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AI / RETENTION2026Proactive Retention Agent for SaaS

StayBase

StayBase is a proactive retention agent for SaaS founders. Instead of waiting for failed payments or cancellation events, it watches for early churn signals such as inactive accounts, usage drops, and quiet pre-renewal risk, then helps founders send warm, personal reminders from one operational dashboard.

Main dashboard showing recovered revenue, failed payments, recent activity, and Ghost ProtocolIMG
07Captured product screens
03Risk signal families
04Core workflow modules
3-7dPre-renewal alert window
01 / Product logic

Problem

Most SaaS churn does not start at the failed-payment moment. Customers often lose interest, stop using the product, ignore key features, and cancel only after the relationship has already gone cold. Small SaaS teams usually discover this too late because Stripe, product usage, customer context, and email follow-up live in separate tools.

Solution

StayBase combines Stripe data, workspace/customer records, usage signals, an alert inbox, and founder-led email control. Ghost Protocol surfaces inactive or declining users, the dashboard explains why each account is at risk, and the nudge workflow lets the founder approve, rewrite, or send empathetic recovery emails at the right time.

02 / Extracted from report

Product Flow

The screens are grouped by user journey: hosts configure booking rules, guests reserve time, then Calento turns the calendar workspace into an AI-assisted planning surface.

Scheduling & Booking

Host to Guest

Workspace Intelligence

AI + Tasks + Analytics
03 / Tooling

Stack & Tools

Frontend

Next.js 16React 19TypeScriptTailwind CSS 4TanStack QueryApp Router

Backend

FastAPIPython 3.11SQLAlchemyPostgreSQLAlembicService layer

Data & AI

Ghost ProtocolChurn risk scoringUsage signalsAI email draftsFounder voiceWin-back flows

Infrastructure

StripeGmail/SMTPSupabase Auth/DBRedisDockerPlaywright screenshots
04 / Core modules

What StayBase Does

  • Ghost Protocol identifies customers who are inactive for 7-14 days, show a usage drop over 50%, or stop touching core product features.
  • Pre-renewal alerts flag quiet accounts 3-7 days before renewal so the founder can intervene before the cancellation moment.
  • The inbox turns churn and payment signals into reviewable actions with customer context, email history, and approve/reject/rewrite control.
  • Founder-led messaging keeps the tone warm and human, with failed-payment recovery treated as one retention case rather than the entire product.
01

Early detection system

Ghost Protocol evaluates inactivity, usage decline, feature silence, pre-renewal timing, and failed-payment events to identify accounts that need attention.

Inactive 7-14 daysUsage drop >50%Pre-renewal alertsPayment recovery
02

AI gentle nudge agent

The product drafts empathetic, low-pressure messages that reference customer context and follow a multi-step win-back flow.

Founder voiceNudge 1Value-add follow-upOffer fallback
03

Inbox and one-click control

Alerts are gathered into an operations inbox where founders can inspect the issue, review history, approve an email, reject it, or draft again.

Alert queueEmail historyApprove/rejectRewrite flow
04

Smart insights dashboard

The dashboard summarizes recovered revenue, failed payments, success rate, at-risk customers, and recent retention activity.

Risk scoreAt-risk customersRecovered revenueRecent activity
05 / Architecture

How It Runs

Next.js client and FastAPI backend

The frontend owns workspace, dashboard, customer, inbox, and settings screens while FastAPI handles auth-aware business services and data APIs.

Retention data model

PostgreSQL stores workspaces, customers, lifecycle state, Stripe events, notification logs, email logs, and risk metadata used by the dashboard.

Event-driven recovery workflow

Stripe webhooks and usage scans update customer state, create recovery alerts, and feed the founder review flow before an email is sent.

Operational integrations

Stripe, Gmail/SMTP, custom domains, Redis-ready background jobs, Supabase, Docker, and Playwright screenshot automation support the product workflow.

Minimal login flow built around fast founder onboardingIMG
06 / Screen Gallery

Full Visual Index

A compact map of every important product screen, diagram, email, and deployment visual extracted from the report.

01

Main dashboard showing recovered revenue, failed payments, recent activity, and Ghost Protocol

Featured Screen

02

Homepage positioning StayBase as a proactive retention agent for SaaS founders

Interface Screen

03

Minimal login flow built around fast founder onboarding

Diagram

04

Workspace hub for managing multiple SaaS products or teams

Interface Screen

05

Customer management view with lifecycle status, MRR, activity, and failed-payment context

Project Visual

06

Recovery inbox converting churn and payment signals into founder actions

Project Visual

07

Integrations settings for Stripe, founder email, and custom domain configuration

Email

FEATURED WORK: CAPTOC + CALENTO + BLOAIBUILT FOR REAL USERSAI + WEB + PRODUCTOPEN FOR OPPORTUNITIES
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