Quick Start Guide (10-minute setup)

Written By Mat Track Team

Last updated 3 months ago

Get Your Academy Live in 30 Minutes

Welcome to Mat Track! This guide covers only the essential setup steps to get your academy operational. Everything is optional and can be configured later at your own pace.

1. Request Your Mat Track Account

Mat Track is currently in private access.

To get started:

  1. Contact the Mat Track team via your onboarding link or support email

  2. Provide:

    • Academy name

    • Main contact email

    • Number of locations

    • Primary location details

You'll receive:

  • Admin login credentials

  • Your first location configured

  • Access to your dashboard

Once logged in, you're ready to begin.

2. Connect Stripe for Payments ⭐ Required for Billing

Stripe powers all membership billing in Mat Track.

Step-by-Step Stripe Setup:

A. Get Your Stripe API Key

  1. Log in to your Stripe Dashboard: https://dashboard.stripe.com

  2. Click Developers in the top menu

  3. Click API Keys in the left sidebar

  4. Find your Secret key (starts with sk_live_ or sk_test_)

  5. Click Reveal test key or Reveal live key

  6. Copy the key

Don't have Stripe yet? Create a free account at https://dashboard.stripe.com/register and complete verification before continuing.

B. Add Your API Key to Mat Track

  1. Go to Settings → Integrations in Mat Track

  2. Find the Stripe Integration section

  3. Paste your Stripe API key (starts with sk_)

  4. Click Save & Validate

  5. Wait for validation confirmation

C. Configure Stripe Webhooks ⚡ Critical Step

  1. Stay in Settings → Integrations

  2. Scroll to Stripe Webhook Configuration

  3. Click Auto-Setup Webhook (recommended)

  4. Mat Track will automatically configure all required events in Stripe

Manual Setup Alternative: If auto-setup fails, use the Manual Setup tab and follow the step-by-step Stripe dashboard instructions provided.

✅ Stripe is now connected! Your subscriptions and customer data will sync automatically.

3. Add Your Locations (Multi-Location Academies)

If you operate more than one club:

  1. Go to Settings → Chain Management (or Settings → Gym)

  2. Click Add Location

  3. Enter:

    • Location name

    • Full address

    • Timezone

    • Contact details

    • Logo (optional)

  4. Save each location

Each location can have its own Stripe account and staff permissions.

4. Invite Your Staff & Set Permissions

Give your team access to Mat Track:

  1. Go to Settings → Team

  2. Click Invite Staff Member

  3. Enter their email

  4. Select their role:

    • Admin - Full system access

    • Staff - Front desk operations, limited settings access

    • Coach - Member check-ins and attendance only

  5. Choose which locations they can access

  6. Click Send Invite

Staff will receive an email to create their account and can start checking in members immediately.

5. Configure Membership Plans

Before accepting payments, set up your membership tiers:

  1. Go to Settings → Membership Management

  2. Click Create Membership Type

  3. Add:

    • Membership name (e.g., "Adult Unlimited", "Kids Program")

    • Description

    • Pricing tiers (monthly, annual, etc.)

    • Active locations

  4. Link to your Stripe products (or create new ones)

  5. Set billing frequency

  6. Activate the membership

Repeat for all membership types (adults, kids, family, add-ons).

6. Set Up Your Trial Signup Page 🎯 Highly Recommended

Your trial page is one of the most powerful lead generation tools in Mat Track.

Create Your Trial Page:

  1. Go to Settings → Sign Up Tools

  2. Configure:

    • Trial page URL slug (e.g., yourname/trial)

    • Logo

    • Headline and description

    • Trial duration details

  3. Enable:

    • Family signups (one parent, multiple kids)

    • Automatic QR code generation (QR codes sent instantly)

    • Preferred date selection

  4. Click Save & Publish

Promote Your Trial Page:

Add your trial link to:

  • Website homepage

  • Instagram / Facebook bio

  • Google Ads landing pages

  • Lead generation forms

  • Email signatures

All trial signups appear instantly in your Members dashboard with QR codes ready for check-in.

7. Enable Check-Ins (QR & Manual)

Mat Track supports both automated QR check-ins and manual staff check-ins.

Configure Check-In System:

  1. Go to Settings → Check-In

  2. Enable:

    • QR code check-ins (members scan on entry)

    • Manual check-ins (staff check in members)

    • Family check-ins (all family members at once)

  3. Optional: Mount a tablet/iPad at reception running the Kiosk Mode

Your academy is now ready to track attendance!

8. Launch Checklist ✅

Required Setup:

  • ✅ Stripe API key connected

  • ✅ Stripe webhooks configured

  • ✅ Locations added (if multi-location)

  • ✅ Staff invited with correct roles

  • ✅ Membership plans created and linked to Stripe

  • ✅ Trial signup page published

  • ✅ Check-in system enabled

🎉 You're live! Your academy is fully operational with Mat Track.

Most academies stop here — everything essential is configured. Advanced features can be added anytime.

Optional Setup (Advanced Features)

These steps are not required but enhance specific workflows:

Optional A: Two-Way SMS via Twilio

Only needed if you want:

  • SMS trial confirmations

  • SMS payment reminders

  • Two-way SMS conversations with members

Setup:

  1. Create a Twilio account: https://twilio.com

  2. Buy a Twilio phone number

  3. Copy your Account SID and Auth Token

  4. Go to Mat Track → Settings → Integrations → Twilio SMS

  5. Paste credentials and save

Optional B: Email Integration (Gmail OAuth or Forwarding)

Mat Track sends essential transactional emails automatically (trial confirmations, QR codes, payment links, etc.) using the built-in email system.

You only need this section if you want:

  • Two-way email conversations with members

  • Email threading in the Communications inbox

  • Sending from your own Gmail account

Setup Options:

  1. Go to Settings → Integrations → Email Integration

  2. Choose:

    • Forwarding (simple, automated)

    • Gmail OAuth (two-way conversations)

  3. Follow the setup wizard for your chosen method

Note: Most academies don't need custom email setup — the built-in system handles all critical emails automatically.

Optional C: HubSpot Integration

If you use HubSpot for marketing:

  1. Go to Settings → Integrations → HubSpot

  2. Enter your HubSpot API key

  3. Enable contact syncing

Your Mat Track Setup is Complete 🚀

You can now:

  • ✅ Accept trial signups with instant QR codes

  • ✅ Check in students with QR or manual entry

  • ✅ Convert trialists to paying members

  • ✅ Manage membership billing and subscriptions

  • ✅ Handle delinquent payments automatically

  • ✅ Track attendance and retention analytics

  • ✅ Manage families, groups, and multi-location networks

Need help? Contact the Mat Track support team anytime.