What's new in Omoplata

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