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Getting Started

This guide walks you through setting up your academy on TrainOS, from creating your account to inviting your first members.

Creating Your Account

To get started, visit the signup page and create your account with an email address and password. You'll receive a confirmation email — click the link to verify your account.

Once verified, you'll be taken to the onboarding wizard which guides you through setting up your academy in four steps.

Onboarding Wizard

1

Choose Your Path

Select whether you want to create a new academy or accept an invitation to join an existing one.

If you've received an invite from another academy, the onboarding wizard will automatically detect pending invitations tied to your email address, allowing you to accept them inline.

2

Academy Information

Enter your academy's details:

  • Academy Name — The name of your gym (e.g., "Albany BJJ Academy")
  • Logo — Upload your academy's logo (optional). This appears in the sidebar and mobile app.
  • Timezone — Select your academy's timezone. This is used for scheduling, check-in windows, and class instance generation.
3

Invite Your Team

Send email invitations to your instructors and staff. Each invitation includes:

  • Email address of the invitee
  • Role — Choose from Admin, Instructor, or Student

Invitations are sent via email with a unique invite token. Recipients can accept from either the web platform or the mobile app. You can skip this step and invite people later from the Members page.

4

You're Ready

Your academy is set up. You'll be directed to the main dashboard where you can start configuring your schedule, payment plans, and more.

Accepting an Invitation

If someone has invited you to their academy, there are two ways to accept:

On the Web

  • If you're a new user, the onboarding wizard will show your pending invitations automatically.
  • If you're already a member of another academy, visit the invite link directly — it contains a unique token that adds you to the academy.

On the Mobile App

  • After signing in, if you're not yet a member of any academy, you'll see the Join Academy screen.
  • Any pending invitations tied to your email address are shown at the top — tap Accept to join.
  • Alternatively, paste an invite token manually if you received one from your academy admin.

After accepting

Once you accept an invitation, you'll be prompted to subscribe to a membership plan (if the academy has any configured) and enable push notifications.

Your Dashboard

After setup, the Dashboard is your home base. It shows:

  • Active Members — Total count of members in your academy
  • Classes This Week — Number of scheduled class instances
  • Monthly Revenue — Revenue from subscriptions this month (with month-over-month trend)
  • Attendance Rate — Percentage of registered members who checked in recently

Below the stats, you'll find Quick Actions (jump to today's classes, pending approvals, or active subscriptions), a Recent Activity feed (new member joins, class check-ins, payments), and Today's Schedule showing upcoming classes with attendance counts.

What's Next?

We recommend setting things up in this order:

  1. Set up your class schedule — Create recurring class templates so your weekly schedule is ready.
  2. Connect Stripe — Link your payment processor to start accepting membership payments.
  3. Create membership plans — Define your pricing tiers.
  4. Configure academy settings — Set check-in policies, community rules, and notification preferences.
  5. Invite your members — Bring your students onto the platform.