Help & How-To Guide

Jump to a section

• Getting Around the Portal
• Approving an Access Request
• Completing a Member's Profile
• Roster: Dojo Heads
• Roster: Board Members
• Roster Analytics
• Events & Calendar
• Documents
• People & Access
• My Profile

Getting around the Portal

After you sign in, you land on the Portal (the page with the row of cards). You'll only ever see cards for the tools your account can use. If something mentioned in this guide isn't showing up for you, it just means your account doesn't have that role yet. A Board Member or Admin can fix that from People & Access.

A quick note on titles: a Dojo Head is simply an Instructor who's been assigned to run a whole dojo, rather than just one class within it. On this site both use the same Instructor role and the same Roster/Events/Analytics tools, just scoped to whichever dojo(s) or class(es) they've been assigned.

How to approve a new access request

When someone asks to join the portal, they show up on the Access Requests page. Here's how to turn their request into a working account.

1. From the Portal, click Access Requests.
2. Find the person's row in the list. You'll see their name, email, rank, and the dojo they typed in.
3. Look at the Dojo box in their row. It usually already shows the right dojo. Just check that it matches what they wrote. If it's wrong or blank, click the box and pick the correct one from the list.
4. Click the Create Account & Welcome Email button in their row.
5. A pop-up will ask you to confirm. Click OK.
6. That's it. The person is emailed a username and a temporary password automatically, and their request disappears from this list.

How to finish setting up a member's profile

Do this any time after an account is created, whether right away or weeks later if their role changes.

1. From the Portal, click People & Access.
2. Use the Search People box at the top to find the person by name, or scroll the list to find them.
3. To set or fix their dojo: find the Dojo box in their row and pick the correct dojo from the list. It saves automatically. No Save button needed.
4. To give them a role, check the box under that role's column: Yudansha (every member has this), Instructor (can manage their dojo's roster), or Board Member (can view every dojo and help approve requests). Each box saves the moment you check it.
5. Uncheck any box the same way to remove that role later.

Roster: managing your dojo (Dojo Heads / Instructors)

If you're an Instructor, this is where you keep track of your students.

1. From the Portal, click Roster.
2. If you teach more than one class, use the Filter by Class box near the top to narrow the list down.
3. To add a new student: fill in the Add Student form. Only Full Name is required. Fill in Rank, Art, Join Date, and the rest as you have them. Click Add Student.
4. To change something about a student later: click their row to open it, make your changes, and click Save.
5. If a student stops training: open their entry, change Status to Inactive, pick a Reason Left, and save. Please don't delete a student who's leaving. Marking them Inactive keeps their history and is what feeds the Retention numbers on Roster Analytics.
6. When you update someone's Rank field and save, the site automatically keeps a dated record of that promotion for you. There's no extra step.

Roster: the Org Roster (Board Members)

As a Board Member, you can see every dojo's roster combined in one place, but you can't add, edit, or remove a student unless you also hold the Instructor role for that dojo.

1. From the Portal, click Roster.
2. You'll see everyone across every dojo. Use the Filter by Class box, or the Dojo / Class column, to find who you're looking for.
3. If something needs to change, reach out to that dojo's Instructor.

Roster Analytics: understanding your numbers

Instructors see analytics scoped to their own dojo(s) automatically; Board Members and Admins see the whole organization. Everything on this page is just a snapshot. You can't change anything here directly.

1. From the Portal, click Roster Analytics.
2. Give it a moment to load, especially with a larger roster.

Here's what each part of the page tells you:

• Active Students: everyone currently marked Active.
• Retention Rate: the share of everyone who's ever joined who is still Active today.
• Active Dojos: how many dojos currently have at least one active student.
• Departed (All Time): everyone ever marked Inactive.
• Active Students by Dojo / by Class: a breakdown so you can see where your numbers are strongest.
• Rank Distribution: how many active students currently hold each rank.
• Growth — New Students by Month: how many people joined in each of the last 12 months, so you can spot slow months or a successful recruiting push.
• Rank Promotions by Month: how many promotions happened each month over the last year.
• Reasons Students Left: a tally of the reasons picked when someone was marked Inactive. A lot of one reason (say, "Schedule Conflict") can point to something worth changing, like adding a class time.

Events & Calendar

Instructors can add events for their own dojo; Board Members and Admins can add events for any dojo, or org-wide events.

1. From the Portal, click Events & Calendar.
2. To add an event: fill in the form. Title and Starts are required. Instructors must pick their own dojo; Board Members and Admins can leave the Dojo box as "None / Multiple" for an org-wide event. Click Add Event.
3. To email people about an event, open Email Invitees, either right on the Add Event form before you save, or on any event's card afterward.
4. Check people one at a time, or use the quick buttons above the list (Board Members, Instructors, or a specific dojo's name) to check everyone in that group in one click. You can click more than one button to combine groups, and still hand-pick a few more people afterward.
5. Click Clear Selection if you want to start over.
6. Click Email Invitees (or just save the new event, if you checked people on the Add Event form) to send. Each person gets their own email with their name, the event details, and their dojo.
7. To change or remove an event later, edit the fields right on its card, or click Delete Event.

Documents

Anyone signed in can view member documents; only Board Members and Admins can add or remove them.

1. From the Portal, click Documents.
2. Click any document to view or download it. Newsletters are also visible to the public on the Newsletter page. Other documents require signing in.
3. (Board Members and Admins) To add a new one: use the upload form, give it a title, choose whether it's a Newsletter or a general Document, and save.

People & Access

Board Members can assign or remove the Yudansha, Instructor, and Board Member roles for anyone. See "How to finish setting up a member's profile" above for the full walkthrough, including setting someone's Dojo.

My Profile

Every signed-in member, no matter their role, can update their own name or change their password any time. From the Portal, click My Profile.