Welcome to DojoExpert! This guide introduces the basics of managing your school. You will learn how to:
- add members
- create classes
- track attendance
- create invoices and mark payments
Let’s start!
Adding members
To add members, open the “members” page. First name, last name, and dojo are required:
A “dojo” is a location or school branch. If you have one location, assign everyone to the default “head dojo”. In settings, you can rename dojos, add new ones, or delete existing ones:
After adding a member, you are redirected to their profile to enter additional information. These fields are optional. Click “save” after making changes. The screenshot highlights key areas of the profile:
If your member records are in an Excel or CSV file, send it to us and we can import them for you.
Classes
Once you have added members, create classes and enroll them. Select "Classes" - "Classes" in the main menu. If you have multiple dojos, select the one the class belongs to. Give the class a name, such as “beginners class”. Optionally, add a class schedule so it appears in your scheduler.
Once classes are created, enroll members on this screen or in their profiles. Members can enroll in multiple classes. When enrolling a member, choose a subscription package and start date:
Learn more about subscription packages in the invoicing section below.
Classes can be booked through booking forms that you can create and embed in your website. If you want to use that feature and enable your students to book classes
or enroll themselves, read our Class booking tutorial.
You can also create "Groups" under "Members" in the main menu. Like classes, groups can contain enrolled members, but they do not support attendance tracking or bookings. Use groups for other purposes, such as members on a special payment plan or those attending a summer camp.
Attendance tracking
Once members are enrolled in classes, select “Classes” - “Attendance” in the main menu. Choose a class and date, then click “load” to display enrolled members. Mark who is present using your tablet, phone, or computer, during class or afterward. You can record attendance for any date, even if it is not in the class schedule.
This screen offers more options, but we will focus on the basics in this guide.
To use QR code attendance tracking, first print the cards. Select “Members” - “Cards”, name a new card layout, then click "open designer" when it appears in the table. If your browser blocks the pop-up, allow pop-ups when prompted.
In the card designer, drag and drop fields onto your card. For a double-sided card, create separate front and back layouts.
Check out this tutorial on designing and printing membership cards
After printing a card, install the attendance tracking app on your phone or tablet to test it. Download links:
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 log in with your DojoExpert username and password. Select “attendance”, choose a group, and click “scan QR”. When “Ready to scan” appears, scan a printed card. For example, scanning John Smith’s card displays “Welcome John Smith”. Check the manual attendance screen in DojoExpert to confirm that attendance was recorded.
If the test succeeds, print and distribute the cards. Place your tablet or phone where students can scan their cards at the start of class. Keep spare copies at school in case someone forgets theirs.
Students can also access their QR codes in the Dojo Login mobile app. If everyone uses the app, you do not need to print cards.
If you need help with attendance tracking, submit a support ticket by clicking “help” in DojoExpert.
Invoices and payments
For this example, assume students pay a monthly training fee at the start of each month, and you want outstanding balances displayed when they scan their QR cards. DojoExpert supports other payment options too; see the invoicing tutorial for details.
First, create a subscription package. Go to “finances” in the main menu and select “subscription packages”. Add a package using the settings highlighted in the screenshot:
We named this package “monthly fee” and set the fee to $100. Assign it to the members who will use it. You can create multiple packages, and a member can use more than one. Assign packages in member profiles or on the groups screen. For example, open John Smith's profile and click “edit” in the groups table to assign the package:
Assign the package to all relevant members. To do this in bulk, create the package first, then use “select all” on the group enrollment screen to enroll multiple members with the same package.
To generate invoices, select “finance” - “invoices” and click “generate subscription invoices”. For this monthly fee, choose dates one month apart. The first date must be on or after the member's subscription “start date”:
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:
When a member scans their QR code, any outstanding invoice balance appears on screen. Disable this in settings if you do not want to display it.
When a member pays, record the payment against the corresponding invoice to mark it as paid. The simplest way is to select “Add payment” under “Finance” in the main menu.
After you select a member, the invoice dropdown lists their unpaid invoices. The system selects the first one and fills in the amount automatically; you can change these values. You can also open this screen from the attendance page to record payments during class:
Student login
With a PRO or ULTIMATE plan, students can use the Dojo Login mobile app for Android and iOS, or the student login widget embedded on your website. Read more about Student login apps.
Give students their UID, shown below their profile photo, and a password. Click "send password" in the member's profile to email a randomly generated password. The member must have an email address recorded.
To email login details to multiple members, select "messaging" - "email" - "send email". Select members and click "add" to add them as recipients. Include {uid} and {pwd}, which are replaced with each member's details when sent, plus links to Dojo Login or your website's login widget. For example:
Dear {fname},
Use this link to log in to the member area: ... or download the Dojo Login mobile app using these links: ...
Your login credentials are:
UID: {uid}
Password: {pwd}
Best regards
Your Sensei
How to contact us for help
We hope you have found this quick start guide useful. DojoExpert offers much more than this introduction covers. For help, click “Help” in your account and submit a support ticket. We will reply as soon as possible.