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Academy settings

Every switch that changes how your academy runs lives on one page. Here's what each one controls, what it defaults to, and where to go for the full how-to.

Academy Profile

Your name, logo, timezone, and the web address your public pages use.

Check-in & Attendance

Walk in or reserve a spot, enforce capacity, and let members check themselves in.

Community

Decide whether student posts need your approval before they hit the feed.

Public signups & trials

Let prospects join and book a free class on their own, no staff involved.

Membership Lifecycle

What members can pause, cancel, or switch on their own from the mobile app.

Rank Systems

Belts, kyu grades, or a ladder of your own — build and manage them here.

Where to find your settings

Click Settings in the sidebar — its own group at the bottom, just above Docs. Owners and admins land straight on the page.

This is a different page from your own account settings, which live under your name at the bottom of the sidebar. That one is your personal profile; this one is your academy's.

www.trainos.site/dashboard/academy-settings
Settings
Academy Profile
Name, logo, timezone, URL Slug
Check-in & Attendance
4 settings
Community
1 setting
Public signups & trials
2 settings
Membership Lifecycle
8 settings
Rank Systems
Manage rank systems →
Danger Zone
Delete Academy
Academy Settings, top to bottom.

Owners and admins change every setting on this page equally, with one exception:

FeatureOwnerAdminInstructorStudent
View and change academy settings✓✓——
Delete the academy✓———

Toggles save instantly; text and numbers need Save Settings

Every switch on this page takes effect the second you flip it — nothing else to click. Academy Name, URL Slug, Timezone, and the number fields under Public signups & trials and Membership Lifecycle work differently: make your changes, then click Save Settings at the bottom of the page. TrainOS shows an "Unsaved changes" note until you do.

Academy Profile

This is the public-facing information members and prospects see, in the mobile app and on your public pages.

LogoA PNG or JPG, up to 2MB. It updates the moment you pick a new file — no Save Settings click needed.
Academy NameShown everywhere — your dashboard, your app, and your public pages.
TimezonePick from TrainOS's list of major timezones. It sets the clock your class schedule, attendance windows, and notifications run on.

Address, phone, and contact email are entered once, during setup — see Create your academy for those. Everything above can be changed here anytime.

Your URL Slug

Your academy has its own web address: trainos.site/ followed by your URL Slug — it's what your public schedule, signup page, and waiver link all sit under. Type a new one and TrainOS checks as you go that nobody else has claimed it.

Changing your slug moves those addresses. Any link or QR code printed with the old slug will need to be swapped for the new one — see Waivers for sharing links.

Check-in & Attendance

Four settings decide how members get into a class and how you track it.

Require registrationOff by default. On, members reserve a spot ahead of time and a full class forms an automatic waitlist. Off, checking in on arrival is enough.
Allow student self-check-inOff by default. Lets members check themselves into a class from their own phone when they arrive.
Enforce class capacityOff by default. Stops new check-ins once a class reaches the number in its Capacity field.
Require a valid subscription to attendOn by default. Members need an active subscription to register for or check into a class. Staff themselves — owners, admins, and instructors — are always allowed in; the requirement applies to students. Turn it off for a free or by-donation academy.

See Attendance & check-ins for how registration, waitlists, and check-in work in practice.

Community

Require post approvalOn by default. Holds student posts for staff review before they appear in the feed. Posts from staff and instructors publish right away.

See Community feed for the moderation workflow.

Public signups & trials

Allow public signupsOn by default. Lets anyone who finds your public schedule create an account, pick a plan, and join on their own — no staff involved.
Free trials per member1 by default, up to 10. The most free trial classes any one person can book at your academy.

Mark classes as free-trial eligible too

Free trials only apply to classes you've checked Free trial eligible in the schedule editor. Mark the classes you want prospects to try, or leave every class unmarked to offer no trials at all, whatever this setting says.

See Free trial signups for how a stranger becomes a member.

Membership Lifecycle

These settings decide what a member can do to their own subscription from the mobile app, without asking you.

Enable membership pausingOff by default. Turn it on and members can pause their own subscription instead of cancelling it.
Allow members to cancelOn by default. Members can cancel their own subscription from the mobile app. Turn it off and only staff can cancel.
Allow members to switch plansOn by default. Members can move between your plans from the mobile app.

Turning any of these on reveals a few more choices — how long a pause can run, how much notice a cancellation needs, and whether upgrades and downgrades are both allowed.

Fine-tune pausing, cancelling, and switchingPause length, notice periods, and upgrade/downgrade rules.
Maximum pause duration1 billing period by default, up to 12. The longest a single pause can run, counted in the member's own billing periods — one month on a monthly plan, one quarter on a quarterly one.
Pauses per year2 by default, up to 6. How many times a member can pause in a calendar year.
Minimum notice period0 months by default, up to 12. How much advance notice a cancellation needs. It applies to plans whose billing period runs from four weeks up to just under a year — every monthly, 3-month, and 6-month plan. Weekly and yearly plans ignore it. The cancellation lands on the first billing period ending on or after the notice runs out, so nobody loses time they've already paid for.
Allow upgradesOn by default. Members can move to a pricier plan or a longer billing interval, effective immediately with a prorated charge.
Allow downgradesOn by default. Members can move to a cheaper plan or a shorter billing interval, effective at the end of the current billing cycle.

You're never limited by these

Every one of these settings only governs what a member can do on their own. You can always pause, cancel, or switch any member's plan yourself, whatever the settings say.

See Subscriptions & policies for the full pause, cancel, and switch workflow.

Rank Systems

Rank Systems isn't a set of toggles — it's a link to the belt (or other) ladder your members progress through. Click Manage rank systems to open it, where you can enroll TrainOS's built-in belt system, build your own for a different discipline, or customize levels, colors, and what a promotion is called.

See Ranks & promotions for creating rank systems and promoting members.

Danger Zone

At the very bottom of Settings sits Danger Zone, with one action: deleting your academy for good.

Only the owner can delete an academy

Admins can open Danger Zone, but the delete button stays disabled for them — the option only works for the academy's owner.

Click Delete Academy and TrainOS shows you exactly what goes with it first — how many members, classes, active subscriptions, posts, announcements, products, and videos. A Cancel member subscriptions switch, on by default, stops active subscriptions from renewing; turn it off and they keep billing through your payment provider even after the academy is gone. If you're connected to Stripe, TrainOS also lets you know your Stripe Connect integration will disconnect — your Stripe account itself isn't touched.

Type your academy's name to confirm, and it's gone.

See also