Help center
Set up your academy, step by step
Everything you need to launch your club on OSS Academy and run it day to day, without having to email us. Search in your own words: "students", "membership fee", "take attendance".
Get started
Create your account, your academy and run your first setup.
Create your account and your academy
Install the app or open the web version, create your account, declare your academy and verify your email before you start.
Set up your academy in five steps with the wizard
The setup wizard that opens on your first login: sports, logo, addresses, first classes, team, students and free trial.
Activate your free trial and choose your OSS Academy plan
The Discovery offer, the Essential plan at €30 a month or €300 a year, the card that pays your platform subscription, and how to cancel or resume it.
Read your Overview every morning
The home page of your management space: today's classes, the actions that block, the academy's health in nine tiles and the quick commands.
My academy
Club profile, venues, public page and settings.
Fill in your academy profile
Logo, name, sports taught, time zone, currency, contact details and socials: what your students see of your club.
Declare your venues and training locations
Add, edit or delete an address, set the primary venue and attach each class to the right location.
Turn on your public page and share it
Enable your academy's showcase page on oss-academy.com, pick its cover, colors and visible sections, then share its address.
Declare your federations and track licenses
Enable CFJJB, France Judo, France Jujitsu or IBJJF, know what each one unlocks and where your members' license numbers are entered.
Choose the bottom bar tabs for your members
Choose the pages shown in the app's bottom bar for the whole academy: two shortcuts for everyone, a third one for students, the rest in the More tab.
Members
Invite, approve, organise and follow your members.
Invite your students: join code, share link and tutorial
Three ways to get your members into your academy, and what to do when a student cannot join.
Approve membership requests for your club
Approve a new student, assign a role, and handle edge cases: rejection, blocking, inactive members.
Manage your members: find, export, change a role, block or remove
Search and filter your members, export the list as CSV, appoint a professor or a co-owner, block or exclude a member, hide the student list and choose which managers receive which emails.
Spot the members who stopped coming
List students with no attendance for 7 to 90 days so you can reach out before they leave for good.
Request a medical certificate and the other mandatory documents
Set up the paperwork to provide (medical certificate, parental consent, license, image rights), validate submissions and track expiries.
Create an account for a student without a smartphone, a child or a member who does not want the app
Create a managed account with no email or password, enroll and follow them on their behalf, then hand the account over to the student or a parent when the time comes.
Record your students' emergency contacts
Add the person to call in case of injury from each member's profile, and make this information mandatory when joining.
Classes
Slots, recurrences, teaching materials and enrolment.
Create a recurring class: every option in the form
Sport, level, professor, venue, frequency, days, capacity and end date: everything you can set when you create a slot.
Restrict a class to subscribers and pick the products that unlock it
Require a subscription to enroll in a class, link the right products, and auto-enroll the members who belong in it.
Edit, move, cancel or delete a class
Change a rule or a single session, check who is enrolled in a session, move a class, cancel it properly, and stop a slot without losing the history.
Set up class enrollment: waitlist, booking window and no-show penalty
The waitlist on full classes, how early bookings open, suspending students who book without showing up, members to warn and lifting a suspension.
Build your materials library and collect your students' ratings
Publish techniques as video or text, sort them with tags, attach them to a class and read what your students understood.
Attendance
Take attendance, QR code and tracking.
Choose how your students check in: a QR code per class or one academy QR code
A QR code generated by the professor at every session, or a permanent QR code displayed at the front desk: pick the mode, display the academy QR code and allow open scanning.
Take attendance for a class
Mark who was present, late or absent at a session, open the QR code from the attendance sheet, spot students who are not in good standing and track your professors' hours.
Subscriptions and payments
Pricing, collection, reminders and invoicing.
Connect Stripe to get paid by card
Turn on online payment for your academy: card, Apple Pay, Google Pay, SEPA direct debit and automatic installments, in a few minutes.
Choose the payment methods you accept
Card, SEPA Direct Debit, cash, checks, bank transfer, family allowance vouchers, Pass Sport, holiday vouchers: switch on what your club actually takes, and set different methods for your memberships and your shop.
Create a subscription product: pick the right type
Monthly, yearly, season, class pack, trial class: pick the type that matches your pricing, name it, set the price and link it to your classes.
Set up billing on a product: installments, commitment, proration and billing day
Pay in installments, monthly commitment, prorated first payment, end date and fees: the billing settings of a product explained one by one.
Limit what a product gives: number of classes, quota, access duration and visibility
Session pack, weekly or monthly class quota, time-limited access, sales window, promo badge and product reserved to selected students.
Group several prices under one membership (adult, student, kids)
Create a product group to offer several prices of the same plan under a single entry in your students' catalog.
Enroll a student in a product yourself and record an offline payment
Create a student's membership from your management space, split their payment between cash, vouchers and card, confirm pending payments, generate invoices and remove an enrollment recorded by mistake.
Publish your terms of sale to sell commitment subscriptions
Write your terms and conditions from the template, publish them, manage versions, and know what the student accepts when paying.
Enter your legal entity to issue invoices
Legal name, registration number, address, VAT regime and numbering: what to fill in so your students receive compliant invoices.
Track your income: payments, subscriptions, dashboard and forecasts
Find a payment, check the state of your members' subscriptions, read your financial dashboard and anticipate your revenue over the next twelve months.
Manage your products: product page, subscribers, restrictions and archive
Find a product, reorder your catalog, open a product page to see its subscribers and the period it covers, reserve it for an age range or a gender, duplicate it, delete it and browse archived products.
Progress tracking
Belts, statistics and students to watch.
Set belt promotion criteria and record a graduation
Create a graduation path per belt, pick its criteria, see which students are ready and record the promotion on their profile.
Spot struggling students and read your statistics
The attention board flags students who rate materials poorly, the statistics show how the academy is doing, the activity log keeps a trace of every action.
Leaderboard, fighter profile and physical condition: what your students see
Understand the attendance and competition leaderboard, the fighter profile fed by material ratings and the physical condition declared by the student.
Forget nothing with the To do tab
The schedule's To do tab gathers roll calls to mark, documents and results to validate and payments to sort out, all generated automatically.
Run a contest and hand out the prizes
Create an attendance or competition contest, choose who can take part, publish it, assign prizes by rank, then confirm they were handed to the winners.
Attract students
Trial classes, leads, public page and widget.
Create a trial class offer
Offer a free or paid trial class to newcomers: rules, request approval, practical info, price and the classes open to trials.
Follow your prospects from the first click to the subscription
Read your acquisition funnel, handle trial class requests, follow each prospect and know where they come from.
Spread your trial classes: widget on your website, short links and QR codes
Put trial booking on your website, create a short link and a QR code per channel, and know where your prospects come from.
Customize the follow-up emails sent to your prospects
Rewrite in your own words the two emails sent after a trial class: subject, title, message, variables, action button and going back to the OSS Academy text.
Optional modules
Shop, competitions, kiosk and advanced features.
Add a registration fee, a licence or a gi to a membership (add-ons)
Offer or require a shop item when a student subscribes: registration fee, federation licence, gi, all on a single invoice.
Set up a check-in tablet at the front desk (kiosk device)
Pair a tablet, choose Public or Private mode, let your students check in as they arrive and follow arrivals live from your own screen.
Run a camp, an open mat or a seminar
Create an event, build its schedule and prices, publish it, then manage attendees and tickets on the day.
Open your shop: gis, rashguards and orders
Create items with their sizes and colors, choose how you get paid, publish, then track orders until handover at class.
Track your team's competitions and validate results
What your students declare, how you validate their results, how to enroll the team and read the club's competition statistics.
Post news or a poll in the academy feed
Announce something to all your members, pin what matters, run a poll and manage your posts.
Manage your members' CFJJB licences, season by season
Enable the affiliation, link the products that include the licence, track each member from unpaid to confirmed, export the submission file and set restrictions.
Connect ChatGPT or Claude to your club
Add OSS Academy from the Claude or ChatGPT directory to ask questions about your club in plain language (schedule, students, belts, paperwork), then track and cut each connection.
Need a hand?
Our team is here
A question that is not answered here? Write to us, we usually reply within 24 hours.