goals.

($)
(zip/city)
(new client, seasonal, bundle)
Paste a link to your creative library (Google Drive, Dropbox, etc.). If not available, upload a sample file below."
posts/wk, reels/wk, stories/wk
(if required)

Automation Preferences

AiVA can be conservative or aggressive in sales and follow-up. You decide.

(no messages sent)

Reporting & Visibility

You’ll get regular reports tracking both business and team growth.

emails separated by commas.
(choose all that matter)

Policies & Legal

Pricing & Monetization + Signature

Base subscription covers core AiVA setup. Usage-based fees (calls, texts, numbers, emails, AI credits) are rebilled. Setup, add-ons, and premium features may carry additional charges. Early Access clients get beta features free until they become paid. Includes one full revision cycle during onboarding. Ongoing tweaks are based on this intake and tested live.

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