MatMgr Help Center

Welcome to MatMgr!

MatMgr is a comprehensive management platform designed specifically for martial arts academies. Here's how to get started:

Managing Your Account

User Roles

Role	Permissions
Owner	Full access to all features, billing, settings, and user management
Admin	Manage students, attendance, events, and reports (no billing access by default)
Instructor	Take attendance, view student info, manage their classes
Front Desk	Check-in students, basic student lookup, process store sales
Family/Student	View their own profiles, attendance history, upcoming events

Profile Settings

• Update Profile: Click your name → Account Settings
• Change Password: Settings → Security → Change Password
• Two-Factor Authentication: Enable 2FA for additional security
• Notification Preferences: Customize email and in-app notifications

Adding Staff Members

1. Go to Admin → Staff
2. Click Invite Staff Member
3. Enter their email address and select a role
4. They'll receive an invitation email to set up their account

Managing Your Students

Adding a New Student

1. Navigate to Admin → Students
2. Click + New Student
3. Fill in required information:
   • Name and date of birth
   • Contact information
   • Emergency contact
   • Current belt rank
   • Start date
4. Optionally add: photo, medical notes, family members
5. Click Save Student

Student Profiles

Each student profile includes:

• Overview: Quick stats, current rank, attendance summary
• Attendance History: Complete training log
• Rank History: All promotions and testing records
• Billing: Payment history and current balance
• Notes: Private notes visible only to staff
• Documents: Waivers, contracts, certifications

Bulk Operations

• Import Students: Upload CSV with student data
• Export Students: Download student list as CSV/Excel
• Bulk Status Update: Mark multiple students active/inactive
• Bulk Messaging: Send messages to selected students

Family Accounts

MatMgr supports family accounts where one parent/guardian manages multiple students:

• Link students to a family account
• Single login for parents to view all children
• Consolidated billing per family
• Family discounts can be applied automatically

Managing Your Class Schedule

Setting Up Classes

1. Go to Admin → Classes
2. Click + New Class
3. Configure the class:
   • Class name (e.g., "Beginner Taekwondo", "Adult Sparring")
   • Age division (Little Tigers, Kids, Teens, Adults, All Ages)
   • Default instructor
   • Maximum capacity
   • Description

Class Sessions

Each class can have multiple sessions (recurring time slots):

• Day of Week: Select which day the session occurs
• Start/End Time: Set the class duration
• Instructor: Override the default instructor if needed
• Room/Location: Specify where the class meets

Managing Sessions

1. Click on a class to view its details
2. Use the Sessions tab to add/edit time slots
3. Sessions automatically appear on the public schedule
4. Students can enroll in specific sessions

Class Enrollment

Students can be enrolled in classes from:

• The class detail page (add students)
• The student profile (assign to classes)
• Self-enrollment through the family portal

Public Schedule

Your class schedule is automatically displayed on the public website at /academy/schedule. The schedule shows:

• Weekly calendar view of all sessions
• Class names and times
• Age division filters
• Instructor information

Tracking Attendance

Check-In Methods

Attendance Types

• Training: Regular class attendance
• Helping: Instructor assistants helping with class (earns helping credit)
• Private Lesson: One-on-one training sessions
• Open Mat: Informal practice time
• Event: Seminars, tournaments, special events

Attendance Awards

MatMgr can automatically track and award attendance milestones:

• Configure milestones (e.g., 50 classes, 100 classes)
• Automatic notifications when students reach milestones
• Print certificates for achievements
• Track streaks (consecutive weeks/months)

Managing Private Training Sessions

Setting Up Instructors

1. Go to Admin → Lessons → Instructors
2. Click Add Instructor
3. Select from students marked as instructors
4. Configure instructor settings:
   • Display name (how they appear to students)
   • Default lesson duration (30, 45, or 60 minutes)
   • Hourly rate
   • Default location
   • Cancellation policy (hours notice required, fee)

Instructor Availability

Set when instructors are available for lessons:

• Recurring Slots: Weekly availability (e.g., Mondays 3-6pm)
• One-Time Slots: Special availability for specific dates
• Vacation Blocks: Block out dates when unavailable

Booking Lessons

Lessons can be booked by:

• Admin: From the lessons page or student profile
• Students/Families: Through the family portal (if enabled)

The booking wizard guides users through:

1. Select student (for family accounts)
2. Choose instructor
3. Pick available date
4. Select time slot
5. Confirm booking

Lesson Management

• View All Lessons: Admin → Lessons → All Lessons
• Filter by: Status, instructor, date range
• Mark Complete: Triggers billing for the lesson
• Mark No-Show: Records no-show (can still charge)
• Cancel: With optional late cancellation fee

Instructor Dashboard

Instructors can view their own lessons from the Lessons menu:

• Upcoming lessons with student details
• Mark lessons as complete
• Monthly statistics

Earnings Reports

Track instructor earnings via Admin → Lessons → Earnings Report:

• Filter by instructor and date range
• View completed lessons, no-shows, and cancellation fees
• Total earnings per instructor

Managing Belt Ranks

Setting Up Ranks

1. Go to Admin → Belt Ranks
2. Add/edit ranks with:
   • Rank name and order
   • Belt color (for display)
   • Minimum requirements (classes, time in rank)
   • Testing fee (if applicable)
3. Use stripes for intermediate progress

Promoting Students

Students can be promoted in several ways:

• Individual Promotion: From the student's profile → Promote
• After Testing: Promote from test results page
• Bulk Promotion: Promote multiple students at once

Promotion Requirements

Configure automatic eligibility checking based on:

• Minimum classes attended
• Time at current rank
• Age requirements
• Required curriculum completion
• Account in good standing (billing)

Rank History

MatMgr maintains complete promotion history including:

• Date of each promotion
• Who performed the promotion
• Test scores (if applicable)
• Notes and comments

Managing Events

Event Types

• Belt Tests: Rank examinations with sign-ups
• Seminars: Special training sessions
• Tournaments: Competition events
• Social Events: Parties, movie nights, etc.
• Camps: Multi-day training programs

Creating an Event

1. Go to Admin → Events → New Event
2. Fill in event details:
   • Title, date, time, and location
   • Description and requirements
   • Capacity limits (if any)
   • Registration fee (if applicable)
   • Registration deadline
3. Set visibility (all students, specific ranks, etc.)
4. Enable/disable online registration

Belt Testing Workflow

1. Create Test Event: Set date, eligible ranks, testing fee
2. Open Registration: Eligible students can sign up
3. Review Candidates: Approve/deny registrations
4. Conduct Test: Use the testing interface to grade
5. Record Results: Pass/fail with scores and notes
6. Promote: Bulk promote passing students

Event Attendance

Track who attended each event:

• Mark attendance from event page
• QR code check-in for events
• Event attendance shows on student profiles

Managing Billing

Setting Up Billing

1. Go to Admin → Billing → Setup
2. Click Connect with Stripe
3. Complete the Stripe onboarding process
4. Configure your billing items and tuition packages

Billing Items

Create reusable billing items for:

• Monthly tuition (various packages)
• Registration/enrollment fees
• Testing fees
• Equipment and gear
• Private lessons
• Event fees

Creating Charges

1. Go to Billing → Charges → New Charge
2. Select the student or family
3. Add billing items
4. Set due date
5. Send invoice via email (optional)

Automated Billing

Set up recurring charges:

• Configure tuition billing cycle (monthly, quarterly, annual)
• Set billing day of month
• Automatic pro-rating for mid-month enrollments
• Family discounts applied automatically

Payment Methods

Families can pay via:

• Credit/debit cards (saved on file)
• Bank transfers (ACH)
• Cash/check (record manually)

Managing Your Pro Shop

Store Setup

1. Go to Admin → Store → Settings
2. Configure store settings:
   • Enable/disable the store
   • Set tax rate percentage
   • Configure pickup instructions
   • Set minimum order amount (optional)

Managing Categories

1. Go to Admin → Store → Categories
2. Create categories like: Uniforms, Sparring Gear, Weapons, Apparel
3. Set display order for how categories appear
4. Categories help organize products for easy browsing

Adding Products

1. Go to Admin → Store → Products
2. Click + New Product
3. Enter product details:
   • Name and description
   • Price and SKU
   • Category
   • Product image URL
   • Active/inactive status
4. For products with sizes, add size variants with individual stock levels

Product Variants (Sizes)

Products can have multiple size variants:

• Each variant has its own stock quantity
• Variants can have price adjustments
• Common sizes: XS, S, M, L, XL, XXL, or numeric sizes
• Stock is tracked per variant

Order Management

Orders flow through several statuses:

Status	Description
Pending	New order, awaiting processing
Processing	Order is being prepared
Ready	Ready for pickup/delivery
Completed	Order fulfilled and picked up
Cancelled	Order was cancelled

Pick Lists

Efficiently fulfill multiple orders:

1. Go to Admin → Store → Pick Lists
2. Select orders to include in the pick list
3. Generate a printable list showing all items needed
4. Mark orders as ready once picked

Store Reports

Available at Admin → Store → Reports:

• Sales summary by period
• Top selling products
• Revenue breakdown
• Inventory status

Communicating with Students & Families

Messaging

• Direct Messages: Send private messages to individuals
• Announcements: Broadcast to all students or specific groups
• Email Integration: Messages can be sent via email too

Sending a Message

1. Go to Messages → Compose
2. Select recipients (individuals, ranks, all students)
3. Write your message
4. Choose delivery method (in-app, email, or both)
5. Send immediately or schedule for later

Automated Communications

MatMgr can automatically send:

• Birthday greetings
• Attendance milestone congratulations
• Testing eligibility notifications
• Payment reminders
• Event reminders
• Inactivity check-ins

Sharing News with Your Community

Creating Posts

1. Go to Admin → News → New Post
2. Enter post details:
   • Title and content (rich text editor with formatting)
   • Category (Announcements, Events, Training Tips, etc.)
   • Featured image URL
   • Excerpt (auto-generated if blank)
3. Set publish options:
   • Draft: Save without publishing
   • Scheduled: Publish at a future date/time
   • Published: Publish immediately

Post Features

• Pin to Top: Keep important posts at the top of the listing
• Notify Members: Send email notification when published
• Archive: Hide old posts without deleting them

Managing Categories

1. Go to Admin → News → Categories
2. Default categories: Announcements, Events, Training Tips
3. Add custom categories as needed
4. Categories help organize posts and improve navigation

Rich Text Editor

The post editor supports:

• Text formatting (bold, italic, underline)
• Headings (H2, H3, H4)
• Bulleted and numbered lists
• Links and images
• Tables
• Video embeds

Public News Page

News posts are displayed at /news on your public website:

• Pinned posts appear first
• Paginated listing (10 posts per page)
• Category filtering
• SEO-friendly URLs
• Reading time estimate

Understanding Your Data

Available Reports

Report	Description
Attendance Summary	Daily, weekly, monthly attendance trends
Student Roster	Complete list with contact info, ranks, status
Rank Distribution	Breakdown of students by belt rank
Testing Eligibility	Students who meet promotion requirements
Revenue Report	Income by category, period, payment method
Outstanding Balances	Students with unpaid charges
Retention Analysis	Student retention and churn metrics
Inactive Students	Students who haven't attended recently

Dashboard

Your admin dashboard shows key metrics at a glance:

• Today's attendance and check-ins
• Active student count
• Revenue this month
• Upcoming events
• Recent activity feed

Exporting Data

Most reports can be exported as:

• CSV (for Excel/Google Sheets)
• PDF (for printing/sharing)

For Students & Parents

Family Portal Features

• Dashboard: Overview of all family members' training
• Attendance History: View all past and recent attendance
• Rank Progress: See current rank and history
• Upcoming Events: Browse and register for events
• Messages: Communicate with the academy
• Billing: View charges, make payments, manage payment methods
• Store: Purchase gear and uniforms
• Profile: Update contact information

Profile Switching

Family accounts can switch between profiles:

• Click your name in the top navigation
• Select a different family member
• View their specific dashboard and history

Self Check-In

If enabled by your academy, students can:

• Check in via the family portal
• Use QR codes for quick check-in
• View their QR code in the app

Common Issues & Solutions

Still Need Help?

Contact our support team:

• Email: support@matmgr.com
• Response time: Within 24 hours (business days)