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)

Refunds & Cancellations

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

Adding a New Location

Using Multiple Stripe Accounts

Linking Members Across Locations

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.