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.

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

Invite your coaches or any other admins to join the app to begin exploring. (This step is optional)

To invite your coaches:

Go to the members page: https://app.chalkitpro.com/members

Look for the Create a New Member button. Click it and fill the form out for each coach.

After you create the account promote the Permissions to have Coach or Admin access.

Coaches get access to all menu items under the Coaches sub menu.

Admins get access to all menu items under both the Coaches and Administration sub menus.

We can also navigate through this in Step 12.

Click below for the SOP on creating Coaches and Admins.

Next up you will connect a Stripe account to CHIP

Please click below for instructions on how that process is completed.

If you already have a Stripe account with a provider like Push Press or Wodify, you can simply "create a new account" by clicking your gym's name at the top left of your Stripe page and click:

(then please follow the steps in the link above "Connect Stripe and CHIP" to help us connect your CHIP and Stripe accounts)

Once we have linked your Stripe account, you will get a confirmation email from us and can continue with setting up taxes, memberships, and store items.

*If you use the same Stripe account from your current provider, chances are that they will wipe the payment methods and billing information once you cancel your account. Best practice is to create a new account and have the payment methods and billing information migrated to a new account.

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

Decide how you will be migrating your clients payment info. Pick a. or b. below.

If your current provider uses Stripe for payment processing (Push Press, Wodify, etc) you can use the sample email below to send to their support team. Just fill in the parts in parenthesis.

If your current provider doesn't use Stripe, and in the event that they charge an absurd fee that you don't agree with or they can't do the migration, please refer to step 4b.

If this is your preferred route, you don't have to do anything at this moment. We will create and invite everyone to CHIP at a later stage. They'll access their account in the app and enter billing address and payment method (credit card, bank acct info, etc).

Tracks differentiate who has access to different programs within your gym. Think of it as a category you create to help separate members, memberships, classes, and workout programs.

When you create a membership, you assign that membership to which tracks you want those athlete's to have access to. If you have multiple class types, but don't offer access to all those class types under a specific membership, this will allow for the system to limit them access to only the classes assigned to their membership.

(Ex. - You offer an Bootcamp class and a Bootcamp only membership. You create a membership to only allow access to the Bootcamp class. Those athletes will only be able to check-in to Bootcamp class.)

You also use this for programming purposes. You can program different workouts for different tracks.

You also use tracks to build out your class calendar.

You can create unlimited tracks for your purposes.

These can be used for additional revenue streams outside of group classes

- PT, Nutrition, etc.

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

Documents can be assigned to all new members 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

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".

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