How connectors work
What a connector is, the sources you can connect, the simple Test → Connect → Import → Process rhythm they all share, and the gap analysis that tells you your data is complete.
A connector brings your studio's data from a tool you already use into Kula Intelligence, so the AI can answer questions about it. You connect each source once; after that it keeps itself up to date.
Each source has its own setup (where to find a key, which sign-in to use) and its own rules for what we're allowed to read — those live on the per-source pages below. But they all operate the same way, and that shared part — gaps, outages, recovery — is on one page: Keeping your connectors healthy.
What you can connect
Payments, subscriptions, invoices
Bookings, members, pricing plans, online store
Bookings, memberships, classes, sales, clients
Members, classes, attendance, memberships
Accounting — contacts, transactions, the general ledger
Facebook & Instagram marketing and ad spend
Website traffic and where bookings come from
Anything you can export as a spreadsheet
You don't need all of them. One source gives you real answers. Add the rest whenever you like.
The rhythm every connector shares
Connecting a source follows the same four beats:
Test. You enter your key (or sign in) and we do a cheap check that it works. If it fails here, it's the key, not a broken setup — the message tells you what to fix.
Connect. We save the connection. Nothing is read yet beyond the test.
Import (backfill). We pull in your history — we suggest the last 12 months to start. This runs in the background and can take 20–30 minutes for a large studio.
Process. For most booking and accounting sources, a second step turns the raw history into the tidy, connected data the AI reads (members, sales, attendances). You'll see a Process button when it's ready; clicking it is safe to repeat.
Why two steps (import, then process)? We land your data exactly as the provider gave it to us first, untouched, then transform a clean copy. Re-running is always safe, and if a provider changes something we can re-process without re-importing. We keep that raw copy for 30 days (long enough to re-process), then purge it — the tidy data the AI reads stays.
What happens after that
Your connectors keep themselves current on a schedule — you don't have to re-import. They also only fill gaps: re-running an import never overwrites richer data you already have with something thinner.
Once a week, glance at the Connectors page on your dashboard to make sure everything's flowing. If something needs attention, the Keeping your connectors healthy page walks you through it.
Knowing your data is complete — gap analysis
The worst thing an analytics tool can do is answer confidently from data that's quietly missing a month. So every connector runs gap analysis and shows you the result on a Data coverage card.
What a "gap" means. A gap is a stretch of time where data should exist but doesn't — a week of zero attendances at a studio that was open, a month with no sales. That's different from a genuinely quiet day (you were closed). Gaps almost always come from the source, not from Kula: the provider was down, a key expired for a while, or a manual export missed some rows.
What the card shows. A calendar-style grid with one small square per day, one row per kind of data (classes, attendance, sales, and so on):
Green squares are days with data — darker the busier the day.
Coral, outlined squares are days that should have data but have none.
Grey squares are days you've told us are legitimately empty (see below).
It's charted by the real event date — the actual class and sale dates in your data, not when we imported them — so a missing day is a genuinely missing day. Each row shows a running count ("312 of 365 days") and a No gaps / N days missing badge, so you can see at a glance whether anything's off and exactly when.
What you can do about it. For each missing range the card gives you two buttons:
Re-pull — fetch that one window again. It's safe to repeat and only fills the hole; the rest of your history is untouched.
Mark expected — for a day that was legitimately quiet (a public holiday, before you opened). It stops counting as missing, and the AI knows not to read anything into it. You can mark a single date or a range, including ones that recur every year.
You don't have to babysit this — a nightly sweep closes most gaps on its own. Keeping your connectors healthy covers the day-to-day detail.
A note on what we read
Kula Intelligence reads from your tools. It never writes back to them, never charges a card, never sends an email or message on your behalf. Each connector page lists exactly what that source lets us read — and what it doesn't.
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