Lotus OBB — Admin User Guide
Complete reference for school owners. Use the section links below to jump to any feature.
New here?
Getting Started — Recommended Setup Order
Follow these five steps and you'll be fully operational in under 15 minutes.
1
Business Profile — Fill in your school name, logo, address, and contact details. This information appears on the member booking page, ID cards, and outgoing emails.
2
Classes — Add the classes you run. Each class has a name, schedule, room, and capacity. Members are enrolled in classes to enable attendance tracking.
3
Members — Add your students. Each member gets a profile with contact info, belt rank, class enrolments, and payment history. You can also import via CSV.
4
Attendance — After each class, select the class and date, load the member list, check off who attended, and hit Process. Attendance data drives the eligibility report and at-risk member tracking.
5
Belt Ranks — Configure your belt progression. Set rank names, colours, and the minimum classes, days, and techniques required before a student can test. Once configured, the Eligibility report automatically tracks every member's progress.
💡 Prefer a walkthrough? Click Launch Guided Tour above and Lotus will walk you through each screen step by step with highlighted tooltips. You can restart the tour any time from this page or the ? button in the top navigation bar.
Main → Dashboard
Dashboard
Your daily overview — attendance, retention, birthdays, leads, and today's schedule.
What you see at a glance
1
Stat cards (top row) — Attendance today, total active Members, At Risk count (absent 14+ days), upcoming Birthdays this week, and total Leads in your pipeline. Click Members or Leads to jump straight to those pages.
2
Agenda (left panel) — A calendar showing today's scheduled classes. Useful for front-desk reference at the start of each day.
3
At Risk Members (right panel) — Active members who haven't attended in the last 14 days. Use the email button to send a quick "we miss you" outreach directly from this panel.
4
Fresh Leads (bottom left) — Prospects who submitted an inquiry in the last 7 days and have had zero pipeline contact logged yet. Phone and email action links let you reach out in one click. Names turn red after 3 days waiting — prioritise those first.
5
Birthdays (bottom right) — Members with birthdays coming up this week. A quick personal message goes a long way for retention.
💡 The dashboard loads fresh data every time you open it. Bookmark it as your browser home tab for an instant daily briefing.
Main → Members
Members
Create, edit, and manage every student record in your school.
Member statuses
Every member has one of these statuses, which controls where they appear across the system:
| Status | Meaning |
|---|---|
| Active | Full paying member. Appears in attendance, at-risk alerts, and birthday reminders. |
| Prospect | Potential lead. Managed on the Lead Pipeline board. Not counted in active member stats. |
| Trial | On a trial membership. Included in attendance but marked separately. |
| Drop-In | Occasional visitor. Can be checked in manually. |
| Staff | Instructors and helpers. Managed under the Staff page. |
| Paused | Membership on hold. Excluded from at-risk alerts while paused. |
| Cancelled / Defaulted | Former member. Hidden from most lists but record is preserved for history. |
Reading the members list
1
Member count — The total number of members matching the current filter is shown just below the page title. It updates automatically when you change the status filter.
2
Status filter — Use the Filter by status dropdown (top right of the list) to narrow to Active, Paused, Prospect, Trial, Staff, Drop-In, Cancelled, or Defaulted. Defaults to All.
3
Last Seen column — Shows how long ago the member last attended, colour-coded: green = within 7 days, amber = 8–21 days, red = 22+ days. A small date appears below the label for reference. "Never" means no attendance has been recorded yet.
4
Member hover card — Hover over any member's name for half a second and a detail card appears showing their photo (if uploaded), status badge, email, phone, and last-seen summary. Great for a quick check without leaving the list.
Common tasks
1
Add a new member — Click Add Member in the top-right. Fill in name, email, phone, date of birth, and status. Save to create the record.
2
Edit a member — Click any member's name in the table to open their profile. All fields are editable. Click Save when done.
3
Bulk actions — Tick the checkbox on one or more rows and a bulk action bar appears at the top. From here you can change class enrollment, promote members, or change their group — all in one step across all selected members.
4
Send an email — From any member's profile, use the Email tab to compose and send a one-off email directly from the system.
💡 Adding a date of birth unlocks birthday alerts on the Dashboard. It only takes a few seconds per member and pays off every week.
Main → Import Members
Import Members New
Bring in an existing member list from Zen Planner, Mindbody, or any CSV export in four steps.
The 4-step import flow
1
Paste CSV — Copy your export file and paste it directly into the text area. You can also copy a range of cells straight from Google Sheets or Excel — no file download needed. Tick the "First row is a header" checkbox if your data has a header row (it usually does).
2
Map columns — Lotus automatically recognises common header names from Zen Planner, Mindbody, and standard spreadsheets and pre-fills the mapping. Review the dropdowns and adjust any that don't match. You can skip any column you don't need.
3
Preview — The first 5 rows are shown exactly as they will be imported. Check that names, emails, belt ranks, and join dates look correct before committing.
4
Import — Click Import members. Results show how many were imported, skipped (duplicates), or failed, with row-level error detail for anything that didn't make it in.
What gets imported
| Field | Notes |
|---|---|
| Full Name | Required (unless email is provided) |
| Used for duplicate detection — existing members with the same email are skipped | |
| Phone | Optional |
| Belt / Rank | Stored as a text string on the member profile |
| Status | "Active" or blank → active; "Inactive" → inactive; "Prospect" or "Lead" → prospect |
| Join Date | Accepts most common date formats (YYYY-MM-DD, MM/DD/YYYY, etc.) |
| Address | Optional |
| Barcode / Member ID | Used for kiosk check-in; leave blank to auto-generate later |
💡 The import is safe to re-run — members are matched by email and duplicates are automatically skipped, so you won't end up with double records.
Main → Attendance
Attendance
Record and review who trains on any given day.
1
Check in a member — Search for their name or scan their barcode (if using the Self Check-In kiosk form). Select the class/date and click Mark Attended.
2
View past attendance — Use the date picker to browse any previous day. The table shows each attendee's name, class, and check-in time.
3
At-Risk alerts — Members absent for 14 or more days automatically appear in the At Risk panel on the Dashboard and trigger the retention email sequence (if enabled). No manual tracking needed.
💡 The Self Check-In kiosk form (Forms → Self Check In) lets members check themselves in via barcode. Set it up on a tablet at reception to eliminate manual check-ins entirely.
Main → Class Roster
Class Roster New
See who is booked into any upcoming class and mark attendance directly from the roster — without visiting the Attendance page.
How it works
1
Open Class Roster — Go to Main → Class Roster in the sidebar. The left panel loads every scheduled class slot for today and the next 14 days, grouped by date. Each slot shows the class name, time, room, and how many members have booked in.
2
Select a slot — Click any class slot to load the roster on the right. You'll see a header with the class name, date, time, and room, plus two stat cards: Booked (total members who reserved a spot) and Attended (how many have been marked present so far).
3
Mark individual attendance — Each member row has a Mark Attended button. Click it once to check them in — the button turns green and shows ✓ Attended. If you marked someone by mistake, click the green button again to undo it.
4
Mark the whole class at once — Click Mark All Attended in the top-right of the roster panel to check in every member on the list in one action. The button disables itself once everyone has been marked to prevent duplicates.
What gets recorded
Each attendance mark from the Class Roster creates a record in the same attends table used by the standard Attendance page. This means:
- Attendance counts toward Belt Testing eligibility (Min Classes requirement).
- The member's Last Seen date updates immediately in the Members list.
- The at-risk tracking and Retention email sequence are reset for that member.
- The attendance appears in Reports and the member's own portal History tab.
💡 The Class Roster only shows members who have booked the class via the public schedule. If a member shows up without booking, mark their attendance on the standard Attendance page instead.
⚠️ The roster only shows slots in the next 14 days. For past classes, use the Attendance page to look up and mark attendance by date.
Main → Waivers
Digital Waivers New
Collect legally-signed digital waivers from every member. Signatures are captured on any device and stored permanently in the system.
How the signing process works
1
Customise your waiver text — Scroll to the bottom of the Waivers page and edit the Waiver Text editor. You can use basic HTML for formatting. The placeholder
[Your School/Organization Name] is automatically replaced with your school name when the member views the waiver.2
Send individual links — The members table shows a status pill (Signed / Unsigned) for every active member. For unsigned members, click 📧 Send Link to email them a personal waiver link. The email is sent automatically from your school's name — no additional setup needed.
3
Share a bulk link — Click 🔗 Copy Bulk Waiver Link at the top of the page to copy a generic link you can paste into a group email, WhatsApp message, or your website. Any member who opens it will be prompted to enter their details and sign.
4
Member signing experience — The member opens the link, reads the waiver, ticks the consent checkbox, draws their signature with a finger or mouse on the canvas, and clicks Submit Waiver. The whole process takes under a minute on any device. A confirmation page is shown after submission.
Viewing and tracking signatures
1
Stats at a glance — The four stat cards at the top of the page show your Total Members, Signed count, Unsigned count, and overall completion percentage. These update live as waivers are submitted.
2
Filter and search — Use the All / Unsigned / Signed filter buttons to focus on members who haven't signed yet, or search by name to find a specific person quickly.
3
View a signature — For signed members, the Actions column shows a 👁 View Sig button. Click it to open a preview of their actual handwritten signature. This can be used as evidence of consent if ever needed.
| Status | What it means | Available action |
|---|---|---|
| ✓ Signed | Member has completed and submitted the waiver. | View Signature |
| ✗ Unsigned | Member has not yet submitted a waiver. | Send Link (requires email on file) |
💡 Add sending a waiver link to your new member onboarding checklist. The quickest workflow: add the member → go to Waivers → find their name → click Send Link. Done in under 30 seconds.
⚠️ The Send Link button is disabled (greyed out) if a member has no email address on file. Add their email to their profile first, then return to Waivers and send the link.
Sales → Leads Pipeline
Lead Pipeline New
A Kanban board that moves prospects through your sales funnel from first inquiry to active member.
The five stages
| Stage | What it means | Your action |
|---|---|---|
| New Inquiry | Just submitted their details. No contact yet. | Call or email within 24 hours. |
| Contacted | You've reached out at least once. | Follow up if no response after 48 hours. |
| Trial Scheduled | A trial class is booked. | Send a reminder the day before. |
| Trial Completed | They came in for their trial. | Follow up same day with membership options. |
| Converted | Joined as an Active Member. | Nothing — they're in the system! |
How to use it
1
Move a lead — Drag a card from one column to the next as you progress through outreach. The board updates instantly. If the API call fails, the card snaps back to prevent accidental moves.
2
Log a contact note — Click the notepad icon on any card to open the Contact Log panel. Type what happened (called, left voicemail, sent email) and click Save Note. Notes are timestamped and visible to all admins.
3
Convert a lead to member — Drag their card into the Converted column. The system automatically sets their status to Active Member — no separate step needed. The card fades to indicate conversion.
4
Add a new prospect — Go to Members → Add Member, set status to Prospect. They'll appear on the board in the New Inquiry column automatically.
💡 Fresh Leads are also surfaced directly on the Dashboard — uncontacted prospects from the last 7 days with one-click phone and email buttons. Check this each morning before opening.
⚠️ Lead cards only appear while the member status is Prospect. Once converted, the card moves to the Converted column and the lead becomes a standard active member record.
Communication → Sequences
Automated Email Sequences New
Set-and-forget email sequences that run daily via cron — no manual sending required.
Prospect Drip — nurtures new leads
| Step | Sent when | Subject |
|---|---|---|
| 1 | Day 0 — prospect created | "Welcome to [School] — we'd love to meet you" |
| 2 | Day 2 | "Still thinking about joining us?" |
| 3 | Day 7 | "Your spot is still waiting at [School]" |
| 4 | Day 14 | "A few things people wonder before joining [School]" |
| 5 | Day 21 | "What keeps our members coming back" |
| 6 | Day 30 | "Closing the loop — from [School]" |
Retention — re-engages absent members
| Step | Sent when | Subject |
|---|---|---|
| 1 | 14 days absent | "We miss you on the mat, [Name]!" |
| 2 | 21 days absent | "A quick check-in from [School]" |
| 3 | 30 days absent | "We saved your spot — come back any time" |
Payment Overdue — chases late fees
| Step | Sent when | Subject |
|---|---|---|
| 1 | 33+ days since last payment | "Payment reminder from [School]" |
| 2 | 37+ days (7 days overdue) | "Second notice — payment overdue" |
| 3 | 44+ days (14 days overdue) | "Final notice — payment required" |
Only triggers for members who have at least one prior payment recorded. The sequence re-triggers after 60 days, so a member who pays and later lapses will receive the full sequence again.
Card Expiry — warns before stored cards expire
| Step | Sent when | Subject |
|---|---|---|
| 1 | 30 days before card expiry | "Your payment card expires soon" |
| 2 | 7 days before card expiry | "Card expires this week — action needed" |
Requires a card expiry date to be set on each member's profile. The sequence re-triggers if the card is updated with a new expiry date.
How to enable sequences
1
Go to Communication → Sequences in the sidebar.
2
Toggle any sequence on. Each is independent — you can run any combination. The Sequences page also shows sent counts (this month and all-time) under each sequence card.
3
The cron job runs at 7 am daily. Emails are sent via your Mailjet account and logged in the Activity Log at the bottom of the Sequences page.
💡 Each step is only ever sent once per person per cycle — the system deduplicates automatically, so running the cron twice in a day is completely safe.
⚠️ Sequences require the cron to be set up on your server. If emails aren't sending, ask your hosting provider to confirm the crontab entry is active. See the Sequences page for the exact command.
Setup → Classes & Rooms
Classes & Schedule
Define your class types, rooms, and recurring weekly schedule.
1
Create a class type — Go to Setup → Classes. Click Add Class and give it a name (e.g. "BJJ Fundamentals", "Kids Muay Thai"). This is the class template — not a specific session.
2
Create a room — Go to Setup → Rooms. Add the physical spaces where classes happen (e.g. "Main Mat", "Cage Room"). Rooms are shown on the booking calendar.
3
Build your weekly schedule — Schedules are recurring weekly slots. Each slot links a class type to a room, a day of the week, and a start/end time. These appear on the Dashboard agenda and the public booking calendar.
4
Member booking — Share the public booking link (Forms → Member Schedule & Booking) so members can self-book classes. Bookings are tracked per occurrence so you can see who's coming to each session.
5
Class capacity & waitlist — Set a Max Capacity on a class to cap bookings. When a class is full, members see a Join Waitlist button instead of Book. If someone cancels, the first person on the waitlist is automatically promoted and emailed — no manual action needed. Members can see their waitlist position and leave the queue at any time.
Reports
Reports
On-demand reports for attendance, belt progression, and member activity. Each report opens in-page — no download required.
Available reports
1
Absent Members — Lists active members who haven't attended within a threshold you choose (14, 21, 30, 60, or 90 days). Results are colour-coded: amber for moderately absent, red for longest absent. Use this alongside the retention email sequence to prioritise personal outreach. The report runs automatically when you select a threshold.
2
Belt Rank Distribution — Shows how your members are spread across your belt ranks. Each row displays the rank colour, name, member count, and a percentage bar so you can see at a glance where your school sits in its progression. Runs automatically on load — no settings needed.
3
Promotion History — A date-ranged log of every belt promotion recorded in the system. Set a from and to date, click Generate, and see each promotion with the member name, the rank they moved from and to, and the grading event (if applicable). Useful for school records and celebrating milestones.
Other reports
The Reports page also includes the following on the card grid. Click any card to launch it:
4
First Time Visitors — Members who attended for the first time within a selected date range. Useful for tracking trial conversion rates.
5
Attendance by Class — Total attendance counts broken down by class type over a date range. Quickly see which classes are most popular.
6
Active Members Report — A snapshot of all currently active members with enrolment and last-seen data, suitable for export or a monthly review.
💡 All reports run server-side against live data — what you see is always current. Use Absent Members each Monday morning and Belt Rank Distribution before planning your next grading event.
Financial → Payments
Payments
Record cash and card payments, and connect Stripe for digital invoicing.
1
Manual Payments (Financial → Manual Payments) — Log a cash, card, or bank transfer payment against any member. Select the member, the item/membership type, amount, and date. A receipt is stored against their record.
2
Digital Payments via Stripe (Financial → Digital Payments) — Connect your Stripe account in Setup → Business Profile. Once connected, you can send payment links to members and track online payments. Today's and this month's totals appear on the Dashboard.
3
Items (Setup → Items) — Define the products and memberships you sell (e.g. "Monthly Membership – $150", "10-Class Pass – $200"). Items are referenced when recording any payment.
4
Revenue Dashboard (Financial → Revenue Dashboard) — After you've been recording payments for a few months, the Revenue Dashboard gives you MRR estimates, 12-month trend charts, your top revenue-generating members, and a new vs churned payer comparison. See the Revenue Dashboard section below for full details.
💡 Always link payments to the correct member when recording them — this is what makes the Revenue Dashboard's per-member analysis and churn detection accurate.
Financial → Revenue Dashboard
Revenue Dashboard New
A financial overview of your school's income, expenses, and member payment trends — all in one place.
KPI cards (top of page)
| Card | What it shows |
|---|---|
| MRR Estimate | Average monthly income over the last three full months — a simple recurring revenue benchmark. |
| This Month | Total income recorded this calendar month (manual payments + Stripe if connected). Includes a % change vs last month. |
| Last Month | Total manual income recorded last calendar month — your comparison baseline. |
| YTD Income | Total income from January 1st to today. |
| This Month Net | Income minus expenses recorded this month — your actual profit figure. |
| This Month Expenses | Total outgoing payments (expense_addition = 0) recorded this month. |
12-Month Trend Chart
1
The bar chart shows Income (blue) and Expenses (red) side by side for each of the last 12 months, with a Net line (green) overlaid. Hover over any month to see exact figures.
2
Data comes from the Manual Payments ledger. Add payments under Financial → Manual Payments to keep this chart accurate.
Top Members by Revenue
1
The table lists your top 10 members ranked by all-time total payments recorded against their profile. Useful for identifying your highest-value members and understanding retention risk.
Member Payment Activity (New vs Churned)
1
New Payers — Members who have a payment this month but had none last month. These are either new members or previously lapsed members who have paid again.
2
Churned — Members who had a payment last month but have no payment recorded yet this month. This is an early warning list — reach out before the month ends to confirm they're still active.
3
Retained — Members who paid in both months. This is your stable recurring revenue base.
💡 For the Revenue Dashboard to be meaningful, record payments consistently under Financial → Manual Payments and link each payment to the correct member. Unlinked payments (no member selected) won't appear in Top Members or New/Churn analysis.
⚠️ The MRR figure is an estimate based on recorded manual payments — it is not a true subscription MRR. If your school uses Stripe for recurring billing, the Stripe total for the current month is shown separately on the "This Month" card.
Financial → Lifetime Value
Lifetime Value Report New
See the total revenue each member has generated since joining — sortable, searchable, and exportable.
KPI cards
| Card | What it shows |
|---|---|
| Total Revenue | Sum of all income payments ever recorded across all active members. |
| Avg Lifetime Value | Average total spend per paying member. |
| Top Member LTV | The highest individual total spend — your most valuable member. |
| Paying Members | How many of your active members have at least one payment recorded, out of the total active count. |
Member table
1
Sort — Click any column header (Total LTV, Payments, Last Payment, Member Since) to sort ascending or descending. An arrow indicator shows the active column and direction.
2
Search — Type in the search box to filter by member name or email instantly.
3
Export CSV — Click Export CSV to download the full member LTV list as a spreadsheet. Useful for finance reviews or external reporting.
4
Members with no payments — Active members with no recorded payments appear in the table with a — for LTV. This gives visibility into members who may be on informal arrangements or whose payments haven't been logged yet.
💡 Click any member's name to jump directly to their profile. Sorting by Last Payment and looking at the bottom of the list is a quick way to spot members who haven't paid in a long time.
⚠️ LTV is based entirely on payments recorded in Financial → Manual Payments. Payments made outside the system (e.g. direct bank transfers you haven't logged) won't appear here.
Financial → Contracts
Contract Management New
Track membership agreements — plan name, term length, monthly rate, start/end dates — across all members.
KPI cards
| Active Contracts | Total contracts currently in force (not expired or cancelled). |
| Expiring in 30 Days | Active contracts whose end date falls within the next 30 days. Good to action before they lapse. |
| Contracted MRR | Sum of monthly_rate across all active contracts — your committed recurring revenue from agreements on file. |
| Avg Monthly Rate | Average monthly_rate across active contracts. |
Working with contracts
1
Add a contract — Click + New Contract on the Contracts page, choose the member, pick a preset plan (Month-to-Month, 6-, 12-, or 18-Month Agreement) or enter a custom name, set the monthly rate, and pick a start date. The end date is calculated automatically from the term. Hit Save Contract.
2
Add from a member's profile — The Contract section on every member-edit page shows their current contract. Click + New Contract there to create one scoped to that member without going to the list page first.
3
Status badges — Active means the contract is current. Expires in Xd appears when ≤30 days remain (amber) or ≤7 days (red). Expired is set automatically when the end date passes.
4
Filter and search — Use the All / Active / Expired / Cancelled buttons to narrow the list, or type in the search box to filter by member name or plan name.
5
Edit or cancel — Active contracts have Edit and Cancel buttons on each row. Editing a contract lets you adjust the rate, dates, or notes. Cancelling marks it cancelled — it stays in the history but is removed from the active count and MRR.
6
Renewal reminder emails — Enable Contract Renewal Reminders under Communication → Sequences. Members receive an email 30 days before their contract ends and again 7 days before. No action required — the cron handles it automatically.
💡 When you create a new contract for a member who already has an active one, the old contract is automatically cancelled and the new one becomes the active agreement. Only one contract can be active per member at a time.
⚠️ Contracted MRR reflects rates on file — it does not pull from actual payment records. A member can have a $150/mo contract but no payments logged. Always cross-reference with Revenue Dashboard and Lifetime Value for actual cash received.
Forms
Public Forms
Shareable links your members and prospects use — no login required.
1
Self Check-In — A kiosk-style page members open on a tablet at reception. They scan their membership barcode or type their ID to check in. Run this on a cheap Android tablet at the front desk to remove manual check-ins entirely.
2
Member Schedule & Booking — A public calendar showing your weekly class schedule. Members can view availability and book a spot. Share this link on your website or in your welcome email.
3
Lead Form — A sign-up form for new prospects. When submitted, the person is automatically added as a Prospect in your system and appears on the Lead Pipeline board in the New Inquiry column. Embed this on your website's contact page or run it as a Facebook/Google ad landing page.
4
Member Portal — A private portal where existing members can view their own record, attendance history, enrolled classes, and payment log — and update their contact details. Members log in via a magic link sent to their email (no password required). See the Member Portal section below for full details.
💡 All forms and the portal use a unique school hash in the URL so they're safe to share publicly — no admin credentials are ever exposed.
Forms → Member Portal
Member Self-Service Portal New
A private, mobile-friendly portal where members can view their own record, book classes, and update their contact details — no admin access required.
How members log in (magic link)
1
Share the portal link with your members. You'll find it in the sidebar under Forms → Member Portal. The URL looks like
/lotus/portal/?school=YOURHASH. Add it to your welcome email or website.2
Members enter their email address on the portal login page and click Send my login link. If their email matches a record in your system, they'll receive a one-click login link within a minute or two.
3
Clicking the link logs them in instantly — no password required. The link expires after 24 hours and can only be used once. After logging in, their session lasts for 2 hours of inactivity before they're asked to log in again.
💡 The login page never confirms whether an email was found — this is intentional. It prevents anyone from checking which emails are registered at your school.
What members can do in the portal
| Section | What they see / can do |
|---|---|
| Home | Their name, membership status, belt rank, and a summary of recent attendance and upcoming classes. |
| Classes | Upcoming bookable class slots. Members can book available slots, join a waitlist when a class is full, or cancel an existing booking. A calendar subscribe link (iCal) lets them add their enrolled classes to Google Calendar or Apple Calendar. |
| History | Their last 50 attendance records with date and class name. |
| Profile | Their contact details. They can update their phone number, emergency contact, and home address and click Save to write changes back to their member record. |
| Payments | A log of payments recorded against their account (income only, most recent first). |
What members cannot do
The portal gives members self-service access to their own data, but some things are admin-only:
- Change their name, email address, or belt rank
- Enrol in or drop out of classes (class enrolments are managed by an admin)
- Make or cancel payments
- Access any other member's data
⚠️ Members can only access the portal if their email address is on file. If a member says they didn't receive the link, check their email is correct on their member record in the admin area.
Setup
Setup & Configuration
One-time configuration you do when getting started.
1
Business Profile — Set your school name, logo, address, and email sender details. Your school name appears in all automated emails sent by sequences. Complete this before enabling any sequences.
2
Groups — Define the subsection for categorizing members. Members can be assigned a rank from their profile.
3
Staff — Add sub-instructors or front-desk staff under Main → Staff. Staff accounts have limited access and cannot change school settings or payment details.
💡 Complete Business Profile and add at least one class and room before sharing any public forms — the booking calendar and check-in kiosk both depend on schedule data being present.
Belt Testing
Belt Testing Requirements New
Define your belt progression, track student readiness, and record formal grading results — all in one place.
How it works
The Belt Testing module has three parts that work together: Rank Setup defines the ladder and requirements, Eligibility shows who is ready, and Grading Events is where you run a formal grading and record results.
Step 1 — Build your rank ladder (Belt Testing → Rank Setup)
1
Add each belt or level — Click Add Rank. Give it a name (e.g. "Yellow Belt"), pick the belt colour using the colour picker, and set a Rank Order number. Lower order = earlier in the progression. Colour swatches appear throughout the system so you can identify ranks at a glance.
2
Set promotion requirements — Each rank has three optional numeric thresholds:
- Min Classes — attendance records logged since the student's last promotion date. Set to 0 to disable.
- Min Days — calendar days held at the current rank. Set to 0 to disable.
- Min Age — student must be at least this age (in years). Leave blank for no age requirement.
3
Add a technique checklist — Click Techniques next to any rank. Type in each technique the student must demonstrate (e.g. "Front kick", "Armbar from guard") and press Add. The count appears on the rank card. Instructors check these off per student on the Eligibility page.
💡 You only need to set requirements that matter for your discipline. A rank with all three values at 0 and no techniques will be considered met automatically — useful for entry-level ranks awarded on signup.
Step 2 — Review who is ready (Belt Testing → Eligibility)
1
Ready to Test — All active members who have met every requirement for their next rank appear here with a green header. These students can be added directly to an upcoming grading event using the + Add to Event button on each row.
2
In Progress — Members still working toward their next rank appear below, with colour-coded progress bars for each requirement. Red = not yet met, orange = over halfway, green = met.
3
Technique sign-off — Click the Techs button on any row to open a per-student checklist. Toggle each technique on as the student demonstrates it in class. The Eligibility page automatically updates when all techniques are checked.
Requirement reference
| Requirement | How it's measured | Shown as N/A when |
|---|---|---|
| Classes | Attendance records in the system dated after the student's last promotion date. | Min Classes = 0 |
| Days | Calendar days between today and the student's last promotion date. | Min Days = 0 |
| Age | Student's current age calculated from their Date of Birth on their member profile. | Min Age is blank |
| Techniques | Number of techniques checked off for this student vs. total techniques defined for the next rank. | No techniques added to the rank |
Step 3 — Run a grading event (Belt Testing → Grading Events)
1
Create the event — Click New Event. Give it a name (e.g. "May 2026 Grading"), set the date, and add any notes such as the venue or examiner's name.
2
Add students — Go to Belt Testing → Eligibility and use the + Add to Event button on eligible members. A pop-up lets you pick which upcoming event to add them to. Students can only be in one event at a time.
3
Open the event and record results — Click Open next to an event on the Grading Events page. Each student in the event is listed with their current belt and the belt they're testing for. Click Pass or Fail next to each student.
4
Promotions happen automatically — Recording a Pass immediately updates the student's belt on their profile and logs the promotion date and event in their promotion history. The system uses this date as the new baseline for calculating future class/day requirements.
⚠️ A Pass result cannot be automatically reversed — if you record one by mistake, you'll need to manually correct the student's belt rank from their member profile. Always confirm before clicking Pass.
💡 View any student's full promotion history by clicking View history under their name in the Grading Events detail view.