What you can see
It keeps the original messages, proof-of-completion uploads, staff edits, and reasons items are waiting on approval from email, Instagram DM, WhatsApp, and your Typeform intake, so the next cohort runs on real evidence.
Challenges & Bootcamps
Enrollment and payments, check-in tracking, refunds, inquiries, and completion notices scatter across channels. Velros AI gathers them so no student falls through between signup and finish.
- Cohort seats left
- Check-in compliance
Today's routine
What Velros AI runs
Prepared before approval
Gathers signals about enrollment, payments, check-ins, and refunds across every channel, removes duplicates, and sets priority.
Cohort seats left
Check-in compliance
Refunds pending
Challenges & Bootcamps
- Cohort seats left
- Check-in compliance
- Refunds pending
Here's how these come in, and how they get handled.
The requests that arrive at Challenges & Bootcamps every day, kept on one screen along with what to confirm and what to improve next.
The order a person kept by hand, moved over as it was.
- Sort Messages coming in by email, Instagram DM, and WhatsApp get grouped into enrollment questions, check-in confirmations, and refund/rebate requests.
- Verify The signup form and the payment and check-in logs get cross-checked for open seats, missed check-in days, and whether the program has started.
- Draft A reply is drafted for each message with enrollment details, a restatement of the rebate terms, and the applicable refund window.
- Approve Any reply that moves money, like a refund, a rebate, or an enrollment confirmation, goes to an approval card for your sign-off before it sends.
What stops
Refunds and chargebacks, closing enrollment, participant data changes, and mass announcements go out only after you or a lead reviews them.
The channels stay. Only the work a person confirms is separated out.
Cohort seats left · Check-in compliance · Refunds pending
What a person confirms runs on a single thread.
Rather than adding another screen, we sort the work arriving on the channels you use and separate out only the decisions a person should see.
The same channels
Nothing new to learn. Velros AI runs on the email, Instagram DM, WhatsApp, and Typeform you already use, and we build the screens, approval queue, and reports you need and keep tuning them as you run.
Someone who knows the industry sets the rules with you.
A Velros operations designer and a working practitioner turn your standards for enrollment, check-in tracking, refunds, and completion into real operating procedures.
The Velros operations design team
Industries rule design and weekly improvement
It keeps improving
Staff edits and the reasons work was held get gathered into next week's operating rule.
A person's time
Less repeat checking, and more of the day on the decisions and the growth that matter.
In depth
While the check-in photos pile up, you can't tell who earned the refund
Habit challenges and bootcamps keep your hands busy: enrolling people, confirming payments, tracking daily check-ins, deciding who finished, and issuing refunds. Sign-ups land in your WhatsApp group, payments show up in Stripe, and check-ins arrive as Google Form entries and photos. The more participants you have, the more the day disappears into cross-checking who missed which days and who qualifies for a payout. You need a setup that skips the repetitive matching and leaves you only the calls with money on them.
From sign-up to refund
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Enroll & collect
Sign-ups from your group chat, Google Form responses, and Stripe payments get pulled into one roster, with payment confirmations and unpaid-reminder drafts ready to send.
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Check in & tally
Daily check-in photos and form entries are matched to each participant, so you can see how many days they logged and who fell behind at a glance.
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Complete & refund
Your stated refund terms are matched against the check-in record to build the payout and completion lists, then held on an approval card before any money moves.
What a person confirms
- Refund payout
- Returning real money to participants who met the completion terms. Whether to allow a missed-check-in exception, and how much to pay, is yours to confirm.
- Refunds & drop-outs
- How much to return on a pre-start cancellation or mid-program quit depends on your stated terms and the individual case, so drafts are prepared but you approve.
- Enrollment caps
- Overbooking, extra cohorts, or closing early are program-policy calls that stay with you rather than being automated away.
Deadlines and duties you can't miss
- Disclose refund terms
- State the completion criteria, check-in method, and payout timing clearly and truthfully before people pay, so the offer isn't deceptive under the FTC Act.
- Clear billing & cancellation
- For any recurring or auto-renewing charge, disclose the terms up front, get informed consent, and offer a simple way to cancel (ROSCA).
- Honest outreach
- Enrollment and reminder emails need a truthful subject line, a real sender, and a working opt-out that you honor (CAN-SPAM Act).
FTC Act, 15 U.S.C. §45, and the CAN-SPAM Act of 2003, 15 U.S.C. §7704 · plus the Restore Online Shoppers' Confidence Act (ROSCA), 15 U.S.C. §8403
Common questions
- If check-ins are tallied automatically, won't it misjudge someone?
- Velros does the tallying and matching, but you confirm who qualifies. Ambiguous check-ins are flagged as exceptions for you to decide.
- Will it just send refunds on its own?
- Anything that moves money always stops at an approval card. You review the list and amounts, and payouts only run once you approve.
- Can I keep using my group chat and forms?
- Yes. Velros sits on top of the WhatsApp and Google Forms you already use and gathers the scattered sign-ups and check-ins into one place.
We'll find what to cut first in Challenges & Bootcamps, together.
Where the inquiries land, the order your staff check them in, and the rules a person applies last, laid out as one day of work.
Talk about our industryWhat comes in
Messaging, phone, search and email, in one place
What gets checked
What your staff decide, and what a person decides
What improves
Fewer repeat inquiries and fewer dropped follow-ups, every week