What's new in Omoplata

Trial Reminders on WhatsApp

Someone books a trial class, looks forward to it — and forgets. The reminder email sat in their spam folder or between newsletters. For your club that means an empty mat, a coach waiting for nothing, and a lead who may never come back.

Now the reminder lands where people actually look: in WhatsApp. Personal, with their first name, the class, date and time, sent in your club's name. And if they can't make it, they just reply — the answer lands in your Inbox.

What that can look like at your club:

• Before the class: The reminder goes out by email with a calendar entry and by WhatsApp as well. Two reminders are better than one.
• After the class: "How was it? Come back next week!" — by WhatsApp to everyone who agreed in the form. The exact moment a trial turns into a membership.
• No-show: Instead of writing the lead off, you send a friendly invitation to the next class.

Your Club Is Moving, Your Trial Classes Move With It

Things are going well. The mats are full, the kids' class has a waiting list, and at some point it's obvious: you need more space. You've found the new gym, signed the lease, and from 27 October you train there.

Until now, that was exactly when trial classes got lost. Someone who booked in early October for a class at the end of the month had the old address in their email and calendar, and ended up at the wrong door. So on moving day you changed the address and wrote to every booked lead one by one. Hopefully without missing anyone.

Now you schedule the move ahead of time, and Omoplata takes care of the rest:

• Schedule the move: on the venue you enter the new address and your first training day there. Until then the old address applies, from then on the new one. The switch happens on its own, overnight before moving day.
• Everyone gets the right address: whoever books a trial class gets the address that applies on their class day. Confirmation, reminder and calendar entry all match: the old gym before the move, the new one after, with the note "new location from 27 October".
• Everything else moves too: timetable, club website and app show the new address from moving day. The chat assistant knows about the move in advance and mentions both addresses.

And if the new gym isn't ready yet? Move the date, save. Omoplata asks again who needs an update, and nobody gets the same message twice.

Your Logo on the Contract

The membership contract is often the first official document a new member gets from your club. Until now it carried the Omoplata logo at the top. From now on it carries yours — and the contract looks like your club.

One upload under Settings → Legal, and your logo appears on every contract: in the PDF, on the signing page, in the app and in the preview. No need to touch the contract texts.

• Any format — PNG, JPG, WebP or SVG: upload what you have
• Cleanly cropped — One click removes empty white or transparent borders; frame the rest by hand
• The right size — A slider sets how large the logo prints on the contract, and the preview shows it right away

Discount for Payers With Several Memberships

The second child pays less — almost every club does it. In Omoplata this only worked in a roundabout way until now: a "Sibling discount" special price on every plan and contract term, which someone at the front desk had to pick, or an amount worked out by hand. Whoever forgot created the membership at the full price.

Now you define the rule once. Under Settings → Plans, the Multi-membership discount card sits above your plans: from which of a payer's memberships the discount starts and how much it is, as a percentage or a fixed amount. When you then create a membership for someone who already pays for others, the amount is already worked out — with a line below it saying why.

A few situations from club life:

• A mother signs up her second child. You pick the plan and the amount reads 71.10 € instead of 79.00 € — "Membership no. 2 of this payer: −10 %".
• A year later the third child joins and automatically gets the next tier, for example 20 %.
• A father trains himself and pays for his daughter: his own membership counts, hers is the second.

Improvements

• Tiers by position — For example 10 % from the second and 20 % from the third membership. The highest tier that applies always wins
• Fees too — Sign-up and recurring fees can get the same discount, their own, or none
• Different per plan — Each plan follows the club default, gets its own tiers, or is left out, for example when it is already reduced
• A suggestion, not a rule — The amount comes pre-filled and you can overwrite it. What you save is what is charged
• Wherever you create memberships — For a new member, an additional membership on a profile, converting a lead, and the new contract at renewal
• Running memberships stay as they are — The rule acts when a membership is created. Existing prices don't change, and only active memberships of the same payer count

What about special prices? They stay what they were made for: a rate of its own for a group — students, apprentices, police and fire service, members of a partner club. A special price answers "who is this person?", the multi-membership discount "how many memberships does this payer already pay for?". The two can be combined; a "Sibling discount" special price keeps working, but new memberships no longer need it.

Setup and the comparison are in the Omoplata Docs.

Leads Assistant (Beta)

The leads board answers "who is where?" well — but not "who have I left sitting for four weeks?" or "how many trials actually become members?". Until now that meant filtering, sorting and counting yourself, and dragging cards across the board one by one for every change.

Now the Leads page has an Ask about your leads button. You write what you want to know or change in plain language, and you get either an answer or a ready-made suggestion to confirm.

A few situations from club life:

• Monday morning: "Tidy up my board." The assistant names the past-due trials, the new leads nobody has called yet, and suggests Lost for everything that has been dead for weeks.
• After the weekend: "Which trials do I still need to sort out?" You click Attended or No-show per person and you're done in half a minute.
• On the phone: "Book a trial for Lukas." When three leads are called Lukas, the assistant asks which one, you pick the right one and choose the class in the usual dialog.
• In between: "How many leads become members after a trial?" or "Who has been in Follow up for more than 30 days?"

Improvements

• Nothing happens without you — The assistant never changes anything itself. It shows you which leads are affected, and only your click on Confirm carries it out
• Suggestions, not walls of text — Status changes show the current and the new column, trials open the scheduling dialog, conversions the convert dialog. Everything where you already know it
• No emails behind your back — A status change made through the assistant never writes to the lead. Your scheduled trial emails run as usual
• Members hiding as leads — When someone is created as a member by hand, their lead stays on the board. The assistant compares names and emails against your members and suggests the conversion — included when it tidies up the board
• Anyone can ask, only the right people can change — Suggestions are only offered to people who can manage leads
• Names stay with us — Your leads' names and email addresses are replaced with placeholders before anything goes to the AI model, and put back on our server. For "move everyone in New to Contacted" the model only sees placeholders and lead IDs; the names appear only in the suggestion in your browser

The assistant is in beta: it can make mistakes, so check its suggestions before you confirm them. Tell us what you'd like it to do.

The full reference is in the Omoplata Docs.

Course Pages, Redesigned

Nothing here is new — it just looks different. Overview, edit, sessions, time slots and the create-class dialog now share the layout of the settings pages, bringing the course pages in line with the direction Omoplata is heading: one look, one way of working, wherever you are.

The full reference is in the Omoplata Docs.

One Class for Several Groups, One Member in Several Groups

For adult classes and kids' classes, it is obvious who belongs where. With teenagers it is less clear: one 15-year-old has trained with the adults for a year, one 17-year-old isn't ready yet. Until now Omoplata decided which classes a member could attend from their plan. That is right almost every time — but for the members where it wasn't, there was no way around it.

Now there are two settings that solve the same problem from two sides:

• A class can be offered to several groups. Thursday's session is for teens and adults — so every teenager may join. Set it on the class under Who it is for.
• A member can train with several groups. The 16-year-old who is nearly at the next level gets Adults added under Training groups on their profile, and can join any adult class. Their plan and price stay as they are.

A member may attend a class as soon as one of their groups matches it — at check-in, in the app's schedule and in class assignments.

Improvements

• Existing members are already set up — Every member was given their plan's group. Nothing changes for you until you change something
• No moves on birthdays — Nobody is moved automatically. When a member outgrows their group, an alert appears and you decide
• See what a change takes away — Before you remove a group, the profile lists the assigned classes that would fall outside the member's groups. The assignments themselves stay
• Prices stay with the plan — Fees, contracts, consents and segments still follow the plan, not the training groups

The full reference is in the Omoplata Docs.

Billing Starts at the Signature

When a new member was created, Omoplata used to be very eager: the first transactions and the first invoice were created straight away. As long as the member finished onboarding the same day or a few days later, that was exactly right. But when they came back a week or a month later to sign, the charges were already running — for a contract nobody had agreed to yet.

Now the first transactions are only created the moment the member signs the contract and confirms they want to join and pay. Before that: nothing.

Improvements

• No signature, no charges — A membership left on New or Onboarding started is never invoiced
• The contract starts on the day it is signed — Created on Monday, signed on Friday: the term, the contract end and the date on the PDF all count from Friday
• Late signature, same payment day — Missed periods aren't charged retroactively. The member pays pro rata for the current period, then carries on on the chosen payment day
• Wherever they sign — On the tablet, through the email link, via the API, or when you mark the membership active by hand
• Paper contracts and renewals as before — A contract already signed on paper, or a new contract following an existing one, is billed straight away

The full reference is in the Omoplata Docs.

Capacity per Session

Max participants and trial limits used to apply to every session of a class alike. But not every Monday is a normal Monday: on a grading day you want no trials, with half the mat only half the people, and on an open trial Saturday more than usual.

Open a session on the schedule, click Edit Occurrence, and set Max participants and Max trial leads for that date only. Leave them empty and the class limit applies.

Improvements

• 0 means no trials — On the class: no trials unless a single session opens some. On a session: none that day
• Trials take a spot — A session with 15 spots, 13 RSVPs and 2 trials is full

The full reference is in the Omoplata Docs.

Equipment That Comes With the Contract

Plenty of clubs give a new member something on the way in: a club t-shirt, a white belt, a pair of gloves. Until now that ran alongside Omoplata — on a note by the counter, in a spreadsheet, or nowhere at all. Anyone wanting to know in January how many A2 gis to reorder was counting in their head.

Under Settings → Shop you switch on Hand equipment to members. From then on every route a contract is signed through — the wizard, lead conversion, the kiosk — gains an Equipment step: tick it, pick the size, done. Stock goes down, and the club remembers the size for next time.

If an item has to be ordered first, record it on the member's Equipment tab with Handed over now switched off. It then collects on the Orders page under Still owed — name and item, linked to the member. When the delivery arrives, one place tells you who is waiting on what.

And at signing the member is asked themselves: Received or Not received. If they say not received, the unit goes back into stock and the item onto that list — instead of a signature acknowledging something that never arrived.

• Sizes stay with the member — Whatever is picked when something is handed out lands on the member's profile: preselected next time, and there to look up whenever you need to know what someone wears
• Off by default — The switch starts off for every club until you turn it on. If you give nothing out, you never see any of it
• Take it back — A loaned belt that comes back goes into stock with one click
• Outside a signing too — Whatever goes over the counter in between is recorded straight on the member's Equipment tab
• Sizes on their own — A size can simply be asked at intake and typed in, without anything ever having been handed out

The full reference is in the Omoplata Docs.

Products Get Attributes

A product in the shop used to be one row with exactly one number: 12 club gis. Which twelve was written down nowhere. Sell one over the counter and the 12 became an 11 — whether an A2 was still on the shelf or only A4s was known to the shelf alone. Anyone stocking several sizes created them as separate products and maintained the price, the image and the description three times over.

Attributes are something we have been working towards for a long time, and they are here now. Under Shop → Products you pick an attribute for a physical product, tick what you stock and enter the stock per value. One product, several values, each with its own stock.

Which attributes those are is up to you — and in a martial arts club they are rarely the same ones. A BJJ gi runs A0 to A5, a judogi in centimetres, a karategi likewise but on its own scale. The belt that goes with it is tracked by length and has nothing to do with belt rank. Gloves have a weight in ounces, shin guards run S to XL, shoes carry an EU number, and a rashguard comes in black and in blue. All of it goes under Settings → Shop as attributes of your own, with the values in your order.

Selling gains a second picker. It shows the stock behind each value, blocks whatever is not there, and refuses to submit until something is chosen — stock hangs off the value, after all.

• A price only where it differs — Leave the field blank and it reads "same", meaning the product's price applies. If an XXL gi costs five euros more, that is the only row you fill in
• Stock value adds up again — It is calculated value by value, so a pricier XXL is not counted at the standard price
• The size shows on the sale — "Club BJJ Gi (A2)" in the orders list and on the order card, instead of the product name alone
• Out of the range, not out of the history — Untick a value and it vanishes from every picker but stays on past sales
• What your club starts with — Clothing size, adult and kids gi sizes, belt length, glove weight, shoe size and colour are already there. Rename them, extend them, delete them: they are yours
• Rename rather than relearn — Gloves have a weight and not a size, so the picker is allowed to say "Weight"
• Retire values instead of deleting them — A value a member wears or a product stocks is only retired. Nothing is lost

The full reference is in the Omoplata Docs.

Writing Contracts, Not Formatting Them

The membership contract used to be one large, empty text box. If you wanted a heading you typed hashes in front of it; if you wanted something bold, asterisks. How any of it actually looked only became visible in the finished PDF — and for one small change, a reworded notice period, the whole loop started again: type, save, download, look.

Under Settings → Legal you now write the contract the way you read it. Headings, bold, lists and links from a toolbar, and every member group in its own tab — adults, kids and families side by side instead of stacked inside a single field.

Next to it sits the preview. It is not an approximation: it renders the very template the PDF is built from, with the same typeface, the same spacing, the same sizes. What you see there is what ends up in the signed document.

Improvements

• Old contracts come along — Whatever was in the old text box opens in the editor exactly as it printed, tables and images included. The first save carries it over for good
• Placeholders stay placeholders — {{ member }}, {{ plan }} and {{ club }} remain in the text and are filled in at signing time. The preview shows sample values
• Edits only apply going forward — Contracts that have already been signed are archived as PDFs and never change retroactively

The full reference is in the Omoplata Docs.

One Place for Every Automated Email

Which emails your club sends automatically was spread across several settings pages: one switch in the trial settings, the next in the payment settings. And three emails had none at all — they went out because they went out.

Under Settings → Notifications every card now says whether and how that email is sent — and that is where you change it.

Improvements

• Three honest states — A switch where you decide. "Always sent" for anything inseparable from the action itself, such as a password reset. "Sent on request" for what you tick at the moment of the action
• No second switch — The card flips the same setting as the feature's own page. Notifications and the trial or payment settings can no longer contradict each other
• A default, not a habit — For the pause confirmation you decide whether "notify the payer" starts ticked. The actual decision still happens when you pause
• The pre-resume reminder — How many days ahead it goes out was not configurable anywhere. The field now sits right on the card

Collection Hand-Over: You Pick What Goes In

When a claim goes to a collection agency, Omoplata packs the paperwork into a ZIP. Until now that was all or nothing — every agency wants to see something slightly different, and whatever was too much had to be deleted out of the archive by hand.

In the dunning area you now choose what travels along before downloading: the SEPA mandate, membership contracts, the reminders that were sent — and, newly, the open invoices, one PDF per claim. Groups that have files are pre-ticked; empty ones cannot be selected at all.

The hand-over record with the debtor's details, the claims, the dunning history and the failed collections is always in there — it is the package. Its list of attachments is built from the files that actually made it into the ZIP, so it can never promise the agency something you deselected.

How the hand-over works is in the Omoplata Docs.

The Help Button

Small questions in the middle of a task — why can this direct debit not be selected? — used to cost an email to support and a wait, even when the answer was in the documentation all along.

There is now a help button in the bottom right corner of every page. It knows two directions: asking and telling us something.

Questions go to an assistant that answers only from our documentation, and lists its sources underneath the answer. When it mentions a screen in Omoplata, that becomes a link which opens it. While you have not typed anything yet, it suggests questions that fit the page you are standing on — different ones in dunning than in the class schedule. If it finds nothing, it hands your question to us with one click, without you retyping it.

Support has two sides. Under "Problem" you describe what happened; the page you are on is attached automatically, and a screenshot if you want one. We reply by email, and your earlier requests are listed in the same place.

Under "Idea" sits a board every club reads together. You write down what is missing and vote on what the others have suggested. What many clubs want becomes visible to us — and you see what we plan to do about it. Which club suggested what, incidentally, is shown nowhere.

Improvements

• It stays open — Follow a link out of an answer and the conversation is still there. It even survives a page reload
• Also from ⌘K — The command palette has a "Search help" row; whatever you have typed is carried over as the question

Agreements Alongside the Contract

Image rights, house rules, the newsletter, "my child may walk home alone" — things each member decides on individually. They don't belong in the contract text: a contract is accepted as a whole, while a consent has to be refusable without the sign-up failing. So until now they lived on a sheet of paper in a folder, or nowhere at all.

You now define them yourself under Settings → Legal, and they appear when signing, right above the signature. The boxes are live while signing: whatever the member ticks shows up in the contract next to it at that moment — so they sign exactly the document in front of them.

For each agreement you decide whether it is required or may be declined, whether it applies to everybody or only to one age group, and whether a longer text sits behind it. The same works for the trial form, with its own wording. Who said yes or no to what shows up afterwards on the member profile under "Memberships" — and as a filter in the member list, handy for checking photo consents before a social post.

How to set them up, what happens when you edit the wording later, and what a required agreement means for a sign-up coming through our API is all in the Omoplata Docs.

Pausing Warns About Invoices That Already Exist

A member gets in touch just before the collection: "I'm abroad for six weeks from the 1st." You enter the pause — and a few days later the dues are collected anyway. Invoices are created ahead of time: the one for the coming period was already out, open or in the SEPA run, and a pause doesn't cancel it. What follows is back and forth, a manual refund, or a returned direct debit.

The pause dialog now shows those invoices as soon as you pick the period — with number, amount, status, due date and payer, and again right before you save. You decide there and then whether to cancel or refund them under Finance, or knowingly let them run.

• Dues and fees — Every invoice in the period is covered, including those for recurring fees alongside the membership dues
• Only what the pause actually touches — Fees deliberately set to keep running during a pause, and one-off joining fees, stay out of the warning: they'd be charged either way

The New Inbox

The Inbox is where your club's day-to-day lands: a question about pausing, a cancellation, someone asking when the beginners' class runs. We've rebuilt it from the ground up — calmer, faster, and with everything you need to reply sitting right next to the message.

Email and WhatsApp come together in one place: connect your club's WhatsApp number under Settings → Integrations and those messages land right next to your emails — you reply from the same window instead of reaching for your phone. Instagram, Facebook Messenger and the in-app messages to your members are coming next. That retires the old, separate email inbox; existing bookmarks redirect automatically.

• Everything in one window — Your views on the left (Unanswered, Assigned to me, Snoozed, Done) along with your IMAP folders, the conversation in the middle, and the member on the right with balance, attendance and status. You reply without having to look anything up first
• Reply, quote, forward — With a proper recipient row. And when you pass an invoice on to your bookkeeper, the original attachments go with it
• Images & attachments in the thread — Embedded images and files show up in the conversation itself, with no detour through your mail client
• A quieter inbox — Auto-replies, newsletters and spam never become conversations in the first place. What's left is what actually needs an answer
• WhatsApp, when it's connected — The WhatsApp button only appears once a number that can actually send is set up — instead of letting you get all the way through the dialog first

Venue Restrictions Apply Everywhere

Staff restricted to certain venues could still see the whole club's numbers on the dashboard and in analytics. That's now enforced consistently.

• Dashboard & analytics — Every card and report shows only the assigned venues; the venue filter can narrow the restriction further, never work around it
• Lead board & station — A lead belongs to every venue it has had a trial at — not just the venue of the currently booked session
• Search leads by venue — Venue names are now part of the lead search

A New Design

Members, finance, courses, shop, communication and guides now follow the same layout: what you learned on one page works the same way everywhere.

• Views instead of hunting for filters — Every list comes with ready-made views, each with a count. On Members, for instance: Active, New, At risk, Ending or No membership — one click, instead of assembling the group by hand every time
• The key numbers above the list — Including the shape of recent weeks. Clicking one filters the list down to exactly that number
• A closer look without leaving the page — Clicking a row opens a quick view with the essentials; the list stays where it was
• Set up the way you work — Columns, row height and statistics can be shown or hidden per list
• Course schedule as a board — Instead of a time grid, the week under Courses shows clear cards per day, with coaches, occupancy and trial classes at a glance

Alongside that: a new topbar with breadcrumbs, and a tidied-up sidebar with a search field.

Upcoming Charges on the Member Profile

The preview of a member's upcoming payments now shows considerably more — and is built from the same pieces as the real billing run, so the preview and the later charge agree.

• Dues and fees in one list — Membership charges and recurring fees sit side by side in chronological order, over the same horizon
• Pauses, endings and price changes — Pauses (including ones that only start in the future), the contract end date and scheduled price changes are all part of the preview
• Due but not yet billed — Amounts that should already have been charged are flagged as such
• Prorated final charge — When a membership ends part-way through a billing cycle, only the days actually covered are charged instead of the full period
• Fees with their interval — Recurring fees show their real interval (e.g. yearly, every 3 months) instead of "on its own schedule"
• Shop sales billed to the payer — A sale to a child now lands on the paying parent's invoice — previously it produced an invoice on someone with no SEPA mandate, which then went missing from the direct debit file

Courses With an End Date

Courses in Omoplata don't have to run weekly. Alongside the regular weekly plan, Courses lets you define your own recurrence — every two weeks on Monday, every three weeks on Monday and Wednesday, the second Monday of each month, or the last Friday of each month.

Until now you could only give such a schedule a start date, after which it ran forever. There's now an "Ending on" date as well — for everything that has an end built in: a summer camp over the holidays, a ten-week beginners' course, competition prep leading up to a tournament, or a workshop series through to the end of the year.

• The last session still counts — A session falling exactly on the end date still happens; everything after it is dropped on save
• Change it any time — Extend or shorten the end date and the upcoming sessions are regenerated to match
• Closures apply retroactively — Sessions generated after a closure was saved are now cancelled too. Previously a closed week quietly filled back up with classes

Dunning & Debt Collection

Several additions around handing a case to a debt-collection agency, in Dunning.

• Bill the remaining contract — Generate every remaining contract invoice up to the end of the term at once, due immediately, so the full claim can be handed over. No payment is collected in the process; the dialog previews the invoice count and total first
• Why a hand-over isn't available — Instead of quietly hiding the options, Omoplata names the reason (rolling contract, expired term, already fully billed). The dunning list has its own "Debt collection" column for it
• Resend a failed reminder — If a payment reminder didn't arrive (bounce, undeliverable letter), it can be resent on its own — only the failed channel, with the current contact details. The failed attempt stays in the history

Improvements

• Creating a SEPA file — The header with totals, tabs and filters stays put while scrolling; a new search covers payer name, invoice number, IBAN and BIC (spaces in an IBAN don't matter)

Tasks — Decisions Between Colleagues

New on the Dashboard: tasks. One staff member asks another to decide something — "she asked to cancel five days before renewal, do we hold her to the notice period?" — instead of it living in a chat or on a sticky note.

• Raise a task — From the tasks section, a member's action menu, an Inbox conversation, or an invoice
• The context travels with it — Raised from the Inbox, the member's last message comes along; the conversation in turn shows that a colleague was already asked to decide — so nobody answers twice
• Decide, don't just tick off — Approve or decline, with a note thread for follow-up questions. The decision is appended to the timeline with who decided and when. A decided task can be reopened if the answer raises new questions
• Hand it on — Pass a task to someone else right from the thread
• Three tabs — Needs you, Waiting on others and Recently done; "New reply" marks where something moved
• Help with the wording — A "Draft" button suggests a title and description so nobody stares at an empty field
• Notifications — Whoever gets a task is notified by email

Registering Members at the Tablet — Redesigned

Signing a new member up at the station was already possible — but through the same window as the admin area, which is small and fiddly on a tablet. The flow is now a full-screen, touch-friendly wizard: Member → Membership → Training → Review → Hand over.

• Big targets instead of a form — Age group, plan and courses as tappable cards, one step per screen, validated as you go
• Assign training — Courses, sports or time slots exactly as in the admin area, depending on your club's setting. When there is nothing to assign, the step is skipped instead of showing an empty screen
• First charge in view — The wizard continuously shows what will be due at the first charge — including sign-up and recurring fees
• Hand the tablet over — At the end the tablet goes to the new member: add a payment method and sign the contract on the spot
• Convert lead redesigned — In the admin area too: a two-pane window with the member card, payer, venue and plan on the left, configuration and the due-at-first-charge summary on the right. For the contract you pick between email, tablet and paper
• Several station users — Clubs with more than one entrance or venue can now create multiple station logins
• Special prices hidden — In plan selections special prices are hidden by default and can be revealed with a toggle, keeping the regular price list readable

More Improvements

Improvements

• Pause emails — When pausing a membership, a confirmation can be sent to the payer; a few days before the pause ends, an email is a reminder that training and billing resume. Both texts are editable under Settings → Notifications
• Manage special prices — Under Settings → Special prices special prices can now be created, edited and deleted (with proof requirement and expiry) instead of only being listed
• Trial history — A badge shows which trial in the row is coming up; sessions can be cancelled, another trial can be scheduled right away, and contact attempts are logged
• Fairer graduation counting — The class in which a stripe was awarded no longer counts toward the next graduation. And a member on the last stripe of their belt keeps seeing progress toward the next belt
• Fewer confusing settings — The card for the no-appointment welcome email only appears when walk-in trials are actually enabled
• Full visitor data on forms — Trial and contact forms store the complete origin of an enquiry (campaign, device, spam signals) and respect the selected venue when offering times
• iPad — Input fields overflowed their frame in some dialogs

Trial Classes — Reminders & Follow-ups

Leads now automatically receive emails around their trial class — from the reminder before the session to the follow-up afterwards. Everything is configured under Settings → Trial.

• Reminders before the session — Up to two reminders (e.g. 24 hours and 2 hours before), via email and optionally via WhatsApp
• Follow-up emails — Up to two automatic follow-ups after the class ("How was it?" and "Ready to get started?")
• No-show email — When a lead is marked as "no-show", an invitation to pick a new date goes out automatically — a dialog asks first whether the email should really be sent
• All wording editable — The copy of every email can be edited under Settings → Notifications

The lead quick view also shows all upcoming emails with their scheduled send time. Individual emails can be cancelled, re-enabled, and previewed — exactly as the lead will receive them.

Lead board improvements

• Capacity at a glance — When scheduling a trial, green/amber/red shows how full a class already is (including the trial limit)
• Sort by trial date — The "Scheduled" column now sorts by trial date by default (soonest first), switchable back to newest-first
• Last activity — Lead cards and the quick view show when something last happened on a lead

We've been working hard on leads over the past few weeks — and we'll keep at it in the weeks ahead. More to come.

Customize Automated Emails

You can now rewrite your club's automated emails yourself — under Settings → Notifications.

• Edit the email as it looks — You type directly into an email view: subject, paragraphs, button, and bullet lists appear exactly as they'll be sent
• Placeholders as building blocks — First name, club name, date & co. are inserted as chips — they can't be accidentally broken while typing
• Formatting — Bold, italic, and links right in the text
• Live preview — The preview renders exactly the email the member will receive
• Variants — Where an email differs (e.g. member vs. parent/guardian), a toggle switches between the versions
• Editable emails — Welcome emails, failed payment, trial confirmation, plus the new reminder and follow-up emails
• Reset — Any line can be reverted to the default wording at any time

More Improvements

Improvements

• Vouchers on sales — Vouchers are now automatically applied to product sales too; the sale modal shows upfront which of the member's vouchers will be redeemed
• Invoices with quantities — Sale line items show quantity and unit price (e.g. "2 × €20.00") instead of just the total
• Extended member export — New columns: guardians with address, account holder & IBAN, belt grade, and past pauses
• Cancellation dates honour notice periods — The earliest cancellation date now takes contract term and notice period into account; optionally the payer receives a confirmation email
• Cleaner member list — The list now shows only members with an active membership by default; a new "Without membership" filter reveals the rest
• Backdate memberships — Start dates up to 5 years in the past are now possible — ideal for enrolling long-standing members
• Filter bank transactions — With multiple billing entities, bank transactions can be filtered by entity

WhatsApp Assistant — AI Chatbot

Your club now has an AI assistant on WhatsApp. The bot automatically replies to messages from prospects and members — around the clock, within seconds, with access to real club data. Set it up under Settings → Integrations.

A typical use case: a prospect texts at night, outside your opening hours. The bot answers questions about the schedule and pricing, qualifies them, books a trial class, and automatically creates a lead — your team gets notified.

• Real-time answers — Schedule, pricing, venues, disciplines, trial details, and account status
• Lead capture — Every conversation automatically becomes a lead
• Trial booking — Prospects book directly via WhatsApp, optionally with qualifying questions
• Member retention — Instead of an immediate cancellation, the bot offers a pause
• Multiple numbers — Connect several WhatsApp numbers, each with its own bot configuration
• Personality & tone — Freely customize the bot's name, tone, and knowledge base
• Automatic language — The bot detects the language of the person it's talking to
• Transparency — The bot is always honest about being an AI (disclosure mode is configurable)
• Handoff to your team — Hand off to a human at any time; the bot pauses automatically and can resume later without losing context
• Per-contact control — Turn the bot on or off for individual contacts straight from the Inbox

Customize App Colors

You can now match individual UI elements of the member app to your club's branding. Under Settings → App you set a custom color per element — with a separate color for dark mode if you want.

• Customizable elements — Weekly streak, class buttons, calendar days, filters, leaderboard button, invoice icon, and the active tab indicator in the bottom navigation
• Hex color picker — Set colors via hex value (#rrggbb)
• Light & dark mode — Optionally a separate color per element for dark mode
• Reset — Revert any element to the app's default color at any time

Roles & Permissions

Managing team access has been reworked. Under Settings → Roles and Settings → Users you now have far more control.

• Multiple roles per user — A user can hold several staff roles at once (e.g. trainer and admin) and gains the combined permissions
• Promote a member to staff — Existing members can be made staff without creating a new account — their member portal access is preserved. Staff access can later be revoked without deleting the membership
• Clearer permission editor — Pick "No access", "View", or "Manage" per area — or fine-tune individual permissions in detail mode
• Human-friendly labels — Permissions are now clearly named and grouped by area
• Restrict access to billing entities — Staff can be limited to specific billing entities (shown when multiple entities exist). They then only see members, invoices, and financial data for their assigned entities

New Dashboard

The dashboard at Dashboard has been completely rebuilt. It's now fully composable: cards can be reordered via drag & drop, resized, and added or removed — everyone on the team builds their own overview.

• Today at a glance — A spotlight for the current class (attendance, RSVPs, trials) and the day's schedule
• This month's metrics — Active members, revenue, attendance, lead conversion, outstanding invoices, and more
• Members & training — Check-in trend, at-risk members, belt distribution, birthdays, top classes
• Finance & growth — Income/expense trend, invoice status, customer lifetime value, lead funnel, plan and age distribution
• Trial leads card — Upcoming and past trials, markable as "showed up" / "no-show" directly
• Setup checklist — Guides new clubs step by step through the initial setup
• Filter by venue — Scope all data to a single venue

Inbox — All Channels in One Place

The new inbox at Inbox brings all of your club's messages into one place — across WhatsApp, email, Instagram, and Messenger.

• All channels unified — WhatsApp, email, Instagram, and Messenger in a single view
• Real-time — New messages appear instantly without reloading the page; a counter shows unread conversations
• WhatsApp 24-hour window — An indicator shows how much time is left to reply
• Organize conversations — Mark as done, snooze for later, or assign to a team member
• Link contacts — Turn unknown contacts into leads or link them to existing members
• Internal notes & labels — Notes and tags per conversation

Member Profile — New Features

The member profile gained several new features.

• Security & sessions — A new security tab shows all active logins for a member with device, browser, IP address, approximate location, and last activity. Revoke individual sessions or all of them at once
• Separate billing address — Store a dedicated billing address with company name and VAT number — it's automatically used on invoice PDFs
• Venue assignment — Existing members can be assigned to a venue after the fact (when venue restriction is enabled)
• Profile hover preview — In member lists, hovering over an avatar shows a card with the key info: contact, plan, belt progress, status, and more

Flexible Class Recurrence

Classes no longer have to run weekly. When creating or editing a class under Classes you can now choose between a standard and a custom schedule.

This is ideal for classes that don't run every week — for example a workshop every two weeks, or a class on the last Friday of each month.

• Weekly or monthly — Choose the frequency and interval (e.g. "every 2 weeks")
• Day-of-week selection — Pick the days for weekly recurrence
• Monthly patterns — e.g. "on the 1st Monday" or "on the last Friday" of the month
• Switch modes anytime — Move between standard and custom schedules without losing data

Manuals & Guides

With the new "Manuals" feature you create internal guides and standard operating procedures (SOPs) for your team. You'll find them under Manuals.

• Notion-like editor — Rich text with headings, lists, checklists, tables, images, and YouTube embeds via slash commands
• Auto-save — Changes are saved automatically, with a live status indicator
• Sections & structure — Organize manuals into sections with one level of sub-sections, reorderable via drag & drop
• Duplicate — Copy an existing manual as a template with one click
• Draft & publish — Work on drafts and publish them when ready; optionally shareable via link

Skills Tracking

With the new skills tracking you document your members' learning progress. Define a skill catalog per discipline under Settings → Skills and then assess members directly from their profile.

• Skill catalog per discipline — Define techniques with name, description, and tags, reorderable via drag & drop
• Two assessment types — Graded (Introduced → Practicing → Proficient → Advanced) or simple yes/no
• Assess from the profile — Coaches rate skills directly in the member profile, with optional notes
• Radar chart — A spider chart in the profile shows strengths and development areas at a glance
• Curriculum linking — Skills can optionally be linked to belt levels

News Feed

Under Communication → Feed you can now send posts and polls directly to your members. Posts appear in the in-app feed and can optionally be delivered as push notifications. Use segments to control who sees a post — or broadcast it to everyone.

• Posts & polls — Create simple news posts or polls with single/multiple choice and free text options
• Push notifications — Optionally notify members via push on their phone
• Comments & likes — Members can comment on and like posts (comments coming soon)
• Answer deadline — Set a deadline for poll responses
• Audience targeting — Use segments to send posts to specific member groups

For a step-by-step guide, see the Omoplata Docs.

Segments

Segments let you create reusable audience groups for your communication system. Under Settings → Segments you define dynamic rules — e.g. "Plan is Gold AND Discipline is BJJ" — and Omoplata automatically resolves all matching members with an active membership.

• Rule builder — Combine rules by plan, discipline, class, venue, or demographic with AND/OR logic
• Multi-value support — Use "is one of" / "is not one of" operators to select multiple values via toggle buttons
• Live preview — Matching member count updates in real time, with an expandable member list

Profile Picture Upload via App

Members can now upload their profile picture directly from the app. As always, you're in control: Under Settings → App you can choose whether members can change their profile picture at any time or only when no picture is set.

• Always — Members can upload or replace their profile picture at any time
• Only when empty — Members can only upload a picture when they don't have one yet (default)

Mandatory Phone Number on Trial Form

The trial form has a new setting: You can now choose whether the phone number field should be mandatory. You'll find this setting under Settings → Trial. By default, the phone field remains optional — so existing behavior is unchanged.

Member Check-in History

The member profile now includes a new section: check-in history. At a glance, you can see all check-ins for a member — with date, time, class name, and source (QR code, admin, or tablet).

Club Closures

With Easter just around the corner, we're introducing a new feature: You can now define closure periods for your club — e.g. vacations or maintenance breaks. All affected class occurrences are automatically cancelled. Closures can apply club-wide or to specific venues.

Closure dates are visually highlighted in the calendar view, and each closure shows a clear list of cancelled occurrences. When you edit or delete a closure, only the occurrences affected by that specific closure are restored — overlapping closures remain respected. For a step-by-step guide, see the Omoplata Docs.

Improved Email Compose

The email compose experience has been completely redesigned. The new compose window appears compact in the bottom-right corner — similar to Gmail — and can be minimized. Attachments now show upload progress and the send button is disabled during uploads.

You can also reply directly within an email thread without opening the full compose window. The inbox now includes bulk actions like archive, delete, and flag with undo support.

Edit Classes from Attendance View

Individual class occurrences can now be edited directly from the attendance view — without modifying the class template. The new edit modal lets you:

• Adjust the start and end time for the session
• Assign a different trainer for this specific occurrence
• Cancel or reactivate the occurrence (with confirmation dialog)

Cancelled occurrences are clearly marked across all views — with a red badge, strikethrough styling, and reduced opacity.

Embed Trial Training Form

If you already have the trial training form on your website, you can now fully customize its colors and style under Settings → Trial Training — using a visual CSS builder for colors, fonts, and border radius, plus a free-text field for custom CSS. A live preview shows changes in real time.

If you haven't embedded the form yet, simply copy the embed script from the settings and add it to your website. For a step-by-step guide, see the Omoplata Docs.

Create Memberships for Existing Users

Admins and trainers can now create new memberships directly with the "Active (Legacy)" status. This bypasses the regular onboarding flow when contract and payment details already exist externally — ideal for importing existing members or manual administration.

Fees During Pause

Recurring fees can now be controlled independently of membership pauses. With the new "Pause fee with membership" toggle, you can decide per fee whether it should continue to be charged during a membership pause.

By default, fees pause with the membership — ideal for regular dues. If you disable the option, the fee continues to be collected during the pause — useful for insurance or other ongoing costs.

Belt Graduation System: Tracks

Different martial arts handle belts differently — some distinguish between kids and adult belts, others use just a single track. The previous system with rigid demographic categories didn't accommodate this well, so we've refactored it to use flexible tracks. This makes belt management simple and adaptable to any martial art.

Class Swap Feature

Members with assigned class times can now receive a swap credit when they can't attend their scheduled session. With this credit, they can attend a different session within a configurable time window (default: 7 days).

Cross-class swaps are also optionally available — capacity limits are respected. The feature is also available via the API for the mobile app.

Trial Training Limits

You can now set a maximum number of trial training registrations per class. Once the limit is reached, the timeslot is shown as fully booked in the public registration form and can no longer be reserved.

In the admin calendar, a warning is displayed when a timeslot has reached its capacity limit. This helps you keep track of class utilization at all times.

Contract Expiration Alerts

Omoplata now automatically notifies you when contracts are expiring within the next 30 days. For each alert, you have four resolution options:

• Keep contract — no change, the contract continues as-is
• Switch to monthly billing — contract becomes cancelable monthly
• Increase price — with preset percentages or a custom amount
• New contract — a signing link is automatically sent to the member

Integrated emails in Omoplata

Omoplata now has an integrated inbox for your club. In most cases, this runs via the Omoplata-integrated address, e.g. clubname@clubs.omoplata.de.

With this you can:

• See and reply to responses to system emails directly in the system
• Manage incoming messages centrally
• See when automatic emails (e.g. payment reminders) could not be delivered due to an incorrect or missing email address

Improvements

• Integrated inbox per club
• Reply to system emails directly in the system
• Notification for undeliverable emails

Finance area — clearer layout

We've improved the layout of the finance area for better clarity:

• The bank submission button is now directly in the "SEPA Files" tab, and the bank transaction fetch button is in the "Bank Transactions" tab — no longer under "Invoices"
• The former label "PIN" has been renamed to "Security Code"
• Created SEPA files are now filterable — by default, only SEPA files with "open" status are shown

Improvements

• Bank submission and transaction fetch moved to their respective tabs
• "PIN" renamed to "Security Code"
• SEPA files filterable with "open" as default view

New filters in the member overview

The member overview now offers additional specialized filters to help you keep track of:

• Contracts approaching the end of their initial term
• Members who are already cancelable on a monthly basis
• Additional contract-related filters

Improvements

• Special filters for contracts nearing end of initial term
• Filter for monthly-cancelable members
• Additional contract-related filter options

Omoplata Docs — Help and guides

The new Omoplata Docs provide a central collection of guides and explanations for all important areas of the system. The content is continuously growing. Find everything at omoplata.de/docs.

Further graduation improvements

The belt display has been further refined:

• Belts for multiple sports can now be displayed in parallel
• The overall belt view has been redesigned
• If you set the belt color as the name, the system automatically uses the correct color representation

Improvements

• Parallel display of belts for multiple sports
• Redesigned belt view
• Automatic color rendering based on belt name

Member App — First launch

The first personalized Omoplata app is live in the Apple App Store and Google Play Store — built for Supreme MMA! The app will soon have its first active users and serves as the foundation for further rollouts.

More information about the general Omoplata app will follow in the coming days. Clubs with a personalized app will also receive updates on the current status.

Trial training integration

The trial training integration with your website is now even more flexible. You can specify whether prospects can sign up directly for a specific class.

When they do, the following happens automatically:

• A personalized confirmation email is sent to the prospect — with all important details like time and location
• A calendar invitation is automatically included
• The trial training registration appears directly in the respective class in the new class overview

Improvements

• Prospects can sign up directly for a specific class
• Automatic confirmation email with class details
• Automatic calendar invitation for trial trainings

New class overview

There's a brand new class overview in calendar format under the "Classes" tab.

• See at a glance who has indicated their attendance for a class and who has already checked in
• Trial training registrations are clearly displayed in the respective class
• If a trainer is assigned, they're immediately visible
• If you use multiple locations or training rooms, you can now assign them per class — configure the presets under Settings → Venues

Improvements

• New calendar-based class overview
• Attendance intentions and check-ins visible at a glance
• Trainer display per class
• Location/room assignment per class (configurable under Settings → Venues)

The Omoplata Member App

The member app is coming sooner than planned! The launch is scheduled for the beginning of 2026 — the app will be available in both the Apple App Store and Google Play Store.

There will be two app variants:

The Omoplata App — a central app for your members with all the essential features for training, communication, and organization. A trainer app is also in the works! The app is free for all clubs already using Omoplata.

Your own Club App (White-Label) — with your own app icon, custom background images and photos, and versatile personalization options to match your club and your style.

Graduation improvements

Belt ranks including stripes are now displayed more attractively in the member list. Multiple belts can now also be shown simultaneously for a single member.

Haven't activated graduations yet? Here's how:

1. Go to Settings → Sport and select the sport for which you want to activate graduations.
2. Under Settings → Graduations, configure the belts for each user demographic (children/youth/adults).
3. Then you can assign the current belt for all members who have the respective sport in their profile.

Improvements

• Improved belt display in the member list
• Multiple belts per member can now be shown simultaneously

Edit transaction status from the member profile

You can now do more than just view past and upcoming transactions from a member's profile — you can also:

• Edit the status directly
• View the transaction history
• Edit the transaction (if it's in "pending" status)

Improvements

• Transaction status editable directly from the member profile
• Transaction history viewable in the profile
• Pending transactions editable from the profile

Create manual transactions

A member has outstanding invoices from the past that weren't yet in Omoplata during data import? Or a member booked a private session that you'd like to collect via SEPA?

No problem! You can now create a manual transaction via the member profile (in the Action button under "Overview" or under "Billing"). With the "Create invoice immediately" option, the transaction appears right away as "pending" in the invoices section and can be sent to the bank directly. Without this option, it will be billed with the next membership fee.

Improvements

• Create manual transactions from the member profile
• Option for immediate invoice creation

Invoice filters

To give you an even better overview of your invoice statuses, we've added new filters to the invoices section. With one click you can see how many invoices are in each status:

• Invoices marked as pending or already sent to the bank
• Returns in "retry pending" waiting to be resent
• Non-collectable invoices where the outstanding amount can be claimed from the member

You can now also filter by payment method — so you can track exactly which members still have open invoices for cash or bank transfer payments.

Improvements

• New status filters in the invoices section with count indicators
• Filter by payment method (direct debit, bank transfer, cash)

New "Action" button in member profiles

As the member profile has grown with new features, we've added a central "Action" button that gives you quick access to less frequently used actions — all in one place. More actions will be added here over time.

Dashboard, Analytics, and Alerts

Based on your feedback, the Analytics section now has its own place in the navigation. This allows us to use the Dashboard as an action-oriented area. You'll find a new Alerts section here.

This section shows you important notifications and helps you spot and resolve issues early. You'll currently find alerts for:

• SEPA files that were created but not sent to the bank
• Members with missing payment methods
• Members with multiple memberships
• Members whose onboarding is not yet complete
• Members whose pause is ending

Once you've resolved an alert, you can mark it as "done" or click "ignore". If the system detects the issue isn't actually resolved, the notification will come back.

Improvements

• Analytics section moved to its own navigation entry
• New Alerts section in the Dashboard
• Alerts can be marked as done or ignored

Restricted status changes in the finance area

To ensure data integrity in the finance area, some status changes are now restricted.

SEPA files: The status can no longer be changed manually. Once a file is sent to the bank, it cannot be reversed. After bank transactions are fetched, the status automatically changes to "processed".

Transactions: If an invoice has already been created for a transaction, only the invoice status can be changed — not the transaction status itself.

Invoices: If an invoice is already included in a SEPA file, its status can no longer be changed. The SEPA file must be deleted first, the invoice adjusted, and the SEPA file recreated.

Improvements

• Status changes for SEPA files, transactions, and invoices restricted to ensure data integrity

Bank transfer reconciliation

When a member transfers their membership fee, Omoplata now automatically performs payment reconciliation.

1. First, fetch your bank transactions.
2. If the system finds a 100% match based on the same IBAN and the invoice amount due, it automatically marks the invoice as "paid" and shows it as "reconciled" in the bank transactions.
3. If there's no clear match — e.g. because the transfer amount doesn't exactly match the invoice — it shows "review pending". You can then see which invoice(s) the credit could be assigned to via the three-dot menu.

Note: Automatic reconciliation only works if the member's IBAN is stored in the system. If a member regularly pays by bank transfer, you can set "bank transfer" as the payment method in their profile — invoices will still be created but won't be included in the SEPA file.

Improvements

• Automatic payment reconciliation for bank transfers
• "Reconciled" and "review pending" indicators in bank transactions
• Manual assignment for ambiguous transfers

Mark members as "unable to pay"

This feature is designed for cases where membership fees cannot be collected via direct debit repeatedly, despite an active contract.

In addition to the existing "deferred" status, you can now set a membership to "unable to pay" via Membership → Manage membership → Mark as unable to pay in the member's profile.

Future invoices will still be created but immediately moved to "not collectable" status and excluded from the SEPA file. Once the payment issue is resolved, the membership can be set back to "active" — all invoices that would have been due in the meantime will be set to "pending".

Note: Invoices already marked as "pending" or "retry pending", or those already in a SEPA file, need to be manually marked as "not collectable".

Improvements

• New "unable to pay" membership status
• Automatic creation of invoices with "not collectable" status
• Automatic restoration of pending invoices on reactivation

AI Assistant — BETA

We've added a new AI assistant to help you get answers to your questions faster. You can find it in the Command Palette (Ctrl + K) — the global search bar above the menu.

Simply ask a question and the AI assistant will respond — with either a brief or detailed answer depending on the context. This is the BETA version, so responses will continue to improve. Soon you'll also be able to ask specific questions about members, upcoming classes, and more.

Of course, you'll still receive support through the usual channels — this new feature is meant to help you resolve many questions on your own.

Improvements

• AI assistant available in the Command Palette (Ctrl + K)
• Brief and detailed answers depending on the question