How to Use Red Belt Gym CRM
Discover walkthroughs and demonstrations to put Red Belt Gym to work for you. Search for a topic or browse the guides and videos below.
How-To Guides & Documentation
Every tutorial article, with step-by-step instructions. Click any guide to open the full walkthrough.
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Add a Card or Bank Account
Save a student's card or bank account on their profile so you can charge programs and products.
Read More Getting StartedAdd a Contact
Proper record creation keeps data organized from day one and helps keep communication, billing, attendance, and automations functioning as expected.
Read More Getting StartedAdd Notes and Follow-Ups
Keep staff-only notes on a student, track ongoing issues, and schedule follow-up reminders from the contact's profile.
Read More AutomationsAdd or Remove a Contact from an Automation
See which automations a contact is in and move contacts between automations.
Read More Billing & PaymentsAssign Membership Programs
Once you have created a program, you are ready to assign it to your students. This article explains how assigning memberships works.
Read More CustomizationsAssign Trainings to Students
Assign video and PDF trainings to students and track their progress.
Read More Scheduling & AttendanceAssigning Belt Ranks
Once you have created your class schedule, follow this step-by-step guide for managing martial arts ranking systems, tracking student progression, and updating belt levels.
Read More Scheduling & AttendanceAssigning Styles and Classes
Once you have created your class schedule, follow this step-by-step guide for enrolling students in your programs and managing class rosters.
Read More Scheduling & AttendanceBooking Appointments
Step-by-step guide for scheduling leads using the calendar or directly on a student's profile.
Read More CommunicationBuy Credits
Buy more credits for texts, calls, transcription and AI from your profile menu or the Setup page.
Read More Getting StartedChanging Your Temporary Password
Complete instructions for updating your initial password, creating secure credentials, and protecting your martial arts school account.
Read More Scheduling & AttendanceCheck In Students
Check a student in from their profile and see who attended each day.
Read More AutomationsConnect Zapier
Connect Red Belt Gym to Zapier to send leads and data from your other apps into your account.
Read More Scheduling & AttendanceCreate a Class Schedule
Organize your martial arts courses and easily create your own schedule in minutes for efficient school management.
Read More Ads & MarketingCreate a Magic AI Facebook Ad
Launch a ready-made Facebook lead ad for your school in a few clicks.
Read More Billing & PaymentsCreate a Membership Program
Memberships control billing, attendance, and access to your martial arts school. Read on to develop custom memberships.
Read More Billing & PaymentsCreate a Month-to-Month Recurring Membership Program
Month-to-month billing allows your martial arts school to forego long-term contracts. Read on to develop a monthly payment program.
Read More AutomationsCreate an Automation
Build automations that send texts and emails, update contacts and notify your team when something happens.
Read More CustomizationsCreate Belt Ranks
Setting color-based categories helps you keep track of student progress. Find the creating and editing process for ranking in this article.
Read More CustomizationsCreate Contract Pages with Page Master
Build membership agreements, waivers and sign-up forms your students can fill out and sign online.
Read More CustomizationsCreate Custom Fields
Add your own fields to contact records so you can capture details your school needs, like uniform sizes or how a student heard about you.
Read More CommunicationCreate Message Templates
Save email, text and audio templates so staff and automations can reuse them.
Read More InventoryCreate Product Colors & Sizes
Set up the colors and sizes your gear comes in, so you can add them as variants when you create products.
Read More CustomizationsCreate Program Age Groups
Setting age-based categories helps you assign students to classes with the appropriate skill level. Learn the process for creating and editing groups.
Read More CustomizationsCreate Student Note Categories
Add, view, rename and delete the categories your staff use to group issues on each student's Notes tab.
Read More CustomizationsCreate Styles and Classes
Setting martial arts styles helps you keep track of your offerings and allows students to be assigned to the appropriate program. Learn the creating and editing process here.
Read More CustomizationsCreate Training Paths
Build video and PDF lessons, group them into training paths and challenges, and assign them to students automatically.
Read More Billing & PaymentsCreate Upgrade Paths
Set the rules that tell Red Belt Gym when a student is ready to move up to a new program.
Read More CustomizationsCustomize Your Dashboard
Customize your Red Belt Gym dashboard to track key metrics, monitor activity, and manage your gym from a single command center.
Read More AutomationsDeveloper Instructions for Capturing Data with a Webhook
Customize your website by integrating webhook triggers and automating data collection.
Read More Getting StartedFind Your Way Around Setup
Use the Setup home page, search and the Setup bar to reach any setting quickly.
Read More Getting StartedImport Contacts
Use CSV, XLSX, or XLS imports to bulk add contacts into Red Belt Gym to quickly add students, members, and leads without manual data entry.
Read More AutomationsIntegrating Red Belt Gym with Your WordPress Website
Step-by-step guide for connecting lead capture forms from your WordPress website to your Red Belt Gym account.
Read More ReportsKey Performance Reports Overview
Understand the 13 reports in Red Belt Gym, from revenue and student growth to marketing, staff, AI, credits and inventory.
Read More CommunicationMake a Call
Call a student or lead from their profile using your browser.
Read More Billing & PaymentsManage Family & Group Accounts
Learn how to add and archive dependents to your martial arts school.
Read More CommunicationManage Phone Numbers and Call Settings
See your school's Red Belt Gym phone number and set up how incoming calls and texts are handled.
Read More InventoryManage Product Inventory
Add products with sizes and colors, track how many you have in stock, and restock when new items arrive.
Read More Getting StartedManage Staff Users and Assign Permissions
Follow this step-by-step guide for creating staff accounts, assigning user permissions, and managing team access for your martial arts organization.
Read More InventoryManage Vendors
Add the suppliers you buy stock from, import a vendor list from a spreadsheet, and see what you've spent with each one.
Read More Getting StartedManage Your API Keys
Create and revoke API keys and read the API documentation so a developer can connect other systems to your school.
Read More CustomizationsManaging & Assigning Tags
Add new labels to categorize students for efficient filtering, searching, and automation of tasks.
Read More Scheduling & AttendanceManaging Appointments
A step-by-step guide on how to complete, reschedule, and cancel meetings, as well as understanding how shows and no-shows are marked.
Read More CustomizationsManaging Phases & Statuses
Track and manage the lifecycle of students to proactively track progress, identify at-risk individuals, and deliver targeted, timely interventions.
Read More AutomationsOrganize Automation Folders
Group automations into folders, find them quickly, and enable them or off.
Read More ReportsRead the AI Performance Report
See how your team's call scores are trending, which interaction types need coaching, and the recurring patterns across every AI-analyzed call.
Read More InventoryRead the Product and Vendor Spend Reports
See which products sell best and how much you spend with each vendor, for any date range.
Read More InventoryRecord Vendor Purchases and Bills
Enter what you bought from a vendor so the items go into stock, keep track of unpaid bills, and mark them paid.
Read More Getting StartedRecover Account Access
Use this guide if you forget your password or cannot access your account.
Read More Getting StartedReport Bugs & Technical Errors
You can help improve Red Belt Gym by giving us feedback about any problems you're having.
Read More Getting StartedResetting Your Password
Instructions for changing your password, creating secure credentials, and protecting your martial arts school account.
Read More Ads & MarketingReview and Pause Facebook Ads
See how your Magic Facebook AI ads are doing and pause or restart them.
Read More ReportsReview Call Recordings and AI Analysis
Transcribe staff conversations, run AI analysis, and use the score and coaching feedback to improve your team.
Read More ReportsRun the End of Day Report
See revenue, appointments, calls, renewals and new students for any day or range of days.
Read More Getting StartedSearch, Filter & Customize Contacts
Find any student or lead quickly, narrow your list with filters, and choose which details appear in your Contacts table.
Read More InventorySell Products at the Point of Sale
Ring up gear, drinks, seminars and other products for a student and charge their card, bank account or cash.
Read More CommunicationSend a Text Message
Text a student or lead from their profile, use templates and merge fields, and see the full conversation in one place.
Read More CommunicationSend an Email
Email a student or lead from their profile using templates, merge fields and formatting.
Read More CommunicationSend Bulk Messages and Updates
Select several contacts at once to text, email or message them, add them to an automation, or update their phase and status.
Read More Scheduling & AttendanceSet Attendance Controls and Limits
Control how students check in to your gym and classes, and limit how many classes a student can RSVP for or attend each week.
Read More CommunicationSet Up AI Phone Calls
Let an AI assistant answer your school's incoming calls, right away or when no one on your team picks up.
Read More Billing & PaymentsSet Up Automatic Receipts
Automatically email customers a receipt after their first payment and every recurring payment.
Read More CommunicationSet Up Notification Groups
Create groups of staff members who get text or email alerts from your automations.
Read More Billing & PaymentsSet Up PaySimple Payment Processing
Check your PaySimple connection, choose how failed payments are retried, pass on card fees, and set your tax rates.
Read More Billing & PaymentsSet Up Sales Tax
Choose the tax rate charged on products and programs.
Read More CommunicationSet Up Spam Call Protection
Label or block suspicious calls so your staff spend less time answering spam.
Read More AutomationsSet Up the AI Command Center
Connect an AI provider key and choose which model handles each job, including the AI Command Center, AI Performance Analysis and AI calls.
Read More CustomizationsSet Up the Student App Banner
Promote events, seminars and offers with a banner at the top of your student app.
Read More CommunicationSet Up Transcription and AI Analysis
Choose which recordings are transcribed and scored automatically so you can coach your team with AI Performance Analysis.
Read More Scheduling & AttendanceSet Up Your Attendance Portals
Open the gym and class check-in portals on your front desk device so students can check themselves in.
Read More Getting StartedSet Up Your Gym Details and Holidays
Update your school's name, logo, contact details and time zone, and add the days your school is closed.
Read More Getting StartedSigning into Red Belt Gym
This guide helps new users complete the initial Red Belt account setup after receiving their first time login.
Read More Billing & PaymentsTrack Active vs Inactive Members
See at a glance which students are still training and which have gone quiet, by filtering your contacts by type.
Read More CustomizationsUnderstanding Contact Types
Track and manage leads as they move through the funnel process to efficiently convert them to members, track missed appointments, and understand membership types.
Read More Billing & PaymentsUpdate a Membership Program
Times change and the billing, attendance, and access to your martial arts school should match. Learn how to edit your custom membership programs.
Read More Getting StartedUpdate Contact Details
Follow this step-by-step process to update student and contact information in Red Belt Gym. Edit profiles, change details, and maintain accurate martial arts school records.
Read More Getting StartedUpdate Your Personal Details
Change the name, photo and country on your own Red Belt Gym staff profile.
Read More Billing & PaymentsUpdate, Freeze or Cancel a Membership
Edit, pause, or stop a student's membership to control access to your martial arts school. Read on to make changes to your customers' assigned programs.
Read More Scheduling & AttendanceUse Calendar Views and the Auto Scheduler
Change how your appointment calendar is displayed and set up times leads can book on their own.
Read More Getting StartedUse Guided Onboarding
Follow the Getting started checklist to set up your school step by step, then learn the daily tasks.
Read More Getting StartedUse Notifications
See your alerts for payments, check-ins, rank upgrades, the staff time clock and products in one place.
Read More Scheduling & AttendanceUse Staff Calendars
Give each staff member their own appointment calendar and see everyone's appointments in one combined view.
Read More AutomationsUse the AI Command Center
Ask Red Belt Gym questions and give it tasks in plain language.
Read More Scheduling & AttendanceUse the Class Attendance Portal
Take attendance for a class by marking students present in the Class Attendance Portal.
Read More Scheduling & AttendanceUse the Gym Attendance Portal
Let students check themselves in at your front desk with the Gym Attendance Portal.
Read More Getting StartedUse the Need to See Flag
Flag a contact so your staff know to look into their account and follow up.
Read More Scheduling & AttendanceUse the Staff Time Clock
Set staff shifts, enable clock-in alerts and review hours worked.
Read More Getting StartedVerifying Your Email
Check that your organization email is verified, and what to do if a verification email doesn't arrive.
Read More ReportsView and Export Key Performance Reports
Access and export key performance reports in Red Belt Gym to analyze sales, retention, and operational data.
Read More CommunicationView Credit Usage
See how many credits you have left and how they were spent on calls, texts and transcriptions.
Read More CommunicationView the Communication Log
See every call, text and email with your contacts in one place, and listen to or transcribe recorded calls.
Read More Billing & PaymentsView Transactions and Overdue Payments
See every payment your school has processed and quickly find failed, refunded or overdue payments.
Read More Billing & PaymentsView Upgrade Opportunities
Track students who are ready to move up to a new program and walk them through an upgrade offer.
Read MoreStep-by-Step Video Walkthroughs
Watch how every part of Red Belt Gym works — from first-time setup to advanced automations and AI-powered advertising.
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Getting Started
Basic Gym Set Up Part 1
Learn how to configure your gym's basic settings, add your school information, and set up your programs.
Basic Gym Set Up Part 2
Continue setup with membership programs, class schedules, and student profiles.
Basic Staff Setup
Add staff members, configure permissions, and set up instructor profiles.
Page Master
Learn how to manage your pages and customize your setup.
Customizations
Customizing Your Dashboard
Arrange your dashboard around the numbers you check most often.
Custom Fields
Add custom fields so contact records capture the details your school needs.
Age Groups
Set up age groups so programs and classes reach the right students.
Adding Product Colors
Add color options to a product so students can choose a variant.
Making Product Sizes
Create the size options for the products you sell at your school.
Billing & Payments
Payment Setup & Creating a Program or Product
Set up payments, then build your first membership program or retail product.
How to Bill Customers
Walk through billing a student for a program or a product.
Track Memberships & Funnels
Follow memberships and funnel stages to see where each student stands.
Scheduling & Attendance
Setting Appointments
Book an appointment for a lead or an existing student.
Setting Up Attendance Check-Ins
Configure check-ins so students can log the classes they attend.
Communication
Call & SMS Setup
Set up calling and texting so you can reach students from Red Belt Gym.
Making Calls from Red Belt Gym
Place a call to a contact without leaving the platform.
Sending an SMS on Desktop
Send a text message to a contact from your desktop.
Automations
Intro to Automations & MIAs
An introduction to automations and MIAs inside Red Belt Gym.
Automation Messaging for New Leads
Automate the first messages a new lead receives from your school.
Automation with Appointments
Trigger automated messages around appointment bookings.
Automated Messages with Payments
Send automated messages when a payment succeeds or fails.
Ads & Marketing
Create Custom Ads with Magic AI Ads
Build a custom Facebook ad from inside Red Belt Gym.
See Red Belt Gym in action with a live demo
Book a personalized walkthrough and we’ll show you the platform using your school’s programs and data.