Adding Staff & Assigning Roles

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Mat Track Team

Everything you need to set up your academy on Mat Track. From creating your account to connecting Stripe and launching your first trial page, this section helps you get up and running quickly.

Getting Started

What is Mat Track?

Quick Start Guide (10-minute setup)

Terminology Overview (leads, trials, active, group accounts, etc.)

Navigation Guide

Understanding Member Statuses

Understanding Tags (Lead, Trial Completed, Active, Free, etc.)

Staff Roles & Permissions

Learn how to manage member profiles, edit details, track training history, and work with family/group accounts. This section covers the core tools for keeping your academy’s member base organised.

Members & Accounts

Adding a New Member

Editing Member Details

Group / Family Accounts (Parent + multiple kids)

Managing Multiple Members Under One Account

How to Archive or Restore a Member

Memberships & Billing Overview

Viewing Attendance & Check-In History

Master the full lead → trial → paying member funnel. This section explains trial pages, walk-in signups, QR codes, family trials, status changes, and the tools that help you convert more leads into long-term students.

Trials & Lead Management

Understanding the Lead → Trial → Paying Funnel

Setting Up Trial Signup Pages

Multi-Location Trial Pages

Walk-In Trial Flow (how staff check in walk-ins)

QR Trial Codes Explained

Managing Trial Attendance

Converting Trials to Paying Members

Sending Payment Links

Family Trials (Parent + Multiple Kids)

How to check in students using QR codes or manual entry, manage kids/teens attendance, handle family check-ins, and understand attendance insights like heatmaps and frequency trends.

Check-Ins & Attendance

How to Check Members In (QR & Manual)

Kids & Teens Check-In Rules

Family / Group Check-In

Troubleshooting Failed Check-Ins

Understanding Attendance Heatmaps

Frequency & Retention Insights

Cross-Location Check-Ins (multi-location academies)

Everything related to billing and payment processing. Learn how to connect Stripe, manage subscriptions, resolve failed payments, handle group billing, and keep your revenue running smoothly.

Payments & Stripe

Connecting Stripe to Mat Track

Multiple Stripe Accounts (multi-location)

How Subscriptions Sync

Understanding Delinquent / Failed Payments

Updating Payment Methods

Resolving Sync Errors

Group Billing (One Parent = Multiple Memberships)

For academies operating more than one club. This category covers location setup, multi-Stripe support, cross-location attendance, and how to manage staff and members across multiple gyms.

Multi-Location Management

Location-Specific Trial Pages

Location-Specific Attendance & Analytics

Staff Permissions by Location

How to invite your team, assign roles, manage permissions, and ensure that coaches, FOH staff, and managers have the right level of access across locations.

Staff & Permissions

Admin vs FOH vs Coach Permissions

Resetting Staff Passwords

Staff Notifications (Trials, QR scans, Delinquency)

What Staff Can See in the Member List

MemberApp



Mat-Track uses passwordless sign-in, so you never need to create or remember a password. You can log in with a magic link sent to your email or with your Google account.

MemberApp: How to Sign into Mattrack Member App

The Schedule tab shows all upcoming classes at your gym for the current and future weeks. You can browse by day, navigate between weeks, and see how many spots are still available in each class.

MemberApp: How To View Class Schedule

Every member has a unique QR code in the Mat-Track app. Present this code to the gym's scanner when you arrive for a class or open mat session to record your attendance.

Member App: How to use your QR code for GYM check-in

The Training tab shows your complete gym attendance history. It includes an activity heatmap for a visual overview of your training consistency and a detailed list of every check-in.