Features

Students & locations

• Multi-location enrolment — students train at one or more dojo sites with exactly one primary (home) dojo
• Photos, attachments, guardian and emergency contacts, structured addresses with an org-wide default country
• Disciplines assignment — a student's rank lives per discipline, globally across all locations teaching it
• Statuses for the full lifecycle: trial, active, inactive, alumni; CSV import/export for migrating schools

Classes & schedule

• Trainer roster with optional login accounts — guest instructors never need one
• Trainer verifications — school-defined credential types (working-with-children checks, first aid, insurance…) with numbers, expiry dates, scanned documents, status badges, and expiry reminders
• Courses tied to exactly one location and one discipline, with recurring weekly training times
• Sessions auto-generated two weeks ahead, idempotently; a weekly timetable view per location
• Location moves keep attendance history intact (the location is stamped on each session)

Attendance & QR check-in

• Attendance sheets per session: Present, Late, Excused, Absent — with bulk marking and one-click check-in
• An attendance browser listing every session past and upcoming with marked/trained counts, so history is always reachable
• Printable branded attendance PDF per session
• No-login QR check-in pages per location, secured by a revocable token
• Check-ins feed belt eligibility automatically (Present and Late both count)
• Students with overdue invoices can be suspended from check-in automatically

Belts & gradings

• Per-discipline belt ladders — Karate and Jujitsu students progress independently
• Cumulative eligibility: every trained session across all courses of a discipline counts toward the next rank
• Threshold per belt, set once on the ladder; instructors can override for make-up gradings
• Full promotion history with denormalised names/colours so records stay readable through ladder reorganisations

Historical import

• Per-student "add past attendance" backfill sheet (creates missing past sessions automatically)
• Attendance CSV import — idempotent, row-level errors reported, never auto-creating students or courses
• Belt-history CSV import per discipline, with backdated awards

Memberships & payments

• Plan builder with billing periods and pricing per plan
• Enrollments, auto-generated recurring invoices (optionally tagged to a location for per-location revenue)
• Manual payment recording — cash, transfer, terminal — with a full payment history per invoice
• Overdue tracking with configurable due windows, automatic check-in suspension, and payment reminder emails

Communication

• Scheduler-driven reminders: upcoming class, payment due/overdue, birthdays, and trial follow-ups
• Every reminder individually toggleable with its own timing window
• Editable subject/body templates with tokens, and a sample-send to test your SMTP setup
• Email log with statuses and one-click retry; failed sends surfaced on the dashboard

Trials & member portal

• Public trial-booking page at /book — rate-limited and honeypot-protected, creates a trial student with a chosen class
• A lead pipeline (New → Contacted → First class → Converted/Lost) with guarded stage transitions and conversion stats
• Staff-emailed magic links (hashed tokens, 30-day expiry) to a member portal: progress, belts, upcoming classes, attendance, invoices, and balance — plus digital signing, PDF downloads, self-service contact updates, and email preferences

Analytics

• Overview counters, weekly attendance trend with location filter, and monthly recorded revenue
• At-risk retention list surfacing students whose training has lapsed
• Members-per-location breakdown
• Reports — per-student attendance rate, birthdays & training anniversaries, revenue by plan with an estimated monthly recurring revenue, each exportable to CSV

Documents & consent

• A school-managed set of versioned agreements — the seeded privacy notice, informed consent, and safety expectations are placeholders; add/rename/disable/delete documents under Admin → Documents. Saving an edit creates a new version and requires members to re-sign
• Digital signing through the member portal (confirmation + typed name, date recorded) with a staff-recorded paper fallback and printable branded forms
• Compliance page listing every member with an outstanding signature, plus optional scheduler reminders and an optional check-in gate
• Health & medical section on the student record (medications, conditions, injuries) gated by a dedicated PHI permission
• Incident reports / accident book — dated, severity-rated incidents optionally linked to a student and location, with open/closed tracking and a per-student history

White-label branding

• Your organization name across the staff shell, browser titles, public booking page, member portal, check-in screens, PDFs, and the token in email templates
• Light and dark logo variants — the app switches automatically with the theme, including login and public pages; emails use your primary logo or the dark variant on a dark plate
• Your colours and layout — primary/secondary colours, corner radius, and content width for the staff UI; brand colours apply to the light theme, while dark mode keeps its contrast-tuned palette
• Your booking copy — replace the public booking headline and description; the dojo name sits above it automatically
• Email identity — From name/address, email logo, and fully editable subject/body templates
• Branded PDFs — organization name and primary logo on invoices, report cards, attendance sheets, and printable agreements; invoices also use the primary accent colour for status
• Custom domain — deploy behind your own hostname and set APP_URL; TLS and routing live at the reverse proxy
• Clear boundaries — runtime white-labeling, not arbitrary CSS/HTML injection; the source repository and docs remain Mitch‑Dojo, under AGPL-3.0

Languages

• Twelve languages ship today: English, Spanish, Portuguese, French, German, Italian, Japanese, Korean, Chinese, Arabic, Hindi, and Russian
• A school-wide default in Admin → General, plus a per-device selector; switching is a soft refresh that keeps unsaved form values
• Staff UI, auth screens, public booking, member portal, QR check-in, automated emails, and PDF labels are translated
• Authored content — email templates, agreement documents, plan/course names, notes, custom role names — stays exactly as written
• PDFs bundle Noto Sans families for Latin/Cyrillic, Arabic, Devanagari, and Japanese/Korean/Simplified Chinese; Arabic/Hindi shaping and Arabic RTL pagination are best-effort
• The ten languages added after English/Spanish are initial machine-assisted translations; native review is welcome

Platform

• Single sign-on — Microsoft Entra ID, Google, or any OpenID Connect provider; first sign-ins auto-provision passwordless accounts; SSO-only mode with a single-use break-glass URL for emergencies
• RBAC — three seeded system roles (Admin, Trainer, Viewer) plus custom roles over 24 fine-grained permissions (incl. PHI-gated medical visibility); gated controls are hidden, never greyed out
• Audit log — every state-changing admin action logged, with retention pruning
• Dual-mode database — PostgreSQL server or embedded PGlite; one schema, one migration set, a single environment variable to switch
• Scheduler — built-in 5-minute job runner (reminders, pruning, orphan-file sweep) or trigger it externally via a secured cron endpoint