Eight things, done properly

Free-trial booking

The booking page shows the next two weeks of trial-eligible classes with live headcounts. Picking a class holds the spot in one database transaction, so the last spot goes to exactly one person.

A parent can book for a child: the attendee has a date of birth, the schedule filters to age-appropriate programs, and the waiver captures the guardian attestation.

Prospects get a resume link by email. If they stop halfway, they can come back; if the link expires, they can ask for a fresh one.

Digital waivers and membership agreements

Each academy assigns one waiver for trials and one agreement for memberships. Start from the platform template or write your own in Markdown with a live preview; publishing locks the text and records its hash.

A signature stores who signed, for whom, the exact template version, the time, and the network address. The PDF is rendered to private storage and attached to the confirmation email.

When you publish a new version, everyone whose last signature is on the old one signs again at their next visit. Nothing to chase.

Memberships and billing through Stripe

Plans are yours to define: unlimited, two days a week, kids, a household plan with per-person tiers, discounts for first responders, teachers, and students, add-ons.

Money goes straight to your own Stripe account. Underhook HQ never sees a card number and takes no cut of your dues; you pay Stripe its standard rate.

Failed payments retry on a schedule and suspend the account if they keep failing. The front desk sees who is awaiting payment on the members list today; self-serve billing is what early access adds.

Embeddable class schedule

Edit the schedule once. It appears on your site, in the trial-booking flow, and anywhere else you paste the tag. The widget is a small web component with no framework attached.

Colors and the accent follow your academy settings. Programs are color-coded; hidden programs stay hidden; members-only classes can be labelled as such.

Planned: iCal feeds for members and coaches, and a lobby display of today's classes.

Check-in and attendance

The today view lists every class with its reservations and whether each person has a current signature. Coaches check people in with one tap; no-shows are recorded too.

Attendance becomes a real count rather than a guess, which is what belt tracking and at-risk alerts need later.

Planned: a tablet screen for the front desk and one-tap check-in links inside class reminders.

Belt and stripe tracking

Every promotion is a record: belt, stripes, date, who awarded it. The roster shows time in grade and classes attended since, so the conversation about the next stripe starts from facts.

Kids belts and adult belts are separate ladders. Transfers from another academy can be entered with their history.

Kids and families

A parent signs up once and adds the kids. Each child has their own attendance, waiver, and (later) belt history; the household shares one plan and one bill.

Class listings filter by age, so an eight-year-old is never offered the adult no-gi class and the guardian attestation is always on the right signature.

Owner dashboard

The console home is the day at a glance: reservations today, trials this week, waivers not yet signed, PDFs that failed to render, active and pending memberships.

A needs-attention list and a recent-activity feed sit under the numbers. Every change by staff is logged with their email, so there is always an answer to "who did that".

Staff have roles: owners manage people and settings, admins manage templates and programs, coaches run the day. Sign-in is by email through Cloudflare Access; no passwords to reset.