Welcome to CHALK IT PRO (or CHIP as most of our clients like to call us)!

We are glad to have you on board and have put together this brief guide to help you get started.

Please refer to our help center for more in depth guides on all topics.

Here is more information on scheduling your onboarding calls:

The following are the recommended steps to follow for new clients using the class scheduler and billing module in CHIP:

Set up your Organization Profile in the app: https://app.chalkitpro.com/orgprofile

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 12 of our guide.

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

The next step is to connect your Stripe account to CHIP.

📌 Click below for step-by-step instructions on completing this process.

If you already have a Stripe account with a provider like Push Press or Wodify, follow these steps to create a new account within Stripe:

If your current software provider also uses Stripe as their payment processor, DO NOT reuse the same Stripe account for CHIP. Reusing an existing Stripe account can cause issues.

✅ Best Practice: Create a new Stripe account and request your previous provider to migrate your members’ payment information into your new account (Step 4).

Once your Stripe account is successfully linked, after sending us developer access, you will receive a confirmation email from us. You can then proceed with setting up:

💡 We will cover how to link CHIP member profiles to their Stripe payment profiles in a later step.

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

At this point, you should have already created a new Stripe account. If you haven’t, refer back to Step 3a to create an account and invite the Dev Team to link CHIP with Stripe.

📩 Sample Email to Request Migration

Subject: Request to Migrate Customers to New Stripe Account

Hi Support Team,

I would like to request a migration/copy of my customers from your platform to my new Stripe account.

Could you please log in to your Stripe master account and process the transfer for (YOUR ORG NAME IN THEIR SYSTEM) to my new destination account below?

Destination Stripe Account ID #: (FILL THIS IN, e.g., acct_XXXXXX)

Thank you for your prompt attention!

💡 Pro Tip: While the migration is in progress, continue with the next steps in the setup process to save time.

📌 If you have any issues, feel free to cc: support@chalkitpro.com in your communications, and we’ll assist as needed.

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.

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 workout plans 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

Pretty easy step here if you want to import your old programming into CHIP. Click the link below.

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 (m/d/yyyy)

Member Since (m/d/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".

If you are transferring customers payment information from another provider, you will receive a confirmation from them once the migration is complete.

After the migration is accepted, you’ll need to link the Stripe customers to their corresponding members in CHIP:

Need help? Many users ask us to handle this step in case some members don’t link automatically. If you’d like us to do it for you and provide explanations for any unlinked members, just email 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 (Step 13 below).

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.

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

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

We have a support inbox if you need any further assistance after Onboarding: