Core setup
Venues & resources
Venues represent the physical locations where your club holds classes. If you train in a single gym, you have one venue. If your club operates across multiple locations -- for example, a main academy and a satellite gym -- each location is a separate venue. Within each venue, you can define facilities (such as individual mats or training areas) that are assigned to classes.
Navigate to Settings > Venues to manage your locations.
Viewing your venues
The venues page shows each location as a card in a grid layout. Each card displays:
| Label | Description |
|---|---|
| Venue name | The location name (e.g., "Main Academy" or "Downtown Gym"). |
| Address | Street address, postal code, and city, shown with a map pin icon. |
| Facilities | The training areas within the venue (e.g., "Mat 1", "Mat 2", "Ring"), each showing how many classes are scheduled there. |
Creating a venue
Click the Create venue button to add a new location. Provide:
| Field | Description |
|---|---|
| Name | A recognizable name for the venue (e.g., "Headquarters" or "South Side Gym"). |
| Address | Street, postal code, and city. This information appears on the timetable and public club website. |
When you create a venue, an initial facility is created automatically so you can start assigning classes right away.
Editing a venue
Click Edit on a venue card to open the edit form. You can update the venue name and address. Changes are reflected across the timetable, class listings, and public website. If you are moving, schedule the move in advance instead.
Moving to a new address
If your club moves, schedule the move in advance instead of changing the address on moving day. The old address applies until moving day, the new one from then on. Anyone who books a trial class automatically gets the address that applies on their class day in their confirmation.
Schedule a move
- Click Edit on the venue card.
- Open the section Move to a new address.
- Enter the first day at the new address and the new address.
- Click Save.
The venue card now shows "Moving on … to …". On moving day, Omoplata switches to the new address shortly after midnight.
What your leads get
From here on there is nothing to do. When someone books a trial class after moving day, their confirmation already shows the new address, with the note "(new location from …)". The attached calendar entry has the new address too. For a class before the move, the old address stays.
This applies to everything sent about a trial class:
| Where | Address |
|---|---|
| Trial confirmation, reminders, friend invitation | The address that applies on the day of the class, including in the calendar entry. |
| Welcome email to leads (no date booked yet) | The current address, plus a note on when you start training at the new one. |
| Schedule, club website, app | The current address until moving day, the new one after. |
| Chat assistant and website API | Know about the scheduled move and give both addresses. |
Leads who already booked
Leads who booked a class after moving day before you scheduled the move still have the old address in their confirmation. So after saving, Omoplata asks: Tell booked leads? With Send update they get their confirmation again, with the new address and a calendar entry that replaces the old one.
The update is your trial confirmation from Settings > Notifications, with every text you changed there. Only the subject and a short note at the top are fixed.
When something changes
Open the venue again with Edit. While a move is scheduled, its section stays open: change the date or address and save. Remove scheduled move deletes the move when you save; until then Undo takes it back.
If this leaves leads with an address that no longer applies, Omoplata asks again whether to send them an update. If you click Cancel, the venue card shows "… booked leads have an outdated address · Send update" until you send it. Nobody gets the same update twice.
Who does not get an update
- If trial confirmations are switched off under Settings > Notifications, Omoplata sends no updates either.
- Leads without an email address (for example from WhatsApp) and friends who were only invited get no update. Let them know yourself.
- An address written into your WhatsApp reminder template has to be changed by you.
Facilities
Facilities are the individual training spaces within a venue. They represent specific mats, rings, courts, or rooms that classes are scheduled on. Having separate facilities allows you to:
- Schedule multiple classes at the same time in different areas
- Track which mat or room a class uses
- Manage capacity per training area
Adding a facility
Click the Add facility button at the bottom of a venue card. Give the facility a name (e.g., "Competition Mat", "Kids Area", "Cage").
Renaming a facility
Hover over a facility name and click the pencil icon to edit it inline. Press Enter or click away to save the new name.
Removing a facility
Hover over a facility and click the trash icon to delete it. A facility can only be deleted if the venue has more than one facility, ensuring at least one training area always exists per venue.
Facilities in use
Facilities that have classes assigned to them show a green badge with the class count (e.g., "3 classes"). Deleting such a facility will affect those class assignments, so reassign classes first if needed.
Deleting a venue
Click the trash icon on a venue card to delete it. Be aware that deleting a venue removes all its facilities and affects any classes scheduled at that location.
Multi-venue setup
When your club has multiple venues:
- The timetable shows a venue filter at the top, letting trainers and members see classes at a specific location.
- Classes display their venue and facility in the schedule view.
- The public club website shows venue information alongside class schedules.
- Lead scheduling includes venue context when booking trial classes.
Single venue clubs
If your club operates from a single location, venue-related filters and labels are hidden automatically throughout the platform to keep the interface clean. You still need at least one venue configured for the system to work.