Help Center

From the left sidebar, click Students → then click the "+ Add New" button. Fill in name, email, phone, select discipline and belt rank. Click Save. A temporary password and QR code will be auto-generated instantly.

Go to Dashboard → Students. Click on any student card to open their full profile. Here you can update belt rank, add/remove stripes, edit contact info, set monthly fee, and change the fee due date. All changes auto-save.

Inside any student profile, scroll to the bottom action bar. Click "Archive" to hide the student from the active list (useful for pauses), or "Delete" to permanently remove all their data.

Navigate to Dashboard → Groups. Click "New Group", name it (e.g., "Kids Class"), then go back to Students and use the bulk assign feature to add students to that group.

From the left sidebar, click Sessions → "Create New Session". Pick a date from the calendar, set start/end time, choose a teacher from the dropdown, and select which student groups or individual students are invited. Click Publish.

During class, go to Sessions → click on today's active session. You will see a list of invited students. Click the status badge next to each name: Present (green), Absent (red), or Late (orange). The system auto-counts classes for belt promotion.

Students open their digital card on their phone and show their unique QR code. Staff scans it using the Check-In page (accessible from the top nav or at /checkin). Attendance is recorded instantly without typing names.

Go to Sessions → Reports tab. Use the filters at the top: pick a date range, select a group, or search by student name. You will see attendance percentages, no-show counts, and belt progression progress bars.

Go to Dashboard → Students → click any student. In their profile, find the "Billing" section. Enter the monthly fee amount and pick the due date (e.g., 1st of every month). The system will auto-generate invoices on that day.

From the left sidebar, click Billing → "Create Invoice". Select one or multiple students from the list, add line items (monthly fee, store products, discounts), and click Generate. A PDF invoice is created and can be emailed or printed.

In the Billing page, you will see a table of all invoices. Click the status dropdown on any row to mark it as Paid, Partial, or Overdue. Click a student's name to view their full payment history.

Go to Dashboard → Settings → Billing tab. Here you can add your academy bank account details and custom payment instructions. These will appear on every generated invoice. Note: We do NOT store any credit card data.

From the left sidebar, click Store → Products → "Add New Product". Upload a product photo, write the name, set price and quantity in stock, and pick a category (Gloves, Belts, Supplements, etc.). Click Save to list it in the store.

Go to Store → Inventory. Here you see a real-time stock count for every product. When an item is sold, the count drops automatically. If stock goes below your set threshold, a red "Low Stock" alert appears.

When a student places an order through their portal, go to Store → Orders. Click on the order to open it, then update the status step by step: Processing → Shipped → Delivered. An invoice is auto-generated for each sale.

Navigate to Store → Settings. Here you can set your store display name, default currency (USD, EUR, etc.), tax percentage, and shipping policy text. These settings apply to all products and invoices.

Go to Dashboard → Promotion Rules. Click "Add Belt". Enter the belt name (e.g., "Yellow"), pick its color from the color picker, and set its position in the order. Repeat for all belts: White → Yellow → Orange → Green → Blue → Purple → Brown → Black.

In the Promotion Rules page, click on any belt card to expand it. Set how many stripes it has (default is 4) and enter the number of classes a student must attend to earn each stripe. Click Save Rules.

Once rules are set, the system runs automatically. When a student attends the required number of classes, a stripe is added to their profile. When all stripes are filled, the student shows as "Ready for Promotion" with a green badge.

At any time, go to Dashboard → Students → click a student. In their profile, click the "Promote" button next to their current belt. This instantly upgrades their belt rank, regardless of stripe progress.

From the left sidebar, click Staff → "Invite Staff Member". Enter their email address, select their role (Manager, Instructor, Receptionist), and tick the permissions they need: Attendance, Billing, Store, or Analytics. Click Send Invite.

In Staff → Permissions tab, you see a matrix of all staff members and their access levels. Toggle switches on/off for each person. Only give access to what they need — this keeps your data secure.

Go to Dashboard → Teachers. Click "Add Teacher", enter their name and email, and assign them to disciplines (e.g., BJJ, Boxing). They will appear in the teacher dropdown when scheduling sessions.

If a staff member leaves, go to Staff → click their name → click "Deactivate". Their account becomes inactive but their history (attendance taken, invoices created) is preserved. You can reactivate them later if needed.

Go to Dashboard → Settings → Profile tab. Upload your academy logo, enter the official name, pick your discipline type (BJJ, Karate, Boxing, etc.), and add contact details. These appear on student digital cards and invoices.

In Settings → Birthday tab, write a default congratulation message (e.g., "Happy Birthday! Enjoy a free class on us!"). This message auto-fills when you click "Send Wish" on a student's birthday.

Go to Settings → Notifications. Toggle on the alerts you want: Absence alerts, Fee due reminders, Low stock warnings. You can also connect your Gmail account for automated email sending directly from the platform.

In Settings → Security, enable Two-Factor Authentication (2FA) using an authenticator app. You can also view your recent login activity to spot any suspicious access. Always use a strong, unique password.

Students visit the "Student Portal" link (shown on the home page footer or at /student-portal). They log in with the email and temporary password you gave them when adding the student. They should change the password after first login.

After logging in, each student sees their digital card on the dashboard. It shows their photo, current belt color, stripe count, academy logo, and a unique QR code. They can screenshot this or show it on their phone at the academy.

In the portal, students click "My Progress" to see their total attendance count, current belt rank, how many stripes they have, and a full history of all classes attended with dates.

Students click the "Store" tab in their portal. They see all products with photos and prices. They can add items to cart and place an order. The academy owner gets notified and processes the order from the admin dashboard.