Upon purchase, you should have been redirected to setup your organization. If you weren't and exited out of the screen too soon, please login and chalkitpro.com with the email you used to purchase. It should redirect you to setup your organization.

If your organization was created, you can confirm and/or edit the details in the Organization Profile & Settings page in the app: https://app.chalkitpro.com/orgprofile

Once you submit the form in the link above, you’ll receive an email at the address provided on the form. This email contains a link to complete your payment processor application.

Important timing details:

If either of these deadlines pass, the application process will need to be restarted.

When you receive your link for the application, included will be an application checklist for you to gather the information needed to complete the application. If you have all of the information needed to complete ready, the application will take ~5 minutes.

To start accepting payments through Chalk It Pro, your API keys must first be connected from your Chalk It Pro Payments account. This happens after your application is fully approved and your account is active.

✅ We’ll notify you as soon as everything is ready.

While you wait, feel free to finish setting up your Chalk It Pro account. You can configure everything in advance so you're ready to accept payments the moment activation is complete.

If you're transferring saved payment methods from a previous processor:

You can access your Stax account and customize the branding and team settings:

You have the ability to turn on email notifications for online payments, refunds, failed payments, and disputes. Turn on, add your email address, and cc/bcc any of your gym admins.

Upon completion of your account set-up, you will receive an email in ~7 business days to complete your PCI Compliance Application. This is necessary step required by the credit card companies themselves, not Chalk It Pro. If you do not become PCI compliant, there is a monetary penalty of $50 per month you are not compliant. See our Help Center below for more information on PCI Compliance.

Here is a link to some basic knowledge regarding your payment processor merchant account:

We have a Help Center collection of articles on basic merchant operations. You can find that at the link below:

You can invite your coaches or other admins to join the app and start exploring. This step is optional but recommended for collaboration.

💡 This process can also be covered in Step 11 of our guide.

📌 Click below for the full SOP on creating Coaches and Admins.

Before moving forward, decide how you want to migrate your clients' payment information. Choose Option A or Option B below.

Chalk It Pro Payments is powered by Stax. If you see Stax referenced, it's just the company hosting out payments system.

If you haven't done so, please fill out this brief form and give us a heads up your intentions on Payment Method Migration:

The payment method migration process takes 7–14 business days upon submission for import. If you're planning to migrate your payment methods, we recommend reaching out to your current software provider as soon as possible to begin the process.

There are a few important things to consider before getting started:

To ensure a successful migration, please keep the following requirements in mind:

There are two ways the file can be transferred to Stax:

Not sure which applies to you? Reach out to us at support@chalkitpro.com and we can help.

Once you receive the migration data file from your previous processor, forward it to support@chalkitpro.com along with your name and gym name so we can submit it to Stax on your behalf.

If you need help requesting an export from your previous processor, don't hesitate to reach out to us at support@chalkitpro.com.

If you prefer not to migrate payment data, you can ask customers to manually enter their billing details into CHIP.

✅ How it Works:

📌 If you choose this option, there’s nothing you need to do right now. We’ll guide you through the invitation process later (Step 11b).

Once you're Stax account is connected, it's best practice to add the tax rates first (if applicable). This will allow you to add the tax rates to Memberships and Store products as you go through setup.

Tracks help define who has access to different programs within your gym. Think of them as categories that separate members, memberships, classes, and workout programs.

📌 Example:
You offer a Bootcamp class and a Bootcamp-only membership. By assigning this membership only to the Bootcamp track, members with this plan can only check in to Bootcamp classes.

✅ Workout Programming – Assign different workouts to different tracks for customized programming.
✅ Class Calendar Management – Use tracks to organize and schedule classes efficiently.
✅ Unlimited Customization – Create unlimited tracks based on your gym’s needs.
✅ Additional Revenue Streams – Use tracks to manage offerings like Personal Training, Nutrition Coaching, or Specialty Programs.

By utilizing tracks effectively, you can streamline access control, improve class organization, and expand your gym’s services! 🚀

Create any waivers, contracts or documents for your Organization that you want people to sign digitally.

Documents can be assigned to all new members, assigned individually, or assigned to a member via a Membership.

Examples:

Check out the SOP for details and instructions on how to create documents.

Plan out your different Memberships options (Recurring, Punch cards, and Drop Ins) and then visit our collection for setting up each different type of membership.

Noteworthy: If you offer free memberships to your coaches (or any members) it is still advisable to set them up on a $0 recurring subscription so that if you defer item purchases from your store they can be collected in a timely manner.

If you watched the video 'Setting up Recurring Payment plans and Coupons for Memberships', you'll have already seen how to create Coupons and Discounts for memberships.

Here, we'll dive into managing those coupons and create additional coupons for things like store items or other discounts for memberships.

Plan out your Classes and Create recurring classes

Check out the SOP below for details on how to setup your classes:

Create your Store Products --> Create any physical products you will be selling

We can create your members ahead of time without sending invitations.

This allows you to set up everything in advance for your members. (payments, memberships, etc). You can ask them to register and get access to the platform later.

Short answer:

DOWNLOAD AND SEND A CSV SPREADSHEET of your members to support@chalkitpro.com with subject line Member Import.

Rules:

There are MANDATORY columns and OPTIONAL columns of data that you can import. Headers of the columns of data are text sensitive - titles of columns must read as they are below:

Mandatory Columns:

Email

First Name

Last Name

Optional Columns:

Phone Number

Birth Date (mm/dd/yyyy)

Member Since (mm/dd/yyyy)

Gender (M/F)

Attendance Count

Address Line1

Address Line2

City

State

Zip

Country

Keep in mind that columns can not be combined - ex: Name (Tony Stark) needs to be in separate columns First Name (Tony) and Last Name (Stark).

*An option to you is to download your member data, download the member template below, and paste the info into the appropriate columns. See video below for example. Then save it as a .csv file and send to support@chalkitpro.com with subject line "Member Import".

Don't have a file to import? No problem...

There are many ways to get members into your system:

This method below is a way for the members to manually enter their personal information AND billing information without assigning a paid membership. It's done through a free punch card, but will generate all the information needed for you to assign their paid membership.

If you are transferring customers payment information from another provider, you will receive a confirmation from us when the migration is complete (step 4).

Once the migration is complete, we will make sure your customers payment methods are linked to their profiles in CHIP.

No action needed on your end for this part. But if you have any questions, let us know - support@chalkitpro.com.

If you are asking members to manually re-enter their payment details, now is the time to have them register for the app and complete the process under their ‘Billing’ area.

Here's how you can get your members to manually get their payment method and billing information in the system:

Once your customers have a payment method in the system you can begin assigning them memberships.

You can also use this as an opportunity to choose your Coaches and Admins. You've navigated getting everyone over into CHIP, now you can just access their profile and choose 'Y' for each Coach and/or Admin.

Once you've created your members in the system, you can send email invites for your members to register for the app.

Please be advised we can currently only import from SugarWOD, Wodify, ZenPlanner, and Triib Xplor.

This link will show you how to import your old workouts from your old system.

This link will show you how to import your gym's user results from your old system.

This link will show you how to import individual results from your old system.

There is a major difference between Gym's User Results and Individual User Results. Software like Wodify and Triib export the entire gym's results for you to import into CHIP. Software like SugarWOD only allow the user to export their personal results. So we have two methods to support both. Please read carefully. If you'd like us to do the import or need assistance, please email support@chalkitpro.com.

If you've granted your members access before assigning memberships, they will not be able to see workouts or the class schedule.

If you've granted them access to get their payment information into CHIP, once you see the "No Payment Method" tag drop off their profile, you can assign them a membership. If you've migrated payment methods from your old platform, you can start assigning memberships before granting your members access.

More than likely, you're picking a date to "launch" Chalk It Pro and stopping payment through your old software. We want to get your members in there, play around a bit, message through Chalk Talk, get excited to for the new system! Even if you're a new gym, you may want members to start playing around in the app before launch date.

So what we do is grant them a "Free Trial" to access workouts and class schedule before their next bill date - which would be the next bill date from your old system.

OR the date you're launching your new gym and when you want payments to start.

Step 1 - Select Membership

Step 2 - Select Payment Plan

Step 3 - Click "Add Free Trial" and select date you wish payment to start

Step 4 - Confirm the invoice by clicking "Next: Adjust Pricing". Take note of dates and pricing to make sure it's correct.

Step 5 - Click "Create Membership"

Set a Future Start Date: Creates a membership to start at a future date without granting them access immediately. Will charge them on a date selected.

Back Date: Creates a prorated invoice from a date in the past they started on to present date AND charges them the normal membership price.

Creates a prorated invoice if you're looking to adjust permanent billing cycle date (ex - current date is the 18th and you want their membership to bill every month on the first - choose this option and select date)

Will allow you to choose an end date of the membership

OR

end after __ amount of billing cycles

Here is a series of articles in our Help Center about Programming: https://intercom.help/chalk-it-pro/en/collections/11183206-track-programming-workout-programs-faq

Programming for classes, PT clients, etc is done out of Track Programming under the Coaches menu.

A place for Members/Athlete's to program their own workouts is Workout Builder: https://intercom.help/chalk-it-pro/en/articles/10054116-how-do-i-create-my-own-workouts-as-an-athlete

For those of you that would like to explore or have explored the option of getting programming from our Marketplace, you can find a series of articles from our Help Center here: https://intercom.help/chalk-it-pro/en/collections/11014887-marketplace-programming-faq

Below is a link of some helpful tips and knowledge bombs as you get started:

Here's a Quick Guide for members to help introduce them to the app: https://intercom.help/chalk-it-pro/en/articles/10354698-quick-tour-for-members

Here's a two full collection of articles to help athletes better navigate the app or to help you better answer questions from members:

Here's a collection of articles that will help Admins and Coaches get the most of the app: https://intercom.help/chalk-it-pro/en/collections/10615792-admin-coach-faq

Next, get the word out! Here's a few flyers to post around your gym: