How RetreatFlow works
From her first question to your next retreat
RetreatFlow is a mapped, tested workflow for women's retreat operators. Here is the journey KGPT builds and manages on your behalf.
1 · First inquiry
Someone asks about your retreat
The inquiry is captured in one place with the details you need. She receives a prompt, accurate acknowledgement written in your voice.
Human oversight: Your team reviews anything that is not a routine question.
2 · Qualification and answers
Routine questions get answered
AI assistance drafts replies from FAQs you have approved — dates, location, pricing, what is included. Nothing outside those approved answers is sent automatically.
Human oversight: Sensitive, pastoral or unusual questions go to a named person on your team.
3 · Registration
She registers without friction
A mobile-friendly registration path collects the information your retreat actually needs: room preference, dietary needs, travel, accommodations and policy acknowledgements.
Human oversight: You set the policies; the system applies them consistently.
4 · Payment
Deposit and balance are tracked
Payments are taken through your own payment account. Deposits, balances, due dates and status are recorded against each attendee.
Human oversight: Refunds, exceptions and special arrangements stay a human decision.
5 · Attendee logistics
The details stop living in your head
Rooming, dietary lists, travel and arrival details are collected once and kept current, with reminders as the date approaches.
Human oversight: Your team approves the final lists.
6 · The retreat
Your team runs the retreat
KGPT's system handles the administration around it: confirmations, updates, last-minute changes and a clear record of who needs what.
Human oversight: AI does not replace retreat staff or pastoral care.
7 · After the retreat
Follow up and feedback
A check-in, a feedback request, and a clear record of who attended and how they paid — ready for the next retreat.
Human oversight: Marketing contact only goes to those who consented to it.
8 · Next retreat
Reuse instead of rebuild
The journey, message library and policies are documented and reusable, so the next retreat starts from a working system.
Human oversight: Changes beyond your plan's allowance go through a change order you approve.