Software for martial arts schools

Quick start guide

on Jul 25, 2016

Welcome to DojoExpert! Through this guide you will learn some basic steps on how to manage your school with the help of DojoExpert. After you read this short guide you will be able to:

  • add members
  • create classes
  • track attendance
  • create invoices and mark payments

Let’s start!

Adding members

To add members to your database you need to go to “members” page of course 🙂 First name, last name and dojo are required fields when adding new members:

“Dojo” can be a location or a school branch. If you don’t have multiple branches, then put all your members in default “head dojo”. If you want you can change dojos (like update its name, add new ones, maybe delete existing etc.) you can do it in settings:

Back to members management. When you add new member, you will be redirected to member’s profile page where you can fill other data (if you want). All fields are optional, you don’t need to fill them if you don’t need them. After any changes, click “save” button. Some of important points on a member’s profile are marked on this screenshot:

If you have a lot of members in excel or csv file you can send the file to us and we can do the import for you.

Classes

Classes in DojoExpert are called “Groups”. So, after you add a few members you can group them into groups. In main menu select “members” and then select “groups & classes” on the drop down list. Groups are defined per dojo, so first you need select the dojo in which you want to add groups (if you have more than one dojo). Name your groups as you wish, e.g. “beginners class”. Groups can be used for various things, not just to form a class, so if the group you’ve created is a class make sure to check the “is class” setting:

After you have created groups (classes) you can add (enroll) members in. You can do this here on this screen, or in member’s profile screen. One member can be enrolled in multiple groups if you want. When enrolling a member you can specify the subscription package and start date:

You will learn more on subscription packages and how they work below, under invoices. Also, there is no need to specify class dates and times. There is a “scheduler” in DojoExpert where you can do that, but it is not required to use attendance tracking.

Attendance tracking

After you have added members and enrolled them into groups, you are ready to try attendance tracking. Let’s start with the simple manual attendance. In main menu select “Members” and then “Attendance tracking”. Select group and date for which you want to mark attendance. You can select any date – there are no restrictions – even if you specified classes in “scheduler” you can select date and mark attendance for any day. So, select group, select date, and hit “load” button to load the list of members that are enrolled into selected group. Here you can mark who is present on the class (you can do this on your tablet or mobile phone when class starts or ends, or later anytime):

There are a lot of other options on this screen, but we will skip them as this is just a “quick start” guide, right?

If you want to track attendance with QR code cards you first need to print them. Select “Members” from main menu and then “Cards”. There are several predefined designs which you can use for front of the card, but we will select “Back QR layout” design to print just QR codes:

After you click “print” you will see the cards in your browser. Now you need to click “print” command in your browser. Usually that’s CTRL+P shortcut on your keyboard. You will then see print preview screen like this (e.g. in Chrome):

Turn on your home printer and print the cards. Cut them and you are ready for attendance tracking test. Download and install the tracking app on your phone or tablet. Links are:

For Android: https://play.google.com/store/apps/details?id=com.dojoexpert.dojoexpert
For iOS (iPhone/iPad): https://itunes.apple.com/us/app/dojoexpert/id1401001113

Open the app and login with your DojoExpert username and password. On main menu select “attendance”, select a group (like in manual att. tracking) and then select “scan QR” button. If you see “Ready to scan” on your screen, you can try to scan one of the QR code cards you’ve just printed. After successful scanning of e.g. John Smith’s card you will see the “Welcome John Smith” message and you can immediately check in DojoExpert manager if the attendance is marked (go to manual attendance tracking screen like described above).

If the test was successful you can print all the cards and distribute them to your members. Put your tablet or phone on the table and instruct your students to scan the cards on beginning of the class. A good idea is to keep copies of cards in your school in case someone forgets the card – he can use the copy to check in.

If something went wrong or you just have more questions about the attendance tracking, post a ticket (click “help” icon in DojoExpert manager).

Invoices and payments

OK, now the tricky part 🙂 No fear, everything will be explained with an example. Let’s say your members pays you a monthly fee for training in your school. And you want them to pay you on the beginning of the month, and if someone is late, you want to warn them on the check in (when they scan the QR card). There are a lot of other payment options that you can set, but we will stick with this basic example. For more detailed instructions read our invoicing tutorial.

Back to example. First you need to create a subscription package. Go to “finances” in main menu and select “subscription packages”. Add a new subscription package with settings as on this screenshot (red rectangle):

In this example we named our package as “monthly fee” and set the fee to $100. Now that we have a package we need to tell the system who will use it (you can have multiple packages and one members can use more then one package). You can assign a package to members in members profile or in groups screen (like mentioned above when we talked about groups). Let’s do this in members profile. Find a member (e.g. John Smith) and edit the group enrollment on the right to assign this package (click “edit” link in groups grid to enter the edit mode):

You need to do thisalso for all other members. To do it more quickly, first create subscription package and then do the group enrollment in groups screen. There you can use “select all” options and enroll multiple members with same package at once.

Now we are ready to create invoices. Go to “finance” and then “invoices” in the main menu. Click “generate subscription invoices” button. Since we used “monthly fee” and we want to generate invoices for monthly fee we need to set the dates to be one month apart. Also, the first date must be equal or later than the “start date” which we specified for members when we assigned the subscription package:

The invoice date can be any date. Click “generate invoices” and invoices will appear. Note that if you set a future invoice date, you need to adjust the grid period filter to see the invoices:

Now, after your member scans the QR code card on your device, if the due exists (unpaid invoices), its amount will be shown on screen. You can disable this in settings if you don’t want it to be displayed.

When a member pays you, you need to “close” the invoice; in other word, you need to enter the payment in appropriate invoice. You can do this in several places, but the most straightforward way is through “add payment” screen. You can find it under “Finance” in main menu.

After you select a member the “invoices” will drop down. The system auto-populates with open invoices and selects first open invoice (if there is more than one) and also fills the amount automatically. You can change all these default values if you want. You can also get to this screen from attendance screen (to easily add payments when someone pays you during class):

 How to contact us for help

Hope you’ve enjoyed our quick start guide! This is only a short introduction – with DojoExpert you can do much more! You can find more instructions and tutorials on our blog. If you need help we encourage you to use our ticketing system – click “Help” icon in your account and add new ticket. We will try to answer you ASAP 😉