Configure your club

This is the biggest step of the setup -- and the most important one. Here you define what your club offers, where you train and what it costs. Everything else builds on it: contracts, members, invoices and direct debits all read exactly these details.

General

The basics: your club's name, address, country and time zone. These details show up everywhere -- on invoices, in contracts, in every email to your members and on your public club website.

1. Go to Settings > General.
2. Enter your club name, address and contact email.
3. Pick your country and state/region. The country also decides which VAT rates you can choose from later.
4. Set the time zone.
5. Upload your logo -- it ends up on contracts, invoice PDFs, the club website and in emails.
6. Save.

Every field on this page in detail: General settings.

Member groups

Member groups (called user demographics in the dashboard) are the foundation for almost everything that follows. They decide which prices apply, whether a payer is needed, who may attend which class -- and each group gets its own contract text later on.

Set them up the way your pricing model is built:

• Kids
• Teens
• Adults
• Family

If adults pay something different from teens, both need their own group. If the price is the same, one is enough.

It is worth looking at your class offering too: a class can be open to several member groups at once -- teens and adults together, for example.

1. Go to Settings > User demographics.
2. Create an entry for each group.
3. Set the minimum age and maximum age.
4. Decide whether a payer is required -- for minors, a parent has to be linked and charged.

Age groups (optional)

Within a group you can define finer age groups -- "Little kids" (4--6) and "Kids" (7--10) inside the Kids group, for instance. You only need this if those age brackets pay different prices.

More on this: Member demographics.

Disciplines

Create an entry for every discipline your club offers. Classes and graduations hang off them.

1. Go to Settings > Disciplines.
2. Click Create new discipline.
3. Enter the name (for example "Brazilian Jiu-Jitsu", "Muay Thai", "Kickboxing").
4. Use the Graduations switch to say whether this discipline works with belts.
5. Save and repeat for every other discipline.

The switch only decides whether there are graduations. Which belts exist and in what order comes in the next point.

Even if your club teaches only one martial art, you need an entry for it -- classes, plans and graduation tracking are all organised around it.

More on this: Disciplines.

Graduations

For every discipline where you turned the Graduations switch on, you now define the belt ladder.

1. Go to Settings > Graduations.
2. Pick the discipline.
3. Create the belts in the order they are awarded.
4. For each belt, record the requirements your club expects -- a minimum number of training sessions, say, or a minimum time at the current belt.

Without a belt ladder you cannot record promotions later, and the graduation display on the member profile and in the app stays empty.

More on this: Graduations setup.

Venues

A venue is a physical place where you train. If your club has one, you create one; if you train in several places, you create each one separately.

1. Go to Settings > Venues.
2. Create a new venue.
3. Enter the name and address.
4. Save and repeat for every other location.

Areas

Inside a venue you define areas -- the individual training spaces: Mat 1, Mat 2, boxing ring, weights room. Every venue automatically gets a first area ("Main area") that you can rename.

Create areas if several classes run at the same time at your club. Each class can then be assigned to its area and stays cleanly separated. Areas also matter later for the class overview, QR-code check-in and the trial class link.

You manage areas directly on the venue's card: the pencil icon renames, Add area adds another, the bin removes one. A venue's last area cannot be deleted.

More on this: Venues & resources.

Classes

Classes come only now -- a class points at member groups, disciplines and venues, and those have to exist already.

1. Go to Classes. You land in the weekly schedule view.
2. Click Create class in the top right.
3. Give the class a name (for example "BJJ Fundamentals", "Kids Judo").
4. Pick the target group -- one or more member groups. Multiple selection is possible, teens and adults for instance.
5. Pick the discipline.
6. Pick the venue and, if you created any, the area.
7. Set the times: weekday, start time, end time -- one time slot per session in the week.
8. Optional: a subtitle for the club website, a maximum number of participants, a colour for the weekly schedule.
9. Save.

From the time slots Omoplata automatically generates the individual sessions for the next 12 months. Public holidays in your region are recognised and the affected sessions are cancelled as a precaution -- you can reactivate them if your club trains on holidays.

More on this: Managing classes and Time slots.

Fees

Before you create membership plans, record every fee your club uses. You pick them on the plan afterwards -- if a fee is missing here, you cannot assign it there.

Typical examples:

• Sign-up fee
• Quarterly flat fee
• Federation fee
• Grading fee

1. Go to Settings > Fees.
2. Create an entry per fee with a name and an amount.
3. If you leave the recurrence empty, it is a one-off fee -- charged once when the contract is signed.
4. If you set a recurrence, the fee is collected regularly along with the membership and appears as its own line on the invoice.

More on this: Fees.

Membership plans

A membership plan is the offer a member decides on. Every plan belongs to exactly one member group -- if you want to bill adults and kids differently, you need one plan each.

Special prices

Create your special prices first so you can pick them directly on the plan:

• a reduced price for a second family member
• a student discount
• any other individual arrangement

Go to Settings > Special prices. Special prices can be picked when a contract is signed -- but they only show up there if they are active.

More on this: Special prices.

Check your frequencies

A plan price is made up of a contract term and a billing interval. You pick both from a list -- and that list only contains what is switched on under Settings > Frequencies. If a term is missing from the price form, that is almost always why.

You do not create frequencies, you switch the existing ones on or off. Hide what your club does not offer -- it keeps the choice short. More on this: Frequencies.

Creating membership plans

1. Go to Settings > Plans.
2. Click Create plan.
3. Enter the plan name (for example "Jiu-Jitsu Adults", "Kids BJJ").
4. Pick the member group -- in the form the field is called rate type. If your club has only one group, it is selected automatically.
5. Pick the discipline.
6. Optional: plan limits such as a maximum number of classes per week or a maximum number of time slots.
7. Save the plan and add at least one price in the price section -- with an amount, a contract term and a billing interval.
8. Assign the matching fees and special prices to the plan.

A plan without a price cannot be booked. Several prices per plan is normal, for example:

More on this: Plans & pricing.

Payment methods

Decide how your members can pay. What you enable here is what they can choose from when they are registered -- and nothing else.

1. Go to Settings > Payment methods.
2. Enable the payment types your club accepts:
   • SEPA direct debit -- the normal case for European clubs. You collect the fees yourself.
   • Bank transfer -- the member transfers the money and the payment is matched through the bank integration.
   • Cash -- the member pays on site and your team marks the invoice as paid.
3. Save.

If you only use SEPA direct debit, that is the only option a member sees when they are registered -- which makes signing up shorter.

More on this: Payment providers and Payment methods on the member profile.

Billing

This is where you set when billing happens and under what conditions.

1. Go to Settings > Billing.
2. Payment day options: enter the days on which billing may happen at all -- monthly as day numbers (for example "1, 15"), weekly as weekdays (1 = Monday, 7 = Sunday).
3. Transaction timing: how many days before the due date the transaction is created. The default gives you time to prepare the SEPA file.
4. Default VAT rate: the pre-selection for new memberships, fees and products. Which rates you can choose from depends on your club's country.
5. Failed transaction fee: what you charge a member when a direct debit comes back. 0 means you carry the return costs yourself.
6. Cancellation notice period: how many days before the end of a period a member has to cancel so the contract does not renew.
7. Save.

The payment day is not the same as the frequency: the frequency says how often billing happens, the payment day says on which day. If a member starts on 10 June and you allow the 1st and the 15th, the first billing date is 15 June.

More on this: Billing settings.

Notifications

Omoplata sends emails to your members automatically -- an invitation to register, a payment reminder, a note when a direct debit fails, the end of a pause. You should read through these texts once before the first members receive them.

1. Go to Settings > Notifications.
2. Work through the list of templates. They are grouped by occasion.
3. Open a template. On the left you write the text, on the right you see the preview exactly as the email arrives at the member.
4. Adjust the subject and the text to your club's tone, and save.

You cannot create new notification types -- the occasions are defined by the system. But you can change the content of every template completely.

More on this: Notification templates.

Next step

Your club is configured. Next up: Add your contract details -- the texts your members sign when they join.