Club settings

The Leadspage (Dashboard > Leads, under Members) captures everyone who tries to join your club on their own and lets you design what happens when they do. A lead is created the moment someone submits your intake form or completes a join, so a prospect who drops off halfway is still a contact you can call. A pipeline is the join funnel itself: the steps a prospect walks through, built on a visual canvas. People you invite or add to the roster yourself always skip pipelines, since you already vetted them; they still appear in Leads as converted for a complete record.

There is exactly one join action in FencR: your join URL, fencr.app/join/your-club. An entry point is not a different destination; it is a different door into that same URL, and each door stamps the visitor with where they came from. That stamp is what decides which pipeline runs and what your Leads table reports as the source:

• Embed button:the Join button you paste on your club's own website with one snippet of code. It is simply your join URL dressed as a button, pre-stamped as coming from your site.
• Direct link: the naked join URL, shared by you: an Instagram bio, a QR code at the front desk, a flyer. Opening it starts joining immediately.
• Find a Club:FencR's public directory of clubs. This is someone comparing clubs who picked yours; they usually do not know you yet.
• Club page: your public profile at fencr.app/club/your-club. This is someone who already found you, joining from your page.

Each entry point can be assigned to only one pipeline. Surfaces without a pipeline keep the plain join behavior: account creation, then membership.

Invites are not an entry point. An invite email links to a personal, one-time URL that accepts that specific invitation; it never touches the join URL, so it never runs a pipeline. The rule of thumb: know the person, send an invite from the Members page; recruiting the public, share one of the four doors above.

On the Pipelines tab, click New pipeline. A guided setup asks four plain questions (where should it run, include an intake form, collect a payment, place them into a practice) and assembles the pipeline live on the canvas as you answer. Prefer full control? Choose Start from a blank canvas and add steps yourself from the plus buttons on the wires.

Click any node to open its settings. Available steps, all optional and removable:

• Intake form: a full form builder with short answer, paragraph, single select, multi-select, dropdown, true/false, and number questions, plus an optional description under each. Name and email are always asked first. A live preview shows exactly what the prospect sees. Start from our template (phone, role, children and ages when the signer is a parent) or blank.
• Payment: an administrative fee, enrollment in a plan, or both. We recommend a free plan here, like a $0 one-lesson pack, so new joiners book their first practice through your normal credit system. On approval-gated pipelines the fee also asks when it is due: after approval (billed when they join, the default) or before review (an application fee, see the next step).
• Practice placement: you pick the recurring practice new members land in. Members never choose their own practice in this flow, and prospects never see your schedule.
• Confirmation: the welcome email to the new member and the email alert to your admins. Remove the step and no welcome email is sent.

Turn on Require approvalin the builder's entry points panel and the funnel stops at an "Application received" screen: nobody self-joins, no matter which door they came through. You decide from the Leads tab. Approve adds them to your roster and sends the invite; they become a member when they accept. Deny archives the application and offers to send them a short decision email you can edit (or untick to deny quietly). Approved applications show an Approved state until the person accepts.

If your payment step charges a fee, choose before review to make it an application fee: the applicant is asked to create their FencR account and pay right after submitting the form, their invoice is also emailed to them, and a reminder banner follows them in the app until it is settled. Each lead then shows a Fee paid or Fee due chip so you review with payment in hand. Payment never blocks your decision, and a fee paid up front is never billed again at join.

The Leads tab shows every lead with its source, status (new, contacted, converted, archived), and a stage tracker that fills in automatically: filled out form, created account, paid, first practice, full member. Columns sort with a click, including your own form questions, and the summary cards up top show month-over-month trend arrows. The Reviewaction opens the lead's detail view, where approve, deny, and email live. Send emailopens a message pre-drafted from your pipeline's template, with personalization inserted by buttons (first name, club name, next practice) rather than codes to memorize; edit it freely, and replies come to you. Conversion is automatic: when a lead's email joins your club, their status flips to converted on its own.

Track total sessions, bookings, unique athletes, and cancellation rates. View attendance trends over time, see which weapons are most popular, and identify athletes with the most bookings. Cancellations are broken down by notice period (same day, 1 to 3 days, 3 to 7 days, 7+ days) so you can identify patterns. The Practice tab also includes Coaching Activity: a leaderboard of sessions each coach led or assisted, with a per-coach drill-down by student and class. Each member’s detail view adds a matching Lessons and coaches breakdown, and coaches see their own numbers on the My Coaching page.

See your total active members, growth over time, and retention rates. View a breakdown by role (athletes, coaches, parents) and track new sign-ups versus departures.

Track total collected revenue, outstanding balances, and overdue invoices. View monthly revenue trends, payment speed distribution (how quickly invoices get paid), and a breakdown by payment status. See your top payers and overdue aging buckets.

Revenue is also broken down by invoice line type(session fees vs. membership plans vs. custom) and by coach, so you can see which coaches and which product lines are driving income, not just the total.

Use the date range picker at the top of the Practice and Revenue tabs to focus on a specific time period. Membership analytics show all-time data by default.

When you click Send on an invoice, the payer receives an email with the invoice details, amount due, and due date. If Stripe is connected, the email includes a Pay Now button linking directly to the secure checkout page.

When you invite a member (athlete, coach, or parent), they receive an email with a unique link to accept the invitation and create their account. Pending invites can be resent from the Members page.

The booked athlete receives an email confirmation however the booking was made, whether they booked themselves, a parent booked them, or a coach assigned them; for a minor, the confirmation goes to the linked parent. They are also notified when a session they are booked into is cancelled.

Your staff are told in the app rather than by email. Every booking and cancellation notifies your admins and that session's lead and assistant coaches, with the staffing named in the notification, so nobody has to watch the calendar and coaches are not emailed for sessions they are not on.

After a successful payment (via Stripe Checkout), the payer receives a confirmation email. This is handled by Stripe directly using their receipt system.

From the Members table, click a member to open their detail panel and select Compose Email, or right-click a row for the quick context menu. The Compose panel includes a rich-text editor with formatting, links, and lists. The email is sent on behalf of your club's display name and stored in the member's message history.

Click Broadcast at the top of the Members page to open the Broadcast Email modal. You can target everyone, a specific group, or hand-pick recipients. Each recipient gets the message individually (no exposed To: list), and members who have turned off non-essential emails are skipped automatically. To email by training location, filter the Members table by location and use the bulk email action.

Dashboard > Club Settings is split into six tabs: Club profile (name, logo, description, weapons, time zone), Locations, Lessons & booking, Getting paid, Public page, and Your data. Each tab has its own link, so you can bookmark or share the exact one you need.

Everything saves as you go. There is no Save button to hunt for: toggles and options apply immediately, text fields save a moment after you stop typing, and the header tells you when it last saved. Changing your club URL is the one exception, since it breaks published links, so it asks you to confirm.

On the Public page tab, toggle visibility on. Your club becomes discoverable at fencr.app/club/your-slug, and the header shows a live Page live or Page hidden status at a glance.

Your public page displays your club name, location, weapons offered, and a description. Visitors can request to join your club directly from the page.

Your club slug was set during onboarding. To change it, open Club Settings > Public page and edit the URL. Because old links stop working the moment it changes, this is the one field that asks you to confirm before it saves.

The Public pagetab includes ready-made embed snippets: a schedule widget and a join widget you can copy and paste into your club's own website as an iframe. Visitors browse your live schedule or start the join flow without leaving your site, and the widgets stay in sync with FencR automatically.