First steps

Welcome to Omoplata. This guide walks you through everything you need to do after your first login to get your club up and running. By the end, you will have your club profile configured, your class schedule set up, and your first members registered.

Your dashboard

When you log in for the first time, you land on the Dashboard. This is your club's command center -- it gives you a quick overview of what is happening at your academy right now.

The dashboard shows key metrics at a glance, including:

• Active members -- how many members currently have an active membership, and how many joined this month.
• Upcoming classes -- today's training schedule with the number of expected attendees.
• Recent transactions -- the latest payments and charges across your members.
• At-risk members -- active members who have not attended a class in the last 30 days, so you can reach out before they drop off.

The sidebar on the left is your main navigation. From there, you can access Members, Classes, Finance, Leads, Messages, Shop, and Settings. Take a moment to explore the menu -- you will be using it daily.

Configure your club

Before inviting members, set up your club's basic information. Go to Settings > General from the sidebar.

Here you can configure:

• Club name -- the name displayed across the platform and on your public website.
• Address -- your academy's physical location. This is shown on the club website and used for invoices.
• Logo -- upload your club logo. It appears on contracts, invoices, and your public website.
• Timezone -- set the timezone for your academy. Class schedules, check-in windows, and billing are all calculated based on this timezone.
• Contact email -- the main email address members will use to get in touch with your club.

You should also review the other settings tabs while you are here:

• Billing -- configure your payment terms, invoice settings, and grace periods.
• Notifications -- choose which automatic emails your members receive (welcome emails, payment reminders, etc.).
• Appearance -- customize the look and feel of your member portal and public website.
• Legal -- add your terms of service and contract templates that members sign during onboarding.
• Venues -- if your academy has more than one training location, add each venue here.

Set up disciplines

Disciplines represent the martial arts your club teaches. Go to Settings > Disciplines to create them.

Common examples include:

• Brazilian Jiu-Jitsu (BJJ)
• Muay Thai
• Judo
• Wrestling
• Boxing
• MMA
• Capoeira
• Taekwondo

Each discipline you create can be associated with classes and membership plans. For example, you might have a "BJJ Fundamentals" class and a "Muay Thai Sparring" class, each linked to the appropriate discipline.

If your club offers a single martial art, you still need to create at least one discipline -- it is used throughout the platform to organize classes and memberships.

Create plans and pricing

Membership plans define what you offer and how much it costs. Go to Settings > Plans to create your first plan.

A plan represents a service your club offers. For example:

• "Jiu-Jitsu" -- access to all BJJ classes
• "Muay Thai" -- access to all Muay Thai classes
• "Unlimited" -- access to all classes across all disciplines
• "Kids BJJ" -- classes for children

Each plan is assigned a user demographic (Adult, Kid, or Family) which determines the behavior of the plan. Kid plans, for instance, require a parent or guardian to be linked as the responsible payer.

Plan prices

Within each plan, you create one or more plan prices. A plan price defines:

• Contract duration -- the length of the commitment (e.g., 6 months, 12 months, or open-ended).
• Charge frequency -- how often the member is billed (e.g., monthly, quarterly, yearly).
• Price -- the amount charged per billing cycle.
• Age group -- for kid plans, you can create different price tiers for age ranges (e.g., 4-7 years, 8-12 years, 13-17 years).

For example, your "BJJ Adults" plan might have:

This lets members choose the option that best fits their needs, while rewarding longer commitments with lower monthly rates.

Set up billing frequencies

Before charges can be generated automatically, make sure your billing frequencies are configured under Settings > Frequencies. Frequencies define the intervals at which Omoplata creates transactions for your members -- for example, monthly on the first of each month, or weekly every Monday.

The frequency is paired with each plan price, so different plans can bill on different cycles.

Add your first class

With your disciplines ready, you can create your training schedule. Go to Classes in the sidebar.

To create a class:

1. Click Create class.
2. Give it a name (e.g., "BJJ Fundamentals", "Muay Thai All Levels", "No-Gi Advanced").
3. Select the discipline it belongs to.
4. Assign a default trainer.
5. Optionally set a maximum number of participants if the mat space or coach-to-student ratio requires it.
6. Choose a color for the timetable display -- this helps visually distinguish classes on the schedule.

Time slots

After creating the class, add time slots to define when it happens each week. For example:

• Monday 18:00 - 19:30
• Wednesday 18:00 - 19:30
• Friday 18:00 - 19:30

Omoplata uses these time slots to automatically generate occurrences -- individual sessions that appear on the calendar. Members see these occurrences in their portal and can indicate whether they plan to attend.

Register members

With your plans and classes in place, you are ready to start adding members. Go to Members in the sidebar and click Add member.

The member creation wizard walks you through:

1. Personal details -- name, email, date of birth, and phone number.
2. Membership selection -- choose which plan and price this member is signing up for. Set the start date and billing start date.
3. Payment method -- configure how this member will pay (SEPA direct debit, bank transfer, etc.).

For kid memberships, the wizard also asks for the parent or guardian's information. The guardian becomes the responsible payer and receives the invoices.

Importing existing members

If you are migrating from another system, Omoplata supports bulk imports. Contact support to discuss the best approach for your data migration. Imported members are treated as already active, so no duplicate charges are created for past billing periods.

Next steps

With your club configured and your first members registered, here are some areas to explore next:

• Managing classes -- Learn about occurrences, attendance tracking, and how the check-in system works.
• Transactions and billing -- Understand how Omoplata generates charges, creates invoices, and processes payments automatically.
• SEPA direct debit -- If you collect payments via SEPA, learn how to generate and export debit files.
• Leads and trial classes -- Set up your funnel for prospective members, from initial contact to trial class to conversion.
• Messages -- Communicate with your members individually or in groups.
• Settings deep dive -- Explore all the configuration options available for fine-tuning how your club runs.
• Plans & pricing -- Set up advanced pricing with age groups, special discounts, and fees.
• Dunning -- Configure automatic reminders for overdue payments.

If you need help at any point, check the Setup guides and How-to guides sections in the sidebar for step-by-step walkthroughs of common tasks.