Help

DojoTally Help

How to set up and use every part of DojoTally, step by step, with screenshots.

Getting started

Getting started: your first stepsThe eight steps Home walks you through to get your academy up and running, the best order to do them in and where to find each one.
Academy details, logo and colorsName, phone, address, language, date format, logo, colors and member card: all in Settings, under "How does your academy look?".
Moving your data from another system or a spreadsheetIf your data can be exported, we load your students, plans, schedule and balances. What to send, what moves over and what doesn't, and how the switch works.

Disciplines, categories and beltsThe Catalog sets up your academy's structure: what you teach, for which ages, belts in order, and family groups with discounts.
Schedule: your class timetableHow to add the week's classes with their coaches, capacity and ages, and how to cancel a class or the whole academy while notifying students.
Team: coaches, front desk and permissionsHow to invite coaches and front desk staff, what each role can do, how to build your own roles and what each person's verified WhatsApp is for.
Kiosk and member card: every student checks in on arrivalHow to set up a tablet at the entrance to take attendance, how students check in (PIN or member card with QR) and who the kiosk lets through.

Signing up a student and their profileHow to add a new student with their plan, belt and waiver, and what you'll find in the student list and in each student's profile.
Online sign-up and waiverThe link that lets new students sign up from their phone, what details to ask for, custom fields and the liability waiver signed online.
The student portalWhat each student sees in their portal (account, fees, payments, schedule and shop), how they get the link and how they pay from there.
Attendance, absences and retentionWho came each day, how to add attendance by hand, following up with students who stop coming, and your academy's retention numbers.
Promotions: stripes and beltsThe requirements for each belt, the list of who's ready to be promoted based on attendance, how to promote, and the history.

Plans: what each student paysHow to create monthly, quarterly or yearly plans and class packs, with their price, discipline, category, days per week and reference price.
Automatic fees, late fees and fee noticesHow to have fees created automatically, when they're due, late fees, taxes, drop-in classes and fee notices on WhatsApp.
Payments, fees and overdue membersHow to record a payment, see pending and overdue fees, validate receipts and remind people who owe from the academy's WhatsApp.
Getting paid with MercadoPago and automatic debitHow to connect your academy's MercadoPago account so students can pay online, and how to offer automatic debit for the monthly fee.
Getting paid with Stripe (restricted key)How to connect your own Stripe account with a restricted key to take card payments in over a hundred currencies. The money goes straight to you.
Getting paid with Authorize.netHow to connect your Authorize.net account (US academies) by pasting its three keys, to take card payments straight to your account.
Getting paid by bank transfer and validating receiptsHow to add your bank transfer details (alias, CBU, IBAN, Pix), where they appear and how to validate the receipts students send on WhatsApp.

Connecting WhatsAppHow to connect the academy’s WhatsApp: the recommended option (API only), sharing the number with the WhatsApp Business app, the 14-day limit, and how to move from one to the other.
Connecting Instagram and FacebookHow to connect your academy's Instagram account and Facebook page so the agent answers direct messages and everything lands in the Inbox.
The agent: your front desk on WhatsApp and InstagramWhat the agent does, how to turn it on and off, how to pick its name and personality, what to tell it about your academy, and how your team gives it orders.
Notices, texts and bulk messagesHow to edit the text of each automatic notice, what Meta templates are, and how to send a message to a group of students.
Inbox: WhatsApp, Instagram and Facebook in one placeHow to see and answer messages from every channel, when the agent answers and when you do, and how to handle unread messages.
Trial classes and the lead funnelHow trial classes get booked (by the agent or your team), the automatic notices, and the Marketing funnel: where leads come from and how many sign up.
Referrals: reward students who bring someone inHow to turn on the reward for referring a new student, how big the discount is, whether you approve it by hand and where to see who brought whom.
Events: seminars and ticketsHow to create a seminar or event with a date, venue, price and capacity, and keep track of tickets sold and money collected.

Products, photos and stockHow to add shop products with photos, sizes, cost and stock, which photo works best, filter, and move your whole catalog with a spreadsheet.
Selling at the counterHow to make a sale at the front desk: pick products and sizes, who it's for, the discount, how much they pay now, and the monthly summary with margin.
Online shop: sell online with pickup or shippingHow to open the public shop, set up its banner, offer pickup or shipping, how people buy in two steps and how orders get delivered.
Special orders: items someone asked for that haven't arrived yetHow to log a special order (a gi in a size you're out of), let the student know when it arrives and turn it into a sale.

Screenshots come from a sample academy: names and numbers are made up.

Write to us and we’ll help you get it running.