First-Time School Setup

Overview

This guide will walk you through setting up your martial arts school in MartialFlow. After successfully registering and verifying your email, you'll be automatically guided through a Quick Setup Wizard that configures your school's essential information. This guided process takes just a few minutes and gets your school ready to operate.

Prerequisites

• You have successfully registered for a MartialFlow account
• You have verified your email address
• You will be automatically redirected to the Quick Setup Wizard on your first login

Quick Setup Wizard (Onboarding)

After email verification, MartialFlow automatically guides you through a 4-step Quick Setup Wizard. This wizard is required before you can access the main application and ensures your school is properly configured.

How the Wizard Works

• Automatic Launch: The wizard appears immediately after successful registration and email verification
• Mandatory Completion: You must complete the wizard before accessing other features
• Guided Experience: Clear step-by-step process with validation and helpful prompts
• Save as You Go: Each section can be saved independently
• Trial Limits: During setup, certain limits apply (detailed below)

Step 1: School Information

In this first step, you'll configure your school's basic details, contact information, and instructor groups.

School Details & Location

Configure your school's identity and physical location:

• School Name - Your martial arts school's official name (required)
• Street Address - Physical location address (required)
• City - City/town location (required)
• State/Province - State, province, or region (required)
• Postal Code - ZIP or postal code (required)
• Country - Select from country dropdown (required)

Contact Information

Set up how students and families can reach you:

• Phone Number - Primary contact phone (required)
• Email Address - School email for inquiries (required)
• Website - Your school's website URL (optional)

Instructor Groups

Create organizational groups for your teaching staff (up to 10 groups):

• Group Name - Descriptive identifier (e.g., "Kids Instructors", "Adult Program")

Instructor Group Features:

• Each group gets its own dashboard
• Helps organize workflows and reporting by program area
• Can be created, edited, or removed during setup

Save Options:

• Save School Details - Saves name and location information
• Save Contact Info - Saves phone, email, and website
• Save Individual Groups - Each group has its own save button

Step 2: Clubs & Belts

Configure your training locations and belt ranking system.

Clubs (Training Locations)

Create and manage your club locations (up to 20 clubs during trial setup):

• Club Name - Location identifier (required)
• Phone Number - Location-specific contact (optional)
• Address Details:
  • Street Address (optional)
  • City (optional)
  • State/Province (optional)
  • Postal Code (optional)
  • Country (optional)

Club Features:

• Supports multi-location schools
• Each club can have its own contact details
• Delete clubs with a single click if no longer needed

Belt Systems

Create ranking systems for different programs (up to 5 belt systems during trial setup):

• System Name - Descriptive name (e.g., "Kids Program", "Adult Karate") (required)
• Description - Details about this system (optional)
• Allow Stripes - Enable stripe tracking between belt ranks
• Max Stripes Per Belt - If stripes enabled (1-10 stripes)
• Next Belt From Next System - Progression rules (0-100)

Belt System Features:

• Multiple systems for different age groups or martial arts styles
• Reorder systems using up/down arrow buttons
• Cannot delete systems that contain belts

Belts (Individual Ranks)

Add individual belt ranks within each system (up to 20 belts per system during trial setup):

• Belt Name - Rank name (e.g., "White Belt", "Yellow Belt") (required)
• Belt System - Which system this belt belongs to (required)
• Primary Color - Main belt color (hex color picker) (default: #000000)
• Secondary Color - Optional second color for split-color belts
• Minimum Days in Previous Rank - Time requirement (optional)
• Minimum Classes Required - Class attendance requirement (optional)
• Minimum Age Required - Age requirement for this rank (optional)

Belt Features:

• Visual color preview with primary/secondary color display
• Reorder belts within system using up/down arrows
• Color picker for easy belt color selection
• Expandable belt system view to manage belts
• Delete individual belts as needed

Navigation Tips:

• Click belt system to expand and view its belts
• Expanding a system pre-selects it in the belt creation form
• All data is saved to the server immediately

Step 3: Feature Settings

Configure system features and preferences that control how MartialFlow works for your school.

Student Management Features

Customize how student information is managed:

• Works with Children

  • Enable tracking for instructors who work with children
  • Includes child safeguarding compliance features

• Works with Schools

  • Enable school partnership features
  • School enrollment tracking and reporting

• Age Display Preference

  • Choose how age information is displayed alongside Date of Birth:
    • Age (e.g., "8 years old")
    • School Year (e.g., "Year 3")

• School Year Starting Age

  • Age children typically start school in your region (3-10 years)
  • Used for calculating school year from date of birth

Trial Management Features

Configure trial period settings for new students:

• Enable Trial Periods

  • Turn on/off the trial period system
  • Allows students to try classes before full enrollment

• Trial Duration Type

  • How trial length is measured:
    • Calendar Days - Fixed time period
    • Classes Attended - Based on actual attendance

• Trial Duration

  • Length of trial period (1-365)
  • Days or classes depending on duration type

• Signup Challenges

  • Enable gamified challenges and rewards
  • Encourages trial students to complete enrollment

• Signup Prompt Timing

  • When to prompt for full enrollment:
    • Before Trial Ends - Proactive reminders
    • After Trial Ends - Follow-up after expiry

• Signup Prompt Advance Notice

  • How far in advance to send prompts (1-30)
  • Days before expiry or classes before limit

Feature Settings Notes:

• All feature flags have sensible defaults
• Changes are saved automatically when proceeding to next step
• Can be changed later in Settings → Feature Settings

Step 4: Complete Setup

Review your setup and prepare to start using MartialFlow.

Setup Summary

The completion page shows what you've configured:

• ✅ School details and contact information
• ✅ Club locations and physical addresses
• ✅ Belt systems and ranking structure
• ✅ Feature preferences and system settings

Automatic Completion

Important: Your onboarding is automatically marked as complete when you reach this step. You can now access the full MartialFlow application.

Suggested Next Steps

The completion page recommends three immediate actions:

1. Add Classes to Your Clubs

   • Create class schedules
   • Define when and where students train
   • Navigate to: Menu → Classes

2. Add Your Students

   • Enroll students in classes
   • Start tracking attendance and progress
   • Navigate to: Menu → Students

3. Invite Instructors

   • Collaborate with teaching staff
   • Invite instructors to join your school
   • Navigate to: Menu → Invitations

Complete Setup Button: Click to navigate to the main dashboard and start using MartialFlow.

Trial Account Limits

During the Quick Setup process, the following limits apply:

• Clubs (Locations): 20
• Belt Systems: 5
• Belts per System: 20
• Instructor Groups: 10

These limits ensure optimal performance during initial setup.

After Quick Setup

Once you complete the Quick Setup Wizard, you'll have access to the full MartialFlow application. You can:

Customize Your Setup Further

All settings configured during Quick Setup can be modified:

• School Information - Update in Settings → Profile Settings
• Clubs & Belts - Manage in Menu → Clubs, Menu → Belt Systems, Tables → Belts
• Feature Settings - Adjust in Settings → Feature Settings (if available for your role)
• Instructor Groups - Manage in Menu → Instructor Groups

Configure Additional Settings

Beyond the Quick Setup, you can configure:

Profile & Account Settings

Navigate to Settings to manage:

• Profile Settings - Your personal information
• Appearance Settings - Theme (light/dark mode)
• Password Settings - Change your password
• MFA Settings - Multi-factor authentication

Communication System

Navigate to Communications to set up:

• Message Templates - Automated messages for students
  • Welcome messages for new students
  • Class reminders
  • Attendance notices
  • General announcements
• Email Integration - Configure email/SMS communication
• Message History - Track all sent communications

Additional Data

Navigate to Tables to create:

• Awards - Recognition categories (Student of the Month, Perfect Attendance, etc.)
• Products - Equipment and merchandise (uniforms, protective gear, school merchandise)
• Classes - Class schedules and sessions
• Students - Student enrollment and information

User Management

Navigate to Menu → Users to:

• Create user accounts for staff (Directors only)
• Assign roles (Director, Administrator, Instructor)
• Manage permissions and access

Understanding the Onboarding Guard

MartialFlow uses an Onboarding Guard to ensure all schools complete the Quick Setup process:

How It Works

• After email verification, checks if Quick Setup is completed
• Redirects to /pages/quick-setup if not completed
• Blocks access to main features until setup is done
• Allows access to Settings and Payment routes during setup

What You Can Access During Setup

Even before completing Quick Setup, you can access:

• Settings pages (Profile, Appearance, Password, MFA)
• Payment and subscription pages
• Company/tenant configuration

After Completion

Once Quick Setup is completed:

• Full access to all MartialFlow features
• Dashboard, tables, forms, registers, communications
• Customization and analytics (based on subscription)

Verification Checklist

Before starting to use MartialFlow actively, verify:

1. ✅ Quick Setup Completed - All 4 steps finished
2. ✅ School Information - Name, location, and contact details are correct
3. ✅ Clubs Created - At least one training location configured
4. ✅ Belt System - Belts are in correct order and properly configured
5. ✅ Feature Settings - Preferences match your school's needs
6. ✅ Theme Settings - Appearance configured as preferred

Optional Post-Setup Tasks

Consider completing these for a fully operational school:

1. ✅ Create test student - Verify student management workflows
2. ✅ Create test class - Ensure class scheduling works
3. ✅ Send test message - Verify communication system
4. ✅ Invite instructor - Test collaboration features
5. ✅ Review analytics - Check dashboard functionality

Common Setup Issues and Solutions

Issue: Redirected to Quick Setup When Trying to Access Features

Solution: This is expected behavior. Complete the Quick Setup Wizard to access the main application. You cannot skip this process.

Issue: Cannot Create More Clubs/Belts/Systems

Solution: You've reached trial account limits (20 clubs, 5 belt systems, 20 belts per system, 10 instructor groups). Delete unused items or contact support for limit increases.

Issue: Cannot Proceed to Next Step in Wizard

Solution: Ensure all required fields are completed (marked with asterisks or showing validation errors). Required fields must be filled before proceeding.

Issue: Changes Not Saving

Solution: Click the individual "Save" buttons for each section (School Details, Contact Info, individual Instructor Groups, etc.). Watch for success toasts confirming saves.

Issue: Cannot Delete Belt System

Solution: Belt systems containing belts cannot be deleted. First delete all belts within the system, then delete the system itself.

Issue: Feature Settings Not Showing

Solution: Feature settings are configured in Step 3 of Quick Setup. If you need to modify them later, navigate to Settings → Feature Settings (permissions required).

Getting Help

If you encounter issues during setup or have questions:

• Check this documentation for guidance on specific features
• Review the Troubleshooting Common Issues guide
• Ensure you have appropriate role permissions for the actions you're trying to perform
• Contact MartialFlow support for assistance

Welcome to MartialFlow! Your school is now ready to manage students, track attendance, and grow your martial arts community.