DojoExpert integrates with Stripe to accept credit card payments and manage subscriptions. Create a Stripe account, then connect it to DojoExpert. This tutorial explains how to:
Stripe charges transaction fees, but connecting it to DojoExpert has no additional cost (we don't collect any extra fees, the money goes directly to your Stripe account).
How the integration works: Enter your Stripe API keys in DojoExpert to connect your account. Each member’s Stripe customer ID links their records in the two systems. Stripe handles payment processing on its payment page. For subscriptions, each charge creates an invoice in DojoExpert, with successful payments recorded automatically. You do not need to generate invoices in advance. A webhook, added automatically when you connect, keeps DojoExpert updated.
Connect to Stripe
Stripe integration requires the ULTIMATE plan. To upgrade, go to "account info" and click "upgrade". You can upgrade at any time and pay only the price difference.
In DojoExpert, go to "Settings" - "Payment processors" and find the Stripe section. Enter your Stripe public and secret keys and select the currency for payments:
Select your billing currency, then follow "Manage subscriptions here" after connecting.
Find your API keys under "Developers" in Stripe. If no secret key is available, create one. Copy it immediately after creation, as Stripe hides the key afterward.
You and your students can now make payments by credit card.
Subscription setup
Click "Manage subscriptions here", or select "Stripe subscriptions" under "Invoices" in the main menu:
This page shows subscription counts by status; click a count to view a list of subscriptions and members. For a new Stripe account, counts are zero except “no subscription”, which shows members without subscriptions. If you already use Stripe, “external” counts subscriptions not yet linked to DojoExpert members. To link them, follow these instructions to bind them. Use “add plan” to create plans in Stripe and make them available in DojoExpert, such as monthly or annual plans:
Click “subscribe members to plan” to choose members, then select the “subscribe” bulk action:
On the next screen, choose a plan and subscribe the selected members. This creates a Stripe customer and stores the “Customer id” in DojoExpert to link the records.
Members need to add a credit card before their subscriptions can start. This is the Payment method. A subscription will not start until a payment method is added. There are two ways:
1) Email members a link to enter their credit card details, or
2) Enter their card details manually if they provide their card at the dojo or their details by phone.
Read more in the section “Set up a payment method” below.
Bind existing subscriptions
To link existing Stripe customers and subscriptions to DojoExpert members, click the "External" subscription count on the "Stripe subscriptions" page:
A table opens where you can link Stripe customers to DojoExpert members:
Select a member from the dropdown and click "Save binding" to store their Stripe customer ID in DojoExpert and access their subscriptions. There is no need to add a payment method or subscribe them again. Their existing subscription continues, and invoices appear in their DojoExpert profile after each charge.
Set up a payment method
We recommend emailing members a secure link to enter their card details. The details are stored in Stripe, not DojoExpert. Send invitations
through DojoExpert email by using code {stripecardlink}. Do not use static links - this code will be replaced with a unique link for each member. You can use bulk action "Email" (next to "subscribe" bulk action) to open the email page and write your message, for example:
When a member clicks the email link, they see this page:
Members can also add a payment method when enrolling through a booking form. See the booking forms section below.
Access from member profile
After connecting Stripe, member profiles include a Stripe section listing their subscriptions:
This section enables you to:
- View current subscriptions
- Add, remove, pause, resume subscriptions
- Add plans
- Add cards (payment method) manually
- Set default payment method
Once a valid card is added, subscriptions can begin collecting payments. You can then subscribe the member to other plans.
To subscribe an individual member, use their profile. To subscribe, unsubscribe, or pause multiple members in bulk, use “Stripe subscriptions” under “Invoices” in the main menu.
Stripe and invoices
You don't need to create or generate invoices for Stripe subscriptions. After a charge, Stripe notifies DojoExpert and an invoice is created automatically, with the payment automatically recorded as revenue. Example:
If payment fails in Stripe because of an expired card, insufficient funds, or another reason, DojoExpert creates an unpaid invoice. By default, Stripe retries three times at 5-day intervals. A successful retry records the payment and clears the balance. After the third failed attempt, Stripe cancels the subscription. Configure a different retry policy in Stripe if needed.
Invoices for failed subscription payments are hidden from members and highlighted in yellow in DojoExpert. This prevents duplicate payments if a member pays manually and a later Stripe retry succeeds. Example:
Change invoice visibility by editing its header. Failed payments also add a "Payment failed in Stripe" note to the header.
You and your students can pay any invoice by credit card. Open an invoice in DojoExpert, click "pay", then "pay with stripe":
If the member has a saved payment method, their card is charged automatically. Otherwise, a window opens to enter card details.
Clicking “pay” charges the card and transfers the payment to Stripe. DojoExpert closes the invoice and records the revenue in “Costs & revenues”. Any invoice can be paid this way — using DojoExpert as a point of sale (POS).
How to handle payment failures
Payments may fail because a card has expired, the bank declines it, or for another reason. View the reason in Stripe or in the last 20 charges table on the "Stripe subscriptions" page:
After a failed payment, the invoice is highlighted in yellow and hidden from the member until a Stripe retry succeeds or you enable visibility in the invoice header.
After a failed payment, you can wait for Stripe to retry (by default, three attempts at 5-day intervals). Alternatively, cancel the subscription, make the invoice visible, and send it to the member for manual payment using “E-mail” in the invoice header. Members receive a payment link and can pay by card. If they use the Dojo Login mobile app , they can also pay there.
If a member needs to update their credit card, email members an add-card link using the code {stripecardlink}. You can also use Stripe's built-in customer portal for this purpose (check in your Stripe account).
How students can pay invoices
When Stripe is enabled, "Pay with credit card" appears in the student login area, the Dojo Login mobile app, and emailed invoices. Members can log in with their UID and password to pay:
Any invoice can be paid this way. Create invoices manually in member profiles for payment in the student area or Dojo Login app. You can also send invoices via e-mail using {lastinvoicelink} or {invoicelink}; the invoice includes a “pay with credit card” button.
Use Stripe subscriptions in booking forms
Let members enroll themselves in a class and choose a Stripe subscription. Create a booking form of type “Class enrollment”:
Select at least one class and one Stripe plan in form settings. If you select multiple options, members can choose their class and plan. Example:
In this example, members enter their card details and subscribe to their chosen Stripe plan
without any additional steps from you.
Sell products and accept credit cards
With DojoExpert, you can set up a small webshop and accept credit card payments by enabling Stripe in webshop settings:
Once Stripe is enabled, "pay with credit card" appears at checkout:
Find out more about the webshop feature here.