The coach and gym owner guide

Getting started as a coach

Set up your gym or team and learn the coach tools

Getting started as a coach

The coach tools have their own home base. The bottom tabs are your map: Dashboard for a daily snapshot, Roster for your athletes, Library for your knowledge base, Org for your gym or team - every tool it has, grouped by the job, with a search box at the top - and More for everything else.

Start by creating your gym or team, then invite your athletes. Everything works offline and syncs to your account when you're online.

New here? Replay the coach tour any time from More for a guided walkthrough of the tools.

Screens have their own short walkthrough the first time you open them, on top of this tour. Replay them any time: on the web, the Page tour button in a page's header; on mobile, More and then Replay section walkthroughs.

You coach at a gym you don't own

This is for a coach who teaches at a gym, club, or team that someone else owns. You do not create a gym here - yours already exists, and making a second one splits your athletes across two records that never talk to each other. Everything below runs on your own account, so none of it waits on the owner.

First, make sure you are actually seated as a coach. Only the owner can do that: they send you a team invite, or they promote you from their members list once you have joined. A gym's join code always seats you as an athlete, never a coach - so if you joined with a code, ask the owner to promote you. Check which gyms you are in under My gyms & teams.

Your setup checklist tracks the six steps below and ticks each one off by itself as you finish it. The first four are what make you bookable for private sessions. The last two are your teaching prep.

1. Turn on payments. Open Booking & payments and press "Connect Stripe". Stripe asks for your details, your tax ID, and the bank account you want paying. When it returns you, the panel should read "Active". This account is yours, not the gym's: money for your private sessions goes straight from the athlete to your bank, and we take a 1% iVenza platform fee on top of Stripe's processing rate.

2. Switch bookings on. On the same screen, turn on "Accept bookings". Until that is on, nobody can book you no matter what else is set up.

3. Add what you sell. Under "Offerings", add each kind of session with a name, a length, and a price - a 60 minute private, a 30 minute technique session, a small-group hour. The minimum price is 50 cents, which is a card-network floor rather than ours. Free sessions are allowed and skip the card step entirely. Each offering also says how many people can book the same time: one person for a private session, a number for a small group, or unlimited for an open pass like a drop-in day, which anyone can buy and which never blocks your other bookings.

4. Open your times. Under "Weekly availability", add the windows you are free, per weekday. This is the step people miss: with payments live and an offering priced, you already appear bookable in search, but with no windows your calendar has nothing in it and everyone who taps through sees an empty list. Add your times before you share your link.

5. Block off what you already know. A day off, a tournament weekend, the dentist at 10: add it under "Blocked time" (a day, a range, or a few hours) and it comes off the booking page everywhere - the app, the web page, and your share link - without touching your weekly windows. It shows on your Calendar tab in gray. Athletes never see why; they see the time is not open.

6. Share your link, and say where you teach. Under "Your coach profile", press "Copy link" - in the app the same thing is "Share my booking link" and adds a QR code. One link works for anyone, with or without the app and with or without an account. While you are there, add the gyms you teach at under "Locations" and tick what you coach under "Specialties": that is what puts you in front of someone searching, rather than only people who already know your name.

7. Plan what you teach. Build lesson plans for your classes and share them with your athletes, and put the classes you actually run into your teaching schedule so they show up on your calendar and theirs.

What else you get at the gym: the roster and each athlete's training, attendance and check-in, the class timetable you teach from, messages and broadcasts, waivers, and documents. The gym's own tools sit on your Org tab.

What stays with the owner: membership prices and plans, adding or promoting other coaches, gym settings and the reply-to address, and anything that moves the gym's money. If a step ever looks impossible to finish, that is usually why - ask the owner rather than working around it.

The two sets of books never mix, on purpose. Gym dues belong to the gym, and a coach cannot see them unless the owner grants billing access to you specifically - a locked billing screen has a Request access button that asks them for exactly that. Your private sessions belong to you, and the gym cannot see those. Two Stripe accounts, two sets of numbers.

Athletes outside the gym can book you too - your booking page is public, and anyone searching Find a coach can reach it. Once private sessions are running, Bookings & events covers ticketed events and camps.

Prefer it on paper? The printable version of this walkthrough, with checkboxes, is at www.ivenza.app/coach-setup-guide.pdf

Set up your gym: the full walkthrough

Nine steps, click by click, in the order that works. The first five end with money in your bank account; the rest make the gym easier to run. Your setup checklist ticks each one off by itself as you go, and words in quote marks below are printed on the screen exactly like that.

Before you start: whoever creates the gym is who gets paid. The account that creates it becomes the gym's owner record, and only that account can connect Stripe and turn on dues. If a coach or your front desk does step 1 but you hold the bank account, payouts cannot be switched on later without starting over.

1. Create your gym. Open Create a gym. Under "Type" choose "Gym / academy" (or "Team / program" for a school or club team) and type your name into "Name". Open "Sports" and tick every sport you teach - that choice decides what the whole app shows you, and leaving it blank defaults you to combat sports with belts and ranks. Add your city, state and country so local athletes can find you, then press "Create". Note the "Join code" on the page that follows; you need it in step 4.

2. Turn on payments. Open Booking & payments, find the "Payouts" panel and press "Connect Stripe / payouts". Stripe asks for your business details, your tax ID and the bank account you want money paid into, so have those to hand. When it returns you, check the panel reads "Payouts active" - that badge is the only confirmation that counts. Everything else hangs off this one connection: dues, paid bookings, tickets, payment links, class packs and the front-desk card reader. Money reaches your bank directly, and our fee is 1% on top of Stripe's own rate. Not ready for cards? Skip it - everything else works and you can record cash dues by hand.

3. Add your membership plans. On your Org tab, under Money, open Membership & billing. In the "Plans" section fill in "Plan name", "Price" and "Billing" - "Monthly" or "Yearly" - then press "Add plan", and repeat for everything you sell. The minimum price is 50 cents, which is a card-network floor rather than ours. Price it the way you sell it: $150 a month is a monthly plan priced 150, not an annual figure divided up, so renewal dates and revenue reports read correctly. A "Set up online payments" banner on this page means step 2 did not finish.

4. Get your members in. Four ways, and you can mix them: share the "Join code" from your gym's page; press "Invite member" to send one person an email or text; import your roster if you are switching from another platform; or press "Invite team member" for coaches and staff, which you only see as the owner and which seats them with the right role. Do not put coaches through the member join code, it seats them as athletes. Approve people as they arrive from your roster under "Requests & invites". Do not wait for everyone - five or ten real members is enough to keep moving.

5. Put your first member on a plan. Membership & billing, then "Set up a member". Pick the person under "Member" or add them right there, choose their "Plan", then answer "How are they paying?". "Cash or check" starts the plan on the spot and needs no Stripe. "Card (send them their payment link)" sends a secure link they pay themselves, and is the one worth defaulting to because your staff never see or type a card number. You can also type a card in for someone standing at your desk, tap on a card reader, or comp a free membership that still counts as active in your numbers.

Already taking cash from someone you want on a card? Open their record, press "Set up card payments", and once they have saved one press "Start card billing". Billing anchors to the date they are already paid through, so the changeover month is never charged twice. Memberships & dues covers renewals, failed payments, freezes and promo codes.

6. Add your liability waiver. Org tab, then Waivers under People. Give it a "Title", then either type your terms into "Waiver text" or upload your own PDF and drag the signature, initial, name and date boxes onto the document itself. Leave it required so unsigned members surface on your dashboard, and for anyone not signed up yet copy the "Public signing link" and text it to them - they sign without an account. Editing a waiver bumps its version and re-collects signatures, so a change to your terms never leaves half your roster on the old wording. See Contracts, freezes & waivers.

7. Build your class timetable. Org tab, then Class schedule under Schedule & training. On a new gym the fastest route is "Build the timetable with AI": paste or photograph your existing schedule and check what it produces. Otherwise add each class by hand with "Class name", "Day", "Start time" and "Duration (min)". Set "Capacity (blank = unlimited)" on anything that fills up and the next athletes join a waitlist that promotes automatically when someone cancels. See Class reservations & check-in.

8. Set the address replies go to. Org tab, then Email reply-to under Settings, and put your gym's real inbox into "Reply-to address". Everything the gym sends goes out from our sending domain, so without this a member who hits Reply reaches a mailbox nobody reads.

9. Set up check-in. Either a coach marks the class off from "Class timetable" with the "Roll" button, or members check themselves in at a front-desk kiosk by QR code or PIN on a tablet or spare phone - set that up while online so the roster caches, and it keeps working if your Wi-Fi drops. You can also block past-due members or require a signed waiver at the door; both are off by default.

Then, at your own pace: import your old gym, or book white-glove onboarding and our team moves it for you. Build lesson plans, add your teaching schedule, and open Booking & payments again to sell private sessions. After a week of data your dashboard starts flagging who needs attention.

Prefer it on paper? The printable version of this walkthrough, with checkboxes, is at www.ivenza.app/gym-setup-guide.pdf

Creating your gym or team

Create a gym, club, school, or team from the Org tab. Pick the sports you coach and iVenza tailors the tools - belts and ranks for combat sports, positions for team sports.

Invite athletes by sharing a join code or link, or add them yourself and send a download invite by email or text. Coaches and staff can be invited directly too - a single-use team invite seats them with the right role.

You can co-own a gym with other staff, and a deleted gym can be recovered for 30 days.

Coming from another platform? The import wizard moves your members and schedule over - see Switching to iVenza.

Who can open what: team access

Every working seat at a gym, club, or team is an owner, a coach, or staff. Owners can do everything. Coaches get every tool except the books unless an owner grants them Billing & payments. Staff - the front desk, the office, the bookkeeper - get exactly the areas an owner ticked for them, and never a member's training or health data.

If you open a tool and meet a lock, the screen says which area it needs. Press Request access, add a line about why if you like, and send it. Every owner is told. You get a notification back either way, and if the answer is yes the screen unlocks on its own. On the Org tab a folded Ask for access group lists every area you cannot open yet, so you can ask from there too. A request sent by mistake can be canceled from the same screen, and a declined one can be asked again the next day.

Owner-only areas - payroll, commissions, promo codes, locations, and the gym settings - have no request button, because no permission unlocks them.

Owners: a request shows up under Access requests on your Org tab and on that person's record, with what they asked for and their note. Grant adds that one area to their permissions; Decline tells them no. To change several areas at once, open their record and use Permissions.

Getting paid: your first dollar

Five steps, in this order, take a brand-new account to money in the bank. Your setup checklist tracks them and checks each one off by itself as you go.

1. Create your gym or team. Whoever creates it is the account payouts go to, so it should be whoever owns the business - see Creating your gym or team.

2. Turn on payments. Open Booking & payments and connect Stripe. This is the one step that gates everything else: dues, paid bookings, event tickets, payment links, class packs, and the front-desk card reader all run on that same connected account. Stripe asks for your business details and bank account, and payouts land there directly - iVenza only takes a 1% platform fee.

3. Add a membership plan. On your Org tab, under Money, open Membership & billing and add what you sell - unlimited, twice a week, kids - with the price and how often it bills.

4. Get members in. Share your join code or link, invite them by email or text, or import your existing roster if you're switching from another platform.

5. Put them on a plan. Members can enroll and pay from your gym page themselves, or you can start them from their member record - send a payment link to someone new, or set up card payments for someone already paying you in cash. Cash and bank transfers you take at the front desk can be recorded too, so your revenue numbers stay complete.

Not ready for card payments? Everything else still works - record dues manually and connect Stripe whenever you are.

Once you're running, Memberships & dues covers renewals, failed-payment chasing, freezes, and promo codes.

Want it click by click, with the exact buttons to press? Follow Set up your gym: the full walkthrough.

AI that works alongside you

iVenza's AI never sends anything on its own. Every helper drafts, summarizes or explains, and you review before anything goes out.

• On the dashboard, Draft for all writes a distinct note for everyone on the Needs Attention list in one go; review, untick anyone, and send. See Who needs attention.

• In your gym's text inbox, AI suggest reply drafts the next text on any thread - sales voice for a lead, service for a member - and Summarize catches you up on a long one. See Messaging your athletes.

• On an athlete's page, one tap reads every card that athlete shares with your gym and answers in a few sentences, with a suggested next step and a note ready to send. A category they kept private is never guessed at.

• On Reports, Revenue and Email engagement, Explain these numbers turns the tables into a plain-language read with next steps. Every figure in it appears on the screen. See Reports & insights.

• On Feedback, Find the themes groups survey responses with every name removed and quotes copied exactly. On Reputation, paste a public review and get a reply you post yourself.

• Wherever you describe something to members, a Write with AI box fills the form from a one-line brief: lesson plans, workout assignments, broadcasts and text blasts, campaigns, automation rules, offerings and class packs, member competitions, your gym's About section, the tour booking page, postcards, fight offers and the promotion announcement.

Some of these are part of the coaching plan. A seat that cannot see billing gets reads with no money in them, and the AI only ever sees what you can already see on that screen.

Roster & members

See who's training and who needs attention

Managing your roster

Your Roster shows everyone who trains with you, with how each athlete is progressing and what they share with you.

Tap an athlete to open their profile - training history, attendance, promotions, and any notes you keep.

Athletes choose what to share with you per category, so you only see what they've granted.

Parents asking how to sign their kids up? A child does not get their own account - under 13 they cannot have one. The parent opens Family from their own More tab, taps Add child, then opens the child and enters your join code, and the child lands on your roster. You can also do it for them: open the member from Members & roles and use Add a child on their Family card, which creates the child under that parent and puts them on the roster in one step. That works once the parent is on your roster and has claimed their own account. Send them [article:family-accounts] and it walks them through it.

Who needs attention

The dashboard surfaces athletes who may need a nudge - quiet for a while, a missed check-in, a past-due payment, a lapsing membership, or an unsigned waiver.

You set the rules: choose the day thresholds and which signals count from your gym settings.

Each athlete comes with a one-tap action tuned to the reason - a win-back note, a payment reminder, a renewal nudge, or a waiver reminder. Reach all the quiet ones at once with a win-back broadcast.

With two or more athletes listed, Draft for all writes a note for each in one go - review, untick anyone, and send. On an athlete's own page, one tap gives a few-sentence brief with a suggested next step. See AI that works alongside you.

Where your athletes are competing

Athletes competing is one board for every event your athletes are going to: the competitions you posted (with their RSVPs), the events they entered on their own, and the fight cards they are confirmed on. An athlete's own entries reach you through the Competitions & camps sharing they already grant your gym.

By event, each card names who is going and flags No coach yet when athletes are going and nobody from the staff is. Tap I'm going, or assign a colleague - they are told who put them down, and the athletes who are in hear that a coach is coming. Use Needs a coach to see only the gaps, and switch to By athlete to see where one person is competing this season.

An event an athlete entered on their own has nothing for you to mark yet; Add to the schedule posts it on your gym's competition schedule so the rest of the team can RSVP and you can cover it. When an athlete enters a new event, you get a notification pointing at their record.

The same events show on your Calendar and on each athlete's record, and the dashboard card keeps the next few in view.

Classes & schedule

Build your timetable and manage reservations

Teaching schedule

Build your weekly timetable of classes, privates, and pad work on your teaching schedule, then sync it to your device calendar or share an .ics link.

Setting up the timetable for the first time? Do not type it all in - tap Import a schedule (the + button on your gym's class list, or the AI card on the web console), then upload a photo of your schedule board, a PDF, or paste your schedule as text. We turn it into classes you review and edit before saving, and skip anything already on your timetable.

Each class carries a discipline picked from your gym's sports (or the full iVenza catalog, or your own wording) and a coach picked from your staff - so the class is linked to that coach's account, not just their name.

Assign a coach to each class, and set a one-off cover or cancellation for a single date without touching the whole series.

Your Calendar tab pulls everything into one month view - your teaching schedule, paid bookings, classes you're covering, and your gym's events - with quick add for one-off or recurring sessions.

The colored dots under each date tell you what is on that day: blue for your own teaching sessions, pink for a gym class you are assigned to or covering, gray for a session someone booked with you, amber for your gym's competitions, teal for a belt test, red for a fight event, and indigo for a ticketed event. A camp tints the whole run of days instead of adding a dot.

A day only has room for so many dots, so a busy one shows three and a count of the rest, like +2. Tap the day to see everything on it.

Athletes see the schedule and can RSVP to the classes you open up - see Class reservations & check-in.

Class reservations & check-in

Turn on reservations for a class from your teaching schedule to cap attendance. When a class fills, the next athletes join a waitlist and are promoted automatically as spots open.

Front-desk check-in lets members sign in with a QR code or PIN, and you can require a signed waiver or block past-due members at the door.

Reservations feed attendance, so your reports and who-needs-attention signals stay accurate without extra work.

Front-desk kiosk mode

Kiosk mode turns a tablet or spare phone at the front desk into a self-serve check-in station. Members find their name, scan their personal QR code, or type their PIN, and the device stays locked to that screen so nobody wanders into your roster or billing.

Set one up from Kiosk mode (also under Settings on your gym’s Org tab): pick the gym the station checks members in for, then choose an exit PIN. Do it while you are online so the roster caches to the device - check-in keeps working if the Wi-Fi drops.

To leave kiosk mode, tap "Exit kiosk" at the bottom of the screen and enter that PIN. It is on every kiosk screen, and it is the only way out - which is the point. The PIN is what stops a member tapping through to the rest of your gym.

Lost the PIN? Open Kiosk mode on another device you are signed in on, find the station in the list and tap "Reset this station". It leaves kiosk mode the next time it connects, without the PIN. Only a gym owner, or whoever set that station up, can do it - and if the station is offline or signed out it will not hear the request, which leaves reinstalling the app as the last resort.

Kiosk mode locks the app, not the device. For a station left unattended, turn on Guided Access (iOS) or screen pinning (Android) before you hand it over.

Staff can clock in and out from the same station, and you can block check-in for past-due members or anyone with an unsigned waiver. Both are off by default.

Lesson plans & assignments

Plan classes and assign work to athletes

Lesson plans

Build a lesson plan with techniques, drills, and notes, then share it with an athlete, a group, or your whole team. They get a notification and can open it from their inbox.

Short on time? Describe the class or snap a photo of your whiteboard and let AI draft the plan for you to edit.

Add a date, time, skill level, and duration so a plan doubles as a class on the calendar.

Workout assignments

Your workouts live on the Workouts tab of your Library, beside your techniques - build one there, or start from our ready-made library.

Open a workout and tap "Assign to athletes" to send it to one athlete, a group, or a whole team. You can also build one from scratch, or from a photo of a whiteboard.

Assigned workouts shows everything you have sent, split into past due, in progress and finished, with how many of the athletes it went to have logged it. Open one to see each athlete by name.

Open any athlete from your roster to see what you have already assigned them and whether they logged it, so you are not sending the same session twice.

Assignments pair well with lesson plans: plan the class, then assign the homework.

Reviewing athlete film

The Film review hub collects every clip your athletes share with the gym, plus any clip you were personally invited to review - including private ones from athletes who do not train at your gym.

Open a clip and leave notes pinned to exact moments - the athlete is notified and can reply in a thread right on the timestamp, so corrections stay attached to the footage.

Slow the clip to 0.25x or 0.5x, step frame by frame, and pin a segment so the athlete can loop the exact seconds you mean. Draw over the paused frame - the arrow or circle rides your note and replays for the athlete when they tap it. Poster frames in the hub make the clip you are looking for easy to spot.

Mark a correction "work on this" and tag it with the technique. The athlete taps "Got it" when they have taken it in and can turn it into a goal in one tap; the hub and their card show how many corrections are still open, and the clip shows who has looked at it and what is new since you did.

Leave a voice note on a moment - hold the mic and talk; the athlete hears you, and it becomes text when transcription is on. Keep the corrections you give often as saved phrases, one tap above the composer. Share game film with the whole team when the lesson is for everyone. A submission that has waited three days without a note nudges you once, so nothing sits unseen. Compare two clips side by side, and the film form no longer offers a teammate who has not claimed their account yet, since film could never reach them.

Send film the other way too: share a clip with one athlete - upload your own, or paste or search a YouTube video - as homework before practice or to study an opponent.

An athlete's film also shows on their profile card, so you can review from the roster while planning their next session.

Messaging & broadcasts

Chat with athletes and send announcements

Messaging your athletes

Chat one-on-one with an athlete or in a team conversation. Messages sync in real time and arrive as push notifications.

Athletes can reply to a broadcast and reach one coach or the whole coaching team.

For one-to-many announcements, use broadcasts instead - in-app, email, and push at once.

In your gym's text inbox, AI suggest reply drafts the next text on any thread - sales voice for a lead, service for an existing member, never a pitch for a plan they already hold - and Summarize catches you up on a long one. You always send. See AI that works alongside you.

Broadcasts & announcements

Send a broadcast to your whole gym or a tagged group from your Org tab - a schedule change, an event, or a reminder - over in-app, email, and push at once.

Win-back broadcasts target only the athletes who have gone quiet, so an active member never gets a 'we miss you' note.

Running a longer sequence - welcome drips, birthdays, win-back journeys? That's campaigns.

Memberships & billing

Dues, contracts, freezes, and renewals

Memberships & dues

Sell recurring memberships paid by card through Stripe, or record manual and out-of-band payments yourself - it all lives on your Org tab, under Money, then Membership & billing.

Signing someone up is one place: Set up a member. Pick the person - or add them right there if they are new - choose their plan, and say how they are paying. That is the whole job, and it is the fastest way to get your first member paying.

Cash or check records the payment and starts their plan on the spot, with the renewal date worked out from the plan. Nothing needs Stripe, so this works before your payouts are connected.

Card hands them their own payment link - they sign in as themselves and pay the first period straight away. Staff never see or type a card number, which is what keeps your gym out of PCI scope.

Comp gives a free membership that still counts as active in your numbers.

Recorded a payment by mistake? Undo it on the payment row itself: find it under Payment history on the member's record, or in the gym's payment list, and choose Refund. A cash or check payment is reversed on your books only - no money moves, so hand the cash back yourself. That is also how you switch a payment from cash to card: reverse the cash, then take the card as usual. A card payment goes back to the card through Stripe, in full or in part, and your platform fee comes back with it. Refunded payments stay on the list with a refunded note, and your revenue numbers net them out automatically.

Already paying you in cash, or switching over from another system? Open the member's record and use Set up card payments. They get a secure Stripe page to save a card, and once they have, you tap Start card billing. The subscription is anchored to the date they are already paid through, so the changeover month is never charged twice - which is also why that option only appears once they are on a plan with a renewal date in the future.

A front-desk staff seat can send the payment link, but not set up card payments - that one stays with owners and coaches.

Automatic reminders work on both sides of the charge: members are warned a few days before their dues come out, so a payment is never a surprise, and dunning chases them if a card then fails. Set the days, or switch either off, under Payment reminders in the Settings group of your Org tab.

Promo codes let you run a discount or a free trial at sign-up.

Sell class packs too: a punch card of classes with an optional expiry - the front desk burns a credit per visit and the member always sees their balance.

Need to pause someone? Freezes and holds stop billing while they're away.

A plan marked Anyone can be bought straight from your gym's page by anyone who finds it, and buying it makes them a member - no approval step, whatever your join policy says. Keep a negotiated rate on Staff only and enroll people on it yourself.

Family plans: one payment for a household

A family used to need one membership each, which meant one charge each - four people, four payments leaving the same card every month. A family plan replaces that with a single payment covering everyone in the household, while each person keeps their own membership, attendance, waivers and progress.

Set the price for the whole household, not per person. Open Membership and billing, tap New plan, name it something like "Family (up to 4)", and under "Who does this cover?" choose A household. Then say how many people it covers. The price you enter is what the family pays in total.

Now start the membership for ONE person in the family, exactly as you would for anyone else - card, cash, or comped. That person is the billed member and their payment covers the household. Tap them in the members list and choose Set up a family plan, name the family, and pick who else it covers.

Adding someone later is free and instant. Open the family plan, tap Add someone, and pick them. Nothing is charged, no proration, no card details - the plan already covers up to the number you set, so there is nothing to collect. When the plan is full the button tells you so and points you at moving the family to a larger plan.

Taking someone off ends their membership that day and leaves the family price alone. If they should pay less, move the family to a smaller plan afterwards. The one person you cannot remove is the billed member, because the payment is attached to them: move the billing to somebody else first, or end the family plan.

Someone who already pays for themselves can be rolled in rather than canceled and re-added. Open the family plan, tap Add someone, and pick them. If they pay cash or are comped, it converts on the spot with nothing charged. If they pay by card, their card membership is ended first and the family plan takes over from that moment, so they are never charged twice. The rest of that month is not refunded automatically, so refund it from their billing if you want to.

The bill can move to another adult on the plan without touching the card or Stripe. Open the family plan, tap the person who should pay, and choose Move billing here. The plan, the price and the payment stay exactly the same - only whose membership the bill sits under changes, so the right name is on the receipts.

Every member's record shows the family around them. Open a member from Members & roles and the Family card lists the family plan with everyone covered and who pays, the parent behind a child's profile, and their own children at your gym - and each row opens that person, so the front desk answers "who pays for this kid?" in one tap.

That same Family card is where you add a child for a parent: tap Add a child, type their name, and the child gets a profile under that parent and a spot on the roster in one step - ready to cover on the family plan or check in. Parents can add their own kids too, and a parent who is already a member has them join on the spot instead of waiting in the approval queue.

If the family's payment is canceled or their card finally fails, everyone on the plan comes off together. That is deliberate - it stops three people looking paid when nobody is paying. Set the family up again to put them back on.

Your front desk can see who is covered without being able to see any money. A covered member's row says who is paying instead of showing a price, and their own app says "You're covered" instead of offering them a membership to buy.

Families: paying once, and booking the kids

If your gym offers a family plan, one payment covers your whole household. Everyone still keeps their own membership, attendance, waivers and progress - only the bill is shared.

Start the membership for yourself the usual way, on the family plan. Then open the membership again and choose Add your family to this plan, and pick your children. Nothing extra is charged when you add them: the plan already covers up to the number your gym set.

You can add your own children yourself. Another adult has to be added by the gym, so that they can agree to it first - that is deliberate, because being covered means somebody else controls what you are charged.

Your child has to be at the gym before they can be covered - and you can do all of it from the family plan screen now. A child who is not at the gym yet gets an Ask to join button right there, and Add a child creates their profile and asks the gym in one step. If the gym approves joins by hand, the row says it is waiting until they do.

Once your family is on the plan you can book a class for them: open the class list and choose Book for family. If the class is short of spots, the people who fit are booked in and the rest go on the waitlist, and the app tells you which is which.

If your gym prices the plan per person, adding somebody changes what you pay. The difference lands on your next invoice - nothing is charged at the moment you add them.

Contracts, freezes & waivers

Have members sign a membership contract or a liability waiver - manage both from your Org tab. Write the waiver in the app, or upload your own waiver PDF and place the boxes right on the document (drag them into place on the web console).

Box types cover what a real waiver asks for: Signature, Initials for each "______" slot, Full name, Date, and Text for something the member types, like a date of birth or an emergency contact. A Text box can prefill from their profile and can be made required, so nobody signs a half-finished form.

If your waiver has an "If Minor" section, switch "Placing into" to Parent / guardian before adding those boxes. The parent signs for the child: their signature and initials fill both blocks, participant name boxes show the child, and the guardian section stays blank when an adult signs for themselves.

Members sign the actual document - in the app, on the web, or through a login-free signing link you can text - and each signer gets a stamped signed copy. Replacing or editing the waiver bumps its version, so re-signatures are collected automatically.

Freeze or hold a membership when an athlete travels or gets injured, then resume it when they're back - billing pauses while frozen.

Unsigned required waivers surface on your dashboard - see Who needs attention.

Leads & sign-ups

Capture prospects and turn them into members

Leads & your pipeline

Every prospect lands in your leads pipeline on the Org tab so nothing falls through the cracks. Move a lead through the stages from first contact to signed up.

Let AI draft the next text or email from a lead's history and suggest when to move them forward - you review and send.

Fill the top of the funnel with lead forms and tours, and convert with campaigns.

Lead forms & tours

Publish a web lead form so prospects can reach you from anywhere, and let them book a gym tour on times you set - both from your Org tab.

Booked tours flow straight into your pipeline with an automatic confirmation and reminder.

Every submission becomes a lead - work it from your pipeline.

Payments & commerce

Bookings, events, payment links, and your pro shop

What iVenza costs you

Two fees come out of every card payment before it reaches your bank, and they are charged by different people. Stripe takes a processing fee for running the card. iVenza takes 1%. There is no monthly software bill on top of that and nothing to pay separately - both are deducted automatically as each payment is made.

The member is charged exactly the price you set. Neither fee is added to what they pay; both come out of your side.

On a $150 membership paid in the app, Stripe takes $4.65 (2.9% plus 30 cents) and iVenza takes $1.50, so $143.85 reaches you. That is 4.1% all in. Taken on a card reader at the front desk it costs less, because Stripe charges less for a card-present payment: $144.40 on the same $150.

Open Fees and payouts to run that calculation on your own prices. The same figure appears under the price whenever you add or edit a membership plan.

• Cash and check dues you record by hand carry no fee at all.

• Comped memberships, and anything priced at zero, carry no fee.

• A family plan is charged once, on the payment, not once per person covered.

• Refund a payment and our 1% comes back with it. Stripe does not return its processing fee on a refund, which is Stripe's policy rather than ours.

Cheap items cost proportionally more, because Stripe's 30 cents is flat no matter the amount. On a $5 drop-in the fees come to 10% of the payment, and the plan editor warns you when you price something in that range.

Stripe sets its own rates and can change them, and an international card or a currency conversion will differ. The full schedule, covering every kind of payment, is published at ivenza.app/pricing and forms part of our terms.

Drop-ins & day passes

A drop-in is a day pass: one visit, sold at the door. Set one up under Drop-ins & class packs on your Org tab - name it, price it, and say how long it stays valid (one day is the default).

It is the same thing as a class pack, just with a single visit on it, so it shows up in the same place and tracks the same way. A 10-class card and a $25 day rate sit side by side under what you sell.

Selling one is two taps: choose Sell a drop-in, then say who it is for. If they are a visitor from another gym and not on your roster, pick New visitor and type their name - we add them to the roster so the visit is on record, and they get no login until they claim the profile themselves.

Take an email too if they will give you one. It costs nothing at the desk and it is what lets you invite them to join later.

When they train, open their balance and use the visit. The pass is then spent, and if it lapsed unused it shows as expired rather than quietly staying open.

Want to sell day passes online instead of at the desk? Create a payment link for the day rate and share it - that takes the money, though it will not track the visit the way a drop-in does.

Bookings & events

Offer paid private sessions and set your availability under Booking & payments; athletes book and pay through Stripe, and you can share a booking link anywhere.

Taking a day off, a trip, or an appointment? Block off the time under "Blocked time" on the same screen (or from the Calendar tab's + button): a day, a stretch of days, or a few hours. Nothing can be booked inside a block - not even a drop-in pass - and the time reopens on its own once it passes. Your weekly windows stay as they are.

Host ticketed events and camps with tiers, capacity, and a public discovery feed - registration and payment are built in.

Recurring revenue instead? See Memberships & dues.

Packages & booking without a card

Two things live under Packages & approvals, both aimed at how private coaching actually gets paid for.

Sell a block of sessions. Create a package - ten sessions, say - with a price and an optional expiry. Athletes can buy it themselves in the app, or you record the sale yourself when someone hands you cash. Either way the app counts the sessions down as they are used and shows you exactly which dates they went on, so you are not keeping a punch card in your head.

Let people book without paying up front. Add your regulars to the approved list and they can book you with no card, then settle in person however you have agreed. This also works if you have never connected Stripe at all - approved people can still book you, which is the point.

You can mark a session paid when the money arrives, spend a credit by hand for a session that happened off the app, and undo either if you get it wrong. Editing or retiring a package never changes one somebody already bought.

Card payments still carry the usual platform and processing fees. Cash and package sessions move no money through us, so they cost nothing.

Pro shop & front desk

Ring up cash or card sales for gear and merchandise from the pro shop on your Org tab, with stock tracking and low-stock alerts.

Kiosk mode turns a tablet at the front desk into self-serve check-in and a point of sale.

Want to sell online as well? Open a merch store from the Earn section - your own storefront page for shirts and gear, paid through Stripe with shipping collected at checkout.

Sales feed your reports, and staff commissions can accrue automatically on each sale.

Take payments in person

Charge a card face to face from Collect a payment: type an amount for anything - drop-ins, gear, private sessions - or start from the pro-shop cart, and add an email if the customer wants a receipt.

Set up a card reader walks a new countertop reader (WisePOS E or Stripe Reader S700) from the box to its first payment: your business address, which Stripe needs on file once, then powering the reader on, joining it to WiFi, and pairing it. Two of those steps happen on the reader's own screen and are easy to miss - swipe right from the left edge, tap Settings, and enter the passcode 07139 to reach both the WiFi settings and 'Generate a pairing code'.

A reader that is not on WiFi never appears in the app, so if one you already paired shows as offline, that is almost always why. Once it is online you can send any charge to it, from the app or from the web Pro shop. On supported phones, Tap to Pay takes contactless cards with no extra hardware.

Everything is recorded automatically on your connected Stripe account: pro-shop carts update stock and staff commissions, and other in-person charges appear alongside your payment links revenue.

In-person payments use the same Stripe setup as bookings and payment links - connect once in Booking & payments and every way of getting paid works.

If payments stop working

Outages happen - ours, or the internet at your gym. This is how you keep taking money anyway. Set it up now, while everything works; it takes about a minute.

Your backup link. Open your gym and, under Money, find Backup payment link. It shows a QR code your customers can scan to pay you by card. That link is hosted by Stripe, not by us, so it keeps working even when the app does not - and the money goes to your Stripe account exactly like every other payment.

Screenshot the QR code and tape it behind the front desk. During an outage you may not be able to open the app to find it, which is precisely when you need it.

Taking card payments during an outage. Have the customer scan the QR code, type the amount you told them, and pay. Nothing about that touches iVenza.

Taking cash during an outage. Take it and record it in the app the way you always do. If your phone is offline the app saves the payment on the device and sends it by itself once you are back online - you will see "Saved - not sent yet". It cannot be recorded twice, so do not re-enter it.

Checking your money. Your balance and payouts live in Stripe. Even if the app is completely down you can sign in at connect.stripe.com/express_login with the email on your Stripe account and see everything that has come in.

Afterwards, you do not have to fix anything. Any card payment that went through Stripe while we were down gets matched back into your records automatically once service returns. If a number still looks wrong a day later, message support and we will reconcile it by hand.

One thing Stripe will not let you do: your account is set up so that we handle charging on your behalf, which means you cannot create new charges or issue refunds from the Stripe website yourself. Refunds have to wait until the app is back.

Marketing & reports

Campaigns, retention, and your numbers

Email & SMS campaigns

Run email and text campaigns from your Org tab - welcome drips, win-backs, birthdays, and announcements - and see who opened and clicked.

Two-way SMS keeps every reply in one inbox, with opt-out handling built in.

For a single one-off announcement, a broadcast is faster.

Reports & insights

See the numbers that matter on your Org tab: retention, lifetime value, lead sources, and attendance, with trends over time.

Export any report to CSV or PDF. Running multiple locations? Roll them up into one group view.

Email engagement lives there too - who opened and clicked your broadcasts and campaigns.

Explain these numbers turns any of those screens into a plain-language read - what is good, what to watch, what to act on - built from the figures on the screen; the PDF export opens with it. See AI that works alongside you.

Fight promotion & matchmaking

Run fight cards, match fighters, and handle compliance and contracts

Running a promotion

Promoting fights? Create an organization and choose the promotion type from your Org tab - your tools switch from classes to matchmaking.

Find fighters in the marketplace by weight class and record, and keep a scouting pipeline of prospects you're tracking.

Build a fight card with a date and venue, add each bout, and send fighters an offer with the purse and terms recorded. When a fighter accepts, they're booked and joined to your promotion.

Sell tickets for the card - every fighter can sell their own allocation, and you get a live sales board. See Bookings & events for how ticketing works.

Keep every bout legal and signed with fight compliance & contracts.

Fight compliance & contracts

Set what every fighter must clear before fight night from your Org tab: bloodwork, a physical, an eye exam, a W-9, a headshot, or your own custom item - each with how long it stays valid.

Fighters upload their documents (and can re-open what they sent anytime); you open each file from the review board and approve with an expiry date, send it back with a note, waive it, or upload on the fighter's behalf. A W-9 is filled onto the official IRS form - the fighter previews the filled document and signs it - and the fighter's tax number is never stored.

Expiry reminders go out automatically at 30, 7, and 1 day before something lapses, so no fighter shows up out of date.

Turn a contract template into a per-bout contract the fighter e-signs - in the app or through a login-free link - and both sides get a signed PDF. Write templates with merge fields, or upload your own agreement PDF and place the signature boxes on the document itself.

Scouting & recruiting

Find athletes, build a pipeline, and reach out

Scouting & recruiting athletes

Scouting or recruiting talent? Create an organization and choose the recruiter type from your Org tab.

Find athletes who've opted in, filtered by sport, position, graduation year, level, and location, and see their 'Verified by iVenza' stats drawn from real logged data.

Add athletes to your recruiting pipeline and move them through your stages, with notes and activity on each prospect.

Reach out by sending interest to a listed athlete - there is no cold contact. If they accept, a private chat opens. When the athlete is a minor, their guardian gets oversight.

Collect intake details with questionnaires - share a login-free form and responses flow straight into your pipeline.

Your dashboard is built for scouting, not attendance: it opens to your live pipeline, the interests still waiting on a reply, and a Send-a-broadcast action for the one-to-many notes. The class-attendance cards a gym sees are not there, because a scouting program does not take attendance.

Your coach account

Coach plan, billing, and switching to iVenza

Your coach plan & billing

Manage your coach subscription and see what's included on Coach billing.

Advanced tools - AI assistants, advanced reports, and bulk messaging - are part of the coach plan; the everyday roster, schedule, and lesson-plan tools are always available.

Switching to iVenza

Moving from another platform? The migration wizard imports your members and schedule from a spreadsheet so you start with your gym already set up.

Want a hand? Request white-glove onboarding and our team will move your gym for you.

Once your roster is in, send everyone a download invite so they claim their spot - see Creating your gym or team.