Setting Up Your School Profile

Overview

Your school profile in MartialFlow is managed as a school entity within the system. This guide will help you create and configure your school information using the Tables and Forms interfaces.

Prerequisites

• You have Director or Administrator permissions
• You have completed the First-Time School Setup
• You have access to your school's basic information

Accessing School Management

Navigation Path

1. Navigate to Tables in the main menu
2. Click "Schools" from the entity list
3. Click the Create button (+ icon) to add your school

Alternative path:

1. Navigate to Forms in the main menu
2. Select "Create"
3. Choose "Schools" from the entity list

Creating School Entity

School Creation Form

Complete the school creation form with the following information:

Required School Information

1. School Name

   • Official name of your martial arts school
   • This will appear throughout the system
   • Used in communications and reports

2. Description

   • Brief description of your school
   • Include martial arts styles taught
   • Additional school information

3. Contact Information

   • School phone number
   • Email address for communications
   • Other contact details as required by the form

4. Address Information

   • Complete physical address
   • City, state, and postal code
   • Any additional location details

Form Completion

1. Fill in all required fields marked with asterisks (*)
2. Enter accurate contact and location information
3. Provide a clear description of your school
4. Review all information before saving
5. Click Save to create the school entity

Managing School Information

Viewing School Details

After creating your school:

1. Navigate to Tables → Schools
2. Find your school in the list
3. Click to view detailed information
4. Use Edit to modify school information

Updating School Information

To update school details:

1. Go to Tables → Schools
2. Click Edit or Update for your school
3. Modify the information as needed
4. Save your changes

Alternative update path:

1. Navigate to Forms → Update
2. Select Schools
3. Choose your school from the list
4. Update the information and save

Setting Up Club Locations

Creating Club Entities

If your school has multiple locations or branches:

1. Navigate to Tables → Clubs
2. Click the Create button (+ icon)
3. Enter club information:
   • Club Name - Location identifier (e.g., "Downtown Branch", "North Location")
   • Address - Physical location address
   • Contact Details - Location-specific contact information
   • Description - Additional details about this location

Club Management

• Multiple Locations - Create separate club entities for each location
• Location Organization - Organize classes and students by club/location
• Contact Management - Maintain location-specific contact information

User Interface Customization

Appearance Settings

Individual users can customize their interface:

1. Navigate to Settings → Appearance Settings
2. Choose between:
   • Light Theme - Traditional light interface
   • Dark Theme - Dark mode for reduced eye strain
3. Save preferences

System Theming

• User-Controlled - Each user sets their own theme preference
• No Global Branding - No centralized logo or color scheme management
• Standard Interface - Consistent MartialFlow interface across all users

System Settings Configuration

Profile Settings

Users can manage their personal settings:

1. Navigate to Settings → Profile Settings
2. Update personal information:
   • Name and contact details
   • Role information (view only)
   • User preferences

Password and Security

Users should configure security settings:

1. Password Management - Settings → Password Settings

   • Change account password
   • Set strong, secure passwords

2. Multi-Factor Authentication - Settings → MFA Settings

   • Set up additional security
   • Use authenticator apps
   • Enhance account protection

Communication System Setup

Message Templates

Set up communication templates for consistent messaging:

1. Navigate to Communications → Templates
2. Click Create to add message templates
3. Create templates for common communications:
   • Welcome messages for new students
   • Class reminder notifications
   • General announcements
   • Follow-up messages

Communication Management

• Send Messages - Use Communications → Send for direct messaging
• Message History - View past communications in Communications → History
• Template Management - Organize and manage templates effectively

Verification and Testing

Verify School Setup

After creating your school entity:

1. ✅ School Information - Verify name and description are correct
2. ✅ Contact Details - Ensure phone and email are accurate
3. ✅ Address Information - Confirm location details are complete
4. ✅ Club Locations - Set up additional locations if needed

Test System Access

1. View School List - Check Tables → Schools shows your school
2. Edit Functionality - Test updating school information
3. User Access - Verify all users can see the school context
4. Navigation - Ensure school information appears correctly

Data Organization

Entity Relationships

Understand how school data connects:

• Schools - Your main school entity
• Clubs - Multiple locations/branches
• Students - Associated with schools and clubs
• Classes - Organized by location and school
• Users - Operate within school company context

Multi-Company Structure

• Company Isolation - Complete data separation between schools
• School Context - All operations scoped to your school
• User Permissions - Role-based access within your school
• Data Security - Protected multi-company architecture

Next Steps

After setting up your school profile:

1. Creating Your First Users - Add staff and instructors
2. Basic Navigation Guide - Learn the interface
3. Student Management - Begin managing students
4. Class Management - Set up your class schedule

Getting Help

For school setup assistance:

• Review the First-Time School Setup guide
• Check Understanding User Roles & Permissions
• Ensure you understand the Tables and Forms interfaces
• Contact support for multi-location or complex setups

Setting up your school entity properly in MartialFlow provides the foundation for organizing students, classes, and users within your martial arts school's dedicated company space.