Getting started

Your first week

Setup runs in the order your gym actually works: what you teach, who teaches it, when it runs, and who attends. You don't need to finish everything before you start using it — most gyms have their timetable live on day one and refine grading ladders over the following weeks.

If you're moving from another system, you don't do any of this yourself. We set it up from your existing data and you review it. See the switching guide.

Programmes and age groups

Programmes are what you teach — Kids Kickboxing, BJJ Fundamentals, Adults Muay Thai. Age groups are the bands you split them into, and you define them yourself rather than picking from a fixed list.

This matters more than it looks. Age groups drive who a message is addressed to, which grading ladder applies, and how retention messages are worded. A 7-year-old's parent and an adult member don't get the same email, and that difference comes from these bands.

• Set bands to match how you actually teach — 4–6, 7–12, teens, adults is common but not required
• A member's band comes from their date of birth, so it updates as they grow
• Members under 18 are automatically linked to a guardian for all communication

Building your timetable

Add each class with its programme, day, time and capacity. Capacity drives waitlists — when a class fills, further bookings join the waitlist automatically and move up when someone cancels.

Attendance is recorded against these classes, which is what later powers streaks, at-risk flags and grading eligibility.

Adding staff

Invite coaches and front-desk staff with their own logins. Roles control what each person can see and do — a coach signing off gradings from the mats doesn't need access to your revenue reporting.