Phoenix Suite

Phoenix Suite — User Guide

For gym owners, dojo operators, and studio administrators

Version 1.0 · April 2026 · Phoenix Suite

Phoenix Suite — Organisation User Guide

For gym owners, dojo operators, and studio administrators

Welcome to Phoenix Suite

Phoenix Suite is your all-in-one management platform for running a gym, dojo, or fitness studio. This guide covers everything you need to get your organisation set up and running.

Table of Contents

  1. Getting Started
  2. Dashboard
  3. Managing Students
  4. Subscription Plans & Billing
  5. Classes & Scheduling
  6. Martial Arts Management
  7. Fitness & Personal Training
  8. Exercise Library & Plan Builder
  9. Shop & Point of Sale
  10. Attendance & Check-In
  11. Contracts & Forms
  12. Messaging
  13. Marketing & Events
  14. Public Website
  15. Reports & Analytics
  16. Accounting Integration
  17. Equipment & Inventory
  18. Settings & Configuration
  19. Staff Management
  20. Staff Timesheets & Payroll
  21. Leads Pipeline
  22. Email Sequences (Drip Campaigns)
  23. Families & Household Accounts
  24. Membership Freezes
  25. Gift Cards & Vouchers
  26. Webhook Integrations
  27. Custom Fields
  28. Attendance Streaks
  29. Student Class Booking
  30. Kiosk & Workout Display
  31. Student Portal
  32. Frequently Asked Questions

1. Getting Started

First Login

  1. Navigate to your Phoenix Suite URL (e.g., https://app.yourdomain.com)
  2. Enter your admin email and password
  3. You'll be directed to the Dashboard

Initial Setup Checklist

After your first login, complete these steps in order:

2. Dashboard

The Dashboard provides an at-a-glance overview of your organisation:

3. Managing Students

Adding a Student

  1. Go to Students in the sidebar
  2. Click "Add Student"
  3. Fill in: first name, last name, email, phone, date of birth
  4. Emergency contact details
  5. Subscription Plans: Click the dropdown to add plans (e.g., "Karate Weekly $38.99/wk")
  6. Medical notes (optional)
  7. Click "Add Student"

The student will receive login credentials and can access the student portal.

Viewing a Student

Click any student row to see their full profile:

Editing a Student

Click "Edit" on the student list or within their profile to update details, change subscriptions, or modify their status (active, frozen, overdue, cancelled).

4. Subscription Plans & Billing

Creating a Plan

  1. Go to Payments → Plans tab
  2. Click "Create Plan"
  3. Configure:
  4. Name: e.g., "Karate Weekly", "PT Group Sessions"
  5. Module: Martial Arts or Fitness
  6. Discipline (optional): link to a specific discipline
  7. Base Price: e.g., $38.99
  8. Frequency: weekly, fortnightly, monthly, quarterly, annual, per session
  9. Session Type: unlimited, group, or private
  10. Sessions per week (if not unlimited)
  11. Click "Create"

Adding Discount Rules

  1. Click "Manage" on any plan
  2. In the plan detail, click "Add Discount Rule"
  3. Configure:
  4. Rule Name: e.g., "40% off with Martial Arts"
  5. Condition: "Has module subscription" → "Martial Arts"
  6. Discount Type: Percentage or Fixed
  7. Value: e.g., 40 (for 40%)
  8. The discount automatically applies when a student with a martial arts subscription is assigned this plan

Linking Classes to Plans

In the plan detail, scroll to "Linked Classes":

  1. Click "Link Classes"
  2. Check the classes included in this plan
  3. Save

When a student is assigned this plan, they're automatically enrolled in all linked classes.

Assigning Plans to Students

On the Students page, edit a student and use the plan picker dropdown to add subscription plans. The system automatically calculates discounts based on their other subscriptions.

5. Classes & Scheduling

Creating a Class

  1. Go to Classes in the sidebar
  2. Click "Add Class"
  3. Fill in: name, module (Martial Arts/Fitness), type, day, time, duration, capacity, instructor
  4. Click "Create"

Weekly Schedule View

Switch to the "Weekly Schedule" tab to see all classes laid out on a visual timetable, colour-coded by module.

Managing Sessions

Click any class card to see its detail:

Generating Sessions

In the class detail, click "Generate Sessions", select a date range, and sessions will be created for every occurrence of the class's day within that range.

6. Martial Arts Management

Setting Up Disciplines

  1. Go to Martial Arts in the sidebar
  2. Click "New Discipline"
  3. Enter: name (e.g., Karate), style (e.g., Shotokan), grading system (belts/sashes/patches/levels)
  4. Click "Create"

Defining Ranks

  1. Click "Manage Ranks" on the active discipline
  2. Add ranks in order (first = starting level):
  3. Type a name (e.g., "White Belt") → colour auto-detects
  4. Adjust colour manually with the colour picker
  5. Set stripe (none/white/black) for styles with centre belt stripes
  6. Set Dan/Bar count for advanced ranks (gold bars appear on the swatch)
  7. Click "Save Ranks"

Setting Requirements

On the "Requirements" tab:

Managing the Syllabus

On the "Syllabus" tab:

  1. Filter by rank
  2. Click "Add Item" → choose rank, category (kata, technique, sparring, theory, fitness), name
  3. Mark as required or optional
  4. Staff can check items off on a student's detail page as they demonstrate competency

Grading Readiness

The "Grading Readiness" tab shows all enrolled students with progress bars for:

Running a Grading

  1. Go to the "Gradings" tab
  2. Click "Create Grading" → name, date, location, examiner, testing fee
  3. From the Readiness tab, click "Invite Eligible to Grading" → select the grading event
  4. Students receive the invitation in their portal and can pay the fee
  5. On grading day, in the grading detail, mark each candidate: pass / fail / deferred
  6. Click "Complete Grading" → passing students automatically receive their new rank

7. Fitness & Personal Training

Programs

Programs are containers for exercise plans. Types:

To create:

  1. Go to Fitness → Programs tab
  2. Click "Create Program" → name, type, description
  3. Click the program card → "Link Exercise Plan" → select plans with day labels
  4. "Assign Client" → select students

Body Metrics

Staff can record body measurements for fitness clients:

8. Exercise Library & Plan Builder

Building the Exercise Library

  1. Go to Exercises in the sidebar
  2. Click "Add Exercise" → name, category, muscle groups, equipment, instructions
  3. Categories: strength, cardio, flexibility, balance, plyometric, technique, kata, sparring, drill, warmup, cooldown

Creating an Exercise Plan

  1. Go to Fitness or Martial Arts → Exercise Plans tab
  2. Click "Create Exercise Plan" → name, type (individual/class/template), duration
  3. Click the plan card to open the Plan Builder

Using the Plan Builder

  1. Add Section: Warmup, Main Workout, Cooldown
  2. Within each section, add:
  3. Superset: paired exercises done back-to-back (e.g., A1 Pushups / A2 Curls × 4 rounds)
  4. Circuit: multiple exercises in sequence without rest
  5. Standalone Exercise: individual exercise
  6. Configure groups: rounds, rest between rounds, timed/rep-based
  7. Add exercises from the library with sets, reps, duration, rest, weight notes

9. Shop & Point of Sale

Adding Inventory

  1. Go to Inventory → "Add Item"
  2. Fill in: name, category, colour, brand, price, cost, stock level
  3. Size Variants: Add sizes (Small, Medium, Large) with individual stock counts
  4. Click "Add"

Making a Sale (POS)

  1. Go to Shop / POS → Point of Sale tab
  2. Click products to add to cart (select size if variants exist)
  3. Adjust quantities with +/- buttons
  4. Select customer (student or walk-in)
  5. Choose payment method: Cash, Card, or Account
  6. Click "Complete Sale"
  7. Print receipt or start a new sale

Processing a Refund

  1. Go to Shop / POS → Orders tab
  2. Click an order → "Process Refund"
  3. Select items and quantities to refund
  4. Choose type: refund, exchange, or warranty
  5. Toggle "Return to stock" per item (off for defective items)
  6. Enter reason → "Process Refund"

10. Attendance & Check-In

Setting Up

  1. Go to Settings → Attendance & Check-In
  2. Enable the check-in methods you want: Kiosk, Token/RFID, Self Check-In
  3. Create a kiosk device → copy the token

Kiosk Check-In (iPad/Tablet)

  1. Open /kiosk on the tablet
  2. Paste the kiosk token → Activate
  3. Students see their photos → tap to check in
  4. RFID scanners connected to the tablet auto-trigger via the hidden input field

Workout Display

  1. Open /workout-display?token=YOUR_KIOSK_TOKEN on a TV/projector
  2. Select a class session to display the workout plan
  3. Use the timer: Countdown, Tabata, AMRAP, EMOM, or Stopwatch
  4. Tabata timer: configure work/rest seconds and rounds

Self Check-In

When enabled, students see a "Check In" button on each class card in their portal.

11. Contracts & Forms

Setting Up Contract Templates

  1. Go to Contracts → Click "Seed Templates" to generate 5 Australian-compliant templates
  2. Each template includes merge fields like {{student_full_name}} that auto-fill with student data
  3. Edit any template: adjust the wording, toggle witness/guardian requirements
  4. "Copy" any contract to create variations

Assigning Contracts

  1. Click "Assign" on any contract
  2. Select students (multi-select with Select All)
  3. Set an optional due date
  4. Students see pending contracts in their Documents page
  5. View who's signed and who hasn't via the "Assigned" column

Setting Up Forms

  1. Go to Forms → Click "Seed Templates" for Medical History, Fitness Assessment, and Grading Exemption
  2. Or create custom forms with the Field Builder:
  3. Available types: heading, info text, text, long text, email, phone, date, number, dropdown, radio buttons, checkbox
  4. Set each field as required/optional
  5. Reorder with up/down arrows

Reviewing Submissions

Click the submission count on any form to see all submissions → approve or reject each one.

12. Messaging

Messaging a Student (Admin)

  1. Go to Messages → "New Message"
  2. Select a student from the dropdown
  3. Enter subject and message → Send
  4. Conversations auto-refresh every 15 seconds

Students Messaging Staff

Students can initiate conversations from their portal Messages page by selecting a staff member.

13. Marketing & Events

Requires the Marketing module license.

Creating a Campaign

  1. Go to Marketing → "Create Campaign"
  2. Configure: name, type (blast/event promo/special/newsletter), channel (email/SMS/both)
  3. Select audience: all students, active only, or by discipline
  4. Write email subject + body (HTML), and/or SMS body
  5. Save as draft → Click "Send Now" when ready

Marketing emails are automatically branded with your organisation's colours, logo, and footer.

Creating Events

  1. Go to Marketing → Events tab → "Create Event"
  2. Fill in: name, type (seminar/trip/workshop/social/competition), date, location, price
  3. Optional: early-bird pricing with deadline, capacity limit
  4. Bookings are tracked with payment status

Email & SMS Setup

In Settings, configure:

14. Public Website

Requires the Website module license.

Setting Up Your Site

  1. Go to Website in the sidebar
  2. Branding & Theme tab: set colours (primary, secondary, accent, background), fonts, logo, social media links
  3. Content tab: configure hero headline/image, about section, toggle sections on/off
  4. SEO tab: site title, meta description, keywords, Open Graph image
  5. Click "Publish Site" to make it live

Your site is accessible at http://your-server:3003/your-org-slug.

Managing Blog Posts

  1. Go to Website → Blog tab
  2. Click "New Post" → title, content, featured image, SEO fields
  3. Set status to "Published" to make it live

Handling Trial Leads

Trial signups from the public site appear in the Trial Leads tab with a pipeline: New → Contacted → Converted / Declined.

15. Reports & Analytics

Go to Reports in the sidebar. Available reports:

ReportWhat It Shows
StudentsTotal/active/frozen/overdue, monthly new student trend, per-student value
RevenueMRR/ARR, subscription breakdown, shop/grading/event revenue
UtilisationPer-class capacity vs. enrolled vs. average attendance with % bars
AttendanceSessions, attendance rate, check-in methods, highest-absence students
InventoryStock summary/value, top-selling items, low-stock alerts
TrialsTotal/converted/declined, conversion rate
MarketingCampaign performance, communications stats

Exporting

Date Filtering

Use the From/To date pickers at the top to filter any report by date range.

16. Accounting Integration

Go to Accounting in the sidebar (admin-only).

Setup

  1. Connection tab: Select your accounting software (Xero, MYOB, QuickBooks, or CSV)
  2. For cloud software: Click "Connect" to authenticate via OAuth2
  3. For CSV: No connection needed — just export

Account Mapping

On the Account Mapping tab, configure your chart of accounts. Pre-populated with Australian defaults:

Generating Journal Entries

  1. Go to Journals tab → Click "Generate"
  2. Select a date range
  3. Phoenix Suite creates double-entry journal entries from all financial transactions
  4. Review entries → Click "Sync All Pending" to push to your accounting software (or export CSV)

Depreciation

  1. Go to Depreciation tab → "Add Schedule"
  2. Select equipment, method (straight-line or diminishing value), useful life, residual value
  3. Click "Generate" with a date to create depreciation journal entries

17. Equipment & Inventory

Equipment (Assets)

Go to Equipment → track condition, service dates, and value of your assets (mats, bags, machines, etc.).

Inventory (Stock)

Go to Inventory → manage sellable items:

18. Settings & Configuration

Go to Settings (admin only):

SettingPurpose
Organisation DetailsBusiness name, ABN, address, phone, email
Shop & TaxGST registration, GST rate, account sales toggle
Attendance & Check-InKiosk, RFID, self check-in toggles + kiosk device management
Rate LimitingAPI request limits per org
Email (SMTP2GO)API key, from name/address
SMS (Twilio)Account SID, auth token, from number
Stripe PaymentsEnable, test/live mode, publishable/secret keys
Staff MembersAdd/edit staff with permission tags

19. Staff Management

In Settings → Staff Members:

  1. Click "Add Staff" → name, email, initial password
  2. Set permissions (multiple can be selected):
  3. Admin: Full organisation access
  4. Personal Trainer: Fitness programs and client management
  5. [Discipline] Instructor: Per-discipline (e.g., "Karate Instructor", "Krav Maga Instructor")
  6. Permissions control what staff can do and which classes they appear as eligible instructors for

20. Staff Timesheets & Payroll

Admin-only. Go to Timesheets in the sidebar.

Clock In / Out

Staff members can clock in and out via the API. A clock-in/out button can be added to any staff-facing screen. The system prevents double clock-ins and automatically calculates hours worked minus break time.

Viewing Timesheet Entries

The Entries tab shows all timesheet records for the selected date range:

Adding Manual Entries

  1. Click "Add Entry"
  2. Select the staff member from the dropdown
  3. Enter date and either:
  4. Clock in/out times (hours calculated automatically minus break)
  5. Or just the total hours worked
  6. Add optional notes
  7. Click "Add Entry"

Approval Workflow

  1. Click "Select Pending" to select all unapproved entries
  2. Or manually checkbox individual entries
  3. Click "Approve" or "Reject"
  4. Once approved, entries can be marked as "Paid" after payroll is run

Staff Pay Configuration

On the Pay Config tab, set up each staff member's pay details:

FieldDescription
Employment TypeCasual, Part Time, Full Time, or Contractor
Hourly RateUsed to calculate gross pay in summaries and exports
Super RateDefault 11.5% (current AU super guarantee)
Super FundFund name and member number
TFNTax file number (masked in the UI after entry)
Bank DetailsBSB and account number (masked after entry)
Pay CycleWeekly, fortnightly, or monthly

Summary View

The Summary tab shows a per-staff breakdown for the selected period:

Exporting for Payroll

On the Export tab, choose a date range and export format:

All exports are logged in the Export History table with date, period, staff count, total hours, and gross amount.

21. Leads Pipeline

Admin-only. Go to Leads in the sidebar.

The Leads Pipeline is a CRM tool for tracking potential new students from first contact through to conversion.

Pipeline Stages

StageMeaning
NewLead just came in (website form, walk-in, referral)
ContactedYou've made first contact
Tour BookedThey've agreed to visit your facility
Tour DoneTour completed
Trial StartedOn a trial membership
ConvertedSigned up as a full student
LostDid not convert (capture reason)

Board vs List View

Toggle between a Kanban board (cards in stage columns) and a list table view. The board gives you a visual overview of your sales pipeline.

Managing Leads

  1. Click "Add Lead" to create a new lead with name, email, phone, and source
  2. Click any lead card to open the detail view
  3. Click stage buttons to progress the lead through the pipeline
  4. Set follow-up dates so you don't lose track of prospects

Activity Log

Every lead has an activity feed. Add notes, log calls, record emails sent, tours given, or meetings held. Stage changes are logged automatically.

Lead Sources

Track where leads come from: website, referral, walk-in, social media, advertising, or other. This helps measure which channels are most effective.

22. Email Sequences (Drip Campaigns)

Admin-only. Go to Sequences in the sidebar.

Email sequences are automated multi-step email campaigns triggered by events.

Creating a Sequence

  1. Click "Create Sequence"
  2. Name it (e.g., "New Lead Welcome Series")
  3. Choose a trigger:
  4. New Lead: fires when a lead is added
  5. New Student: fires when a student is created
  6. Trial Expiring: fires when a trial is about to end
  7. Payment Overdue: fires when a payment becomes overdue
  8. Custom: manually enroll recipients

Adding Steps

  1. Open the sequence and click "Add Step"
  2. Configure:
  3. Delay: days after the trigger (or previous step) before sending
  4. Channel: email or SMS
  5. Subject: email subject line
  6. Body: HTML email content (supports merge fields like {{first_name}})
  7. Steps execute in order — Step 1 fires immediately (0-day delay), Step 2 fires N days later, etc.

Activation

Toggle sequences active/paused. Paused sequences stop sending but retain enrolled recipients.

23. Families & Household Accounts

Admin-only. Go to Families in the sidebar.

Group related students (e.g., parent + children, siblings) into family units for household management and family discount tracking.

Creating a Family

  1. Click "Create Family"
  2. Enter a family name (e.g., "Smith Family")
  3. Add optional notes

Managing Members

  1. Click "Add Member" on any family card
  2. Select a student from the dropdown
  3. Set their relationship: Parent, Child, Sibling, or Spouse
  4. Family members appear on the card with initials and relationship tags

24. Membership Freezes

Admin-only. Go to Freezes in the sidebar.

Schedule membership freezes with automatic activation and resumption. Useful for holidays, injuries, or personal leave.

Scheduling a Freeze

  1. Click "Schedule Freeze"
  2. Select the student
  3. Set start and end dates
  4. Add an optional reason
  5. Click "Schedule"

How It Works

The daily scheduler processes freeze activations and completions automatically.

25. Gift Cards & Vouchers

Admin/Staff. Go to Gift Cards in the sidebar.

Issue gift cards with unique codes for use at your POS.

Creating Gift Cards

  1. Click "Create Gift Card"
  2. Set the value (e.g., $50.00)
  3. Optionally set an expiry date
  4. A unique code (e.g., GC-A1B2C3D4) is auto-generated

Redeeming

  1. Click "Redeem Code"
  2. Enter the gift card code and the amount to redeem
  3. The balance is deducted — partial redemptions are supported

The dashboard shows total cards, active count, and outstanding balance.

26. Webhook Integrations

Admin-only. Go to Webhooks in the sidebar.

Send real-time event notifications to external services like Zapier, Make.com, or custom APIs.

Adding an Endpoint

  1. Click "Add Endpoint"
  2. Enter the destination URL
  3. Select which events to subscribe to:
  4. student.created, student.updated, student.deleted
  5. payment.received, payment.overdue
  6. class.checkin, class.booking
  7. lead.created, lead.stage_changed
  8. grading.completed, document.uploaded
  9. streak.milestone, subscription.created, subscription.cancelled
  10. A signing secret is auto-generated

Payload Format

Each webhook sends a JSON POST with:

Delivery Logs

Click "Logs" on any endpoint to see delivery attempts with status codes and timestamps.

27. Custom Fields

Custom fields let you add organisation-specific data to student profiles. Defined by admins, filled in by staff or students.

Defining Fields

In Settings → Custom Fields (or via the API):

Viewing/Editing

On any student's detail page, custom field values appear alongside standard profile data. Staff can edit them; students can view (and edit if permitted).

28. Attendance Streaks

The system automatically tracks attendance streaks for every student:

View the leaderboard at Features → Streaks (API), or on individual student profiles.

29. Student Class Booking

Students can now book themselves into classes from their portal:

  1. Go to My Classes → "Book a Class" tab
  2. Browse available classes with capacity indicators
  3. Click "Book Class" — or "Join Waitlist" if the class is full
  4. Drop a class by clicking "Drop" on the enrolled class card

Booking validates that the student has an active subscription for the class's module. Waitlisted students auto-promote when a spot opens.

30. Kiosk & Workout Display

Check-In Kiosk (/kiosk)

Workout Display (/workout-display)

- Countdown: preset durations

- Tabata: configurable work/rest/rounds with WORK/REST colour changes

- AMRAP: count down timer

- EMOM: interval with round counter

- Stopwatch: count up

31. Student Portal

Students log in with their email and password and see:

PageWhat They Can Do
DashboardOverview of their status
My ClassesView enrolled classes, weekly schedule, check in (if enabled), attendance history
GradingsSee grading invitations, accept/decline, pay fees, view results
My ProgramsView assigned exercise programs with plan details
StoreBrowse and purchase items, checkout with card or account
DocumentsSign pending contracts (digital signature), fill out forms, view submission history
ProfileUpdate personal details
MessagesChat with staff/admin
BillingView payment history

32. Frequently Asked Questions

Q: Can I use Phoenix Suite on my phone?

A: The student portal is fully responsive and works on all phones. The admin portal is optimised for tablets and desktops.

Q: How do I reset a student's password?

A: Currently, use the database directly or contact your system administrator. Self-service password reset via email is planned for a future update.

Q: Can students have multiple disciplines?

A: Yes. Students can be enrolled in any number of disciplines simultaneously, each with independent rank progression.

Q: Do I need Stripe to accept payments?

A: No. You can use manual payment tracking (cash/card recorded in the system) without Stripe. Stripe enables automated card processing and recurring billing.

Q: Can I customise the contract templates?

A: Yes. Seed the templates, then edit any of them. You can adjust wording, add/remove sections, and change merge fields. Use the "Copy" button to create variations.

Q: How do I give a practitioner access?

A: Students can generate a temporary access code from their Programs page. The practitioner uses their email + code to log in and can only create therapeutic programs for that specific student.

Q: What's the difference between Programs and Exercise Plans?

A: A Program (e.g., "Strength & Weight Loss") is a container that groups multiple Exercise Plans (e.g., "Upper Body Monday", "Lower Body Wednesday"). Plans contain the actual exercises, sets, and reps.

Q: Can I run multiple organisations from one Phoenix Suite instance?

A: Yes. The platform is multi-tenant — each organisation's data is completely isolated. The License Portal manages all organisations from a central dashboard.

For technical support, contact your Phoenix Suite administrator or visit the documentation at your instance URL.