The admin console

Training

What happens on the mat: the timetable, registers, gradings, licences, bootcamps, personal training and appointments.

Appointments

/admin/appointments

Who uses it Owner, managers and coaches who may manage appointments

The diary for one to one appointments such as inductions, tours, reviews and personal training. Staff book, move and mark them, and set up the types on offer.

Tabs Diary, Appointment types

What you can do

Book an appointment by picking a member, type, coach, date, time, place and note.
Move between days with the arrows, the Today button or the date box.
Filter by staff member, status, type or name, and switch between By staff and List views.
Mark an appointment attended, confirm it, reschedule it, book it again, edit it or mark it as not attended.
Cancel an appointment and tell the client by email, or remove it without telling anyone.
Block out time for a coach with a reason, and remove the block later.
Add, edit or switch off appointment types on the Appointment types tab.

Module Appointments and diary

Appointments notes and activity

/admin/appointments/activity

Who uses it Owner, managers and coaches who may manage appointments

A team noticeboard for the diary plus a log of who changed what.

Tabs Activity

What you can do

Read the activity log, 20 entries a page.
Post or pin a note.
Go back to Appointments.

Module Appointments and diary

Related Appointments

Bootcamp cycles

/admin/bootcamp

Who uses it Owner, managers and coaches

The list of bootcamp cycles: time boxed groups with their own dates, class size and one off price. Several can run at once.

Tabs Board, Table

What you can do

Switch between a Board with a column for each stage and a Table.
Search by cycle name, and filter by branch, join page visibility and start date.
Create a cycle with New cycle, setting its name, dates, places, price, branch and who can join.
Open a draft cycle for sign up, with an Undo.
Open a cycle's enrolments to confirm or review places.
Edit a cycle from its card or row.
Review places waiting to be confirmed from the amber message.

Module Classes and timetable

Bootcamps notes and activity

/admin/bootcamp/activity

Who uses it Owner, managers and coaches

A team noticeboard for bootcamps plus a log of who changed what.

Tabs Activity

What you can do

Read the activity log for cycles and bookings.
Post or pin a note.
Go back to Bootcamp cycles.

Module Classes and timetable

Related Bootcamp cycles

Bootcamp cycle detail

/admin/bootcamp/cycles/[id]

Who uses it Owner, managers and coaches

One bootcamp cycle with its enrolments: who has joined, who is waiting to be confirmed, and who has withdrawn.

Tabs Enrolments, Details, Notes and activity

What you can do

See week by week progress, places taken, price and who can join.
Filter enrolments by Everyone, In, To confirm or Withdrawn, and search by name or email.
Confirm a place or withdraw someone, which frees the place. Undo is offered.
Edit the cycle, or delete it from inside the edit form. Enrolment history is kept.
Jump to other live cycles from the side panel.
Read the description, notes and, for staff who may read audit records, the cycle activity log.

Module Classes and timetable

Classes and timetable

/admin/classes

Who uses it Owner, managers and coaches (adding and editing needs the classes permission)

The timetable and everything that feeds it: sessions, class types, weekly slots, disciplines and training areas. Each is a tab.

Tabs Timetable, Class types, Weekly templates, Disciplines, Training areas

What you can do

Add a session at a chosen time, edit one, or book a member into one.
Subscribe to the calendar feed in Google or Apple Calendar, or open it in the browser.
Regenerate sessions for the next 21 days from the More menu.
Check class times from the More menu. It previews moves first and warns that booked members will see the new time.
Review class types with their coaches, length, places, ages and level, and open their public pages.
Pause, resume or edit a weekly slot (managers only).
Review and edit disciplines, and show, hide, add or edit training areas (managers only).

Module Classes and timetable

Class type detail

/admin/classes/[id]

Who uses it Owner, managers and coaches (editing needs the classes permission)

One class type: what it is, its weekly slots, its upcoming and past sessions with registers, and its coaches and public page text.

Tabs Overview, Weekly slots, Sessions and registers, Notes and activity

What you can do

Read the length, places, age, who it is open to, licence, trials and how full upcoming sessions are.
Edit the details, or add a weekly slot.
Pause or resume a weekly slot from the Weekly slots tab.
Open a weekly slot for editing by clicking it in the week grid.
Switch between upcoming and previous sessions, generate the next 28 days, and open a session's register or edit it.
Read the coaches, the public page content and the other classes in the same discipline.
Open the public class page or its discipline.

Module Classes and timetable

Timetable notes and activity

/admin/classes/activity

Who uses it Owner, managers and coaches

A team noticeboard for the timetable plus a log of who changed what.

Tabs Activity

What you can do

Read the activity log for class types, weekly slots and the calendar feed.
Post or pin a note.
Go back to Classes.

Module Classes and timetable

Related Classes and timetable

Training area detail

/admin/classes/areas/[id]

Who uses it Owner, managers and coaches (changing it needs the classes permission)

One training area, such as a room or mat, showing what is booked into it this week. Hidden areas do not show on bookings.

What you can do

See this week's sessions on a timeline or day list, with booked and capacity counts.
Hide the area or show it again, which controls whether it appears on bookings.
Edit the area, or delete it from its edit form.
See other areas at the same branch with their session counts.
See how many weekly slots use this area and open that list.
Read the area's notes and open the timetable activity log.

Module Classes and timetable

Discipline detail

/admin/classes/disciplines/[id]

Who uses it Owner, managers and coaches (changing it needs the classes permission)

One discipline, such as a martial art: its class types, its grade ladder when grading is on, its public page text and its notes.

Tabs Overview, Grade ladder (only when grading is on), Class types, Public page, Notes and activity

What you can do

Edit the discipline's name, colour, licence, grading, advanced only setting, branch and public page text.
Turn grading on from the Grading is off card when it is off.
Read the grade ladder with members per grade, stripes and sessions needed, and move, add or edit grades.
Plan a grading for this discipline, if Licences and grades is on and your role manages licences.
See the discipline's class types and open any of them.
Read the public page content and open the public discipline page.
Read the notes and the timetable activity log.

Module Classes and timetable

Gradings

/admin/gradings

Who uses it Coaches, managers and owner

Plan a grading, record who graded and with what result, correct a result, and keep the belt ladder members climb.

Tabs Gradings, Belt ladder

What you can do

Plan a grading with discipline, name, date, start time, branch, place, number of places (blank for no limit), panel and notes
Record results by choosing Promote, Add stripe or Not yet for each candidate, then the new grade and a coach note
Add a member to a planned grading with Add candidate
Filter results by member name and discipline, and see the Recently graded list
Correct a recorded result: grade, stripes, date and coach note
Add or edit a grade on the belt ladder, grouped by discipline

Module Licences and grades

Licences

/admin/licences

Who uses it Owner and managers

Track the club's association licences: who holds one, which are about to run out and which need action. It also holds licence types, the number pool and reminders.

Tabs Licences, Licence types, Number pool, Reminders

What you can do

See four headline figures: active licences, expiring soon, waiting on you and numbers left in the pool. Each opens a filtered list.
Filter licences by Needs action, Active, Expiring, No number yet, Lapsed or All, and search by member name or licence number.
Change what counts as expiring using the Expiring within days filter.
Issue a licence by picking a member and a type, with an optional number. Leave it blank to draw one from the pool later.
Renew, assign a number, activate early when payment is outstanding, or edit any licence from its row.
Assign a number by taking the next one from the pool or typing one yourself.
Open the Gradings page from the Gradings button in the page header.
Add, edit, archive or restore licence types, and paste up to 5,000 numbers at a time into the pool.
Set how many days before expiry members are reminded, with up to 10 reminders. Staff who manage settings can do this.

Module Licences and grades

Licences notes and activity

/admin/licences/activity

Who uses it Owner and managers

A team noticeboard for licences, plus a log of who changed what.

What you can do

Read and add notes for the licences section.
Review who changed licences, licence types and grades, and when.
Return to Licences with the back link.

Module Licences and grades

Related Licences

Licence record

/admin/licences/records/[id]

Who uses it Owner and managers

One licence at a glance: a licence card with number, holder, valid dates and grade, plus details, recent gradings, notes and activity.

What you can do

Edit the licence in a form that opens over the page.
Renew the licence for another year or assign a number if none is set.
Activate the licence early when the fee is unpaid. You record a reason.
Read the status, renewal style, annual fee, how it started and prepaid years.
Open the member's record from the member card.
See the member's last five gradings and open Gradings to record a new one.
Read the notes and activity for this licence, or open all licence notes and activity.

Module Licences and grades

Licence type

/admin/licences/types/[id]

Who uses it Owner and managers

One licence type: its price, how long it runs, who holds it and which membership plans grant it.

What you can do

Archive the type so it stops being issued while existing licences stay valid, or restore it. Undo is offered.
Edit the type in a form that opens over the page.
Read four figures: price and valid for, then active holders and expiring, which each open the filtered Licences list.
See the first eight recent holders with status and expiry, and open each one.
See which membership plans grant this licence and open each plan. Only staff who manage billing see this.
Check how many numbers are left in the pool and open the Number pool.

Module Licences and grades

Personal training

/admin/personal-training

Who uses it Owner and managers (editing needs class management access)

Set up personal training blocks with dates, client places and a one off price, and track clients and session packs.

Tabs Blocks, Session packs, Notes and activity (a link)

What you can do

Filter blocks by search, status, branch, join page visibility and start date range.
Create a block with New block, and edit it from its row.
Open a draft block for sign up. Undo is offered.
Open Enrolments to see a block's clients, confirm places or withdraw someone, which frees the place.
Spot packs running low on the Packs running low card.
Show all session packs or only those running low, with sessions left and use by dates.
Open a block's own page from its name.

Module Classes and timetable

Personal training notes and activity

/admin/personal-training/activity

Who uses it Owner and managers

A team noticeboard for personal training, plus a log of who changed what.

What you can do

Read and add notes for personal training.
Review who changed blocks and bookings, and when.
Return to Personal training with the back link.

Module Classes and timetable

Related Personal training

Personal training block

/admin/personal-training/blocks/[id]

Who uses it Owner and managers (editing needs class management access)

One personal training block: its dates, client places, price and who can join, with its clients, description, notes and activity.

Tabs Clients, Details, Notes and activity

What you can do

Read the status, whether the block is on the join page or hidden, and how many places await confirmation.
Read dates, places taken, price and who can join.
Filter clients by Everyone, In, To confirm or Withdrawn, search by name or email, and add a client.
Confirm a pending place or withdraw a client, which frees the place. Undo is offered.
Edit the block or delete it. Its enrolment history is kept but it leaves every list.
Read the block's description on the Details tab.
See other live blocks, session packs and the appointments diary from the side panel.
Read the block's notes and activity.

Module Classes and timetable

Registers

/admin/registers

Who uses it Coaches (their own sessions), managers and owner (every session)

Where coaches take attendance: pick a class, tick who came and close the register. Managers can also find open registers and remind coaches.

Tabs Today, Upcoming, Past, Still open (with a count)

What you can do

Switch between Today, Upcoming, Past and Still open.
Filter by session type: All, Classes, Bootcamps, PT or Other.
Filter by coach, room, area or date range. Managers and owners can do this.
Mark each person Present, Late or No show. Tapping the same mark again clears it.
Add a walk in to the register.
Remove a member who is only booked. They come off this and later sessions, and existing marks stay.
Add a grade for a member and a coach note against each person.
Record what was taught in Lesson plan, techniques and session note.
Close the register, confirming if people are unmarked, or reopen it.
Find past registers never completed on Still open, and remind all coaches or one coach.

Module Classes and timetable

Registers notes and activity

/admin/registers/activity

Who uses it Coaches, managers and owner

A team noticeboard for registers, plus a log of who changed what.

What you can do

Read and add notes for registers.
Review who changed class sessions, bookings and people, and when.
Return to Registers with the back link.

Module Classes and timetable

Related Registers

As of 17 October 2026