Moving to KeikoDojo
Changing systems is easier than you think.
Learn it in an evening. Move your members in a few more. Your members learn their page in about a minute. Here's what each step really takes.
No card. Nothing reaches your members until you activate them.
- BeforeImportThe week before
- BeforeCheckA few evenings
- BeforeYour plansWhile you check
- BeforeInform membersSet a start date
- Start dateWavesA few days
- DoneEveryone acrossOne system
The three worries
What moving really takes
Five short setup tasks, about 30 minutes, with a map of what's done and what's next. Or explore a sample dojo first.
Import, check each family, tell your members, then bring them across in waves. The rest of this page.
No app and no password: their own link opens their page. They can try a practice page before theirs arrives.
1 · What comes across
Your members, where they stand today.
Only what you'd otherwise have to type again. You don't need to bring everything.
- Members and families, and who pays for whom
- Belts, with dates and classes since the last grading
- Their plan, and where it stands: classes left, or paid up to
- Balances owing or in credit
- Waivers on file
- How long they've trained with you
- Old attendance: history starts from your first class on Keiko.
- Medical notes and emergency contacts: add them in Keiko, not through a spreadsheet or an AI tool.
2 · Import
Your old system's export, into our template.
With your plans, programs and belts in drop-downs, once you've set them up.
Paste your list, or give your old export, the template and our prompt to an AI tool your dojo is allowed to use.
Every row is checked first. You see each warning before anything is kept.
Abandon the import and everything it added is removed.
Everyone comes in as a draft. Nobody sees anything or gets an email until you activate them.
3 · Check
One row per family. Plan, where it stands, ready.
Set each person's plan, and their classes left or paid up to. Everyone starts at a $0 balance, so you only enter the exceptions, like merchandise or a late payment. Children can share one family pack held by a parent, with nothing of their own to run out. Everything saves as you go: a few families tonight, more tomorrow.
Jess, Mia, JakeFamily 20-class pack
Mia and Jake covered$0✓ Ready
Grace, Ada, Tobi3 plans$45 owing✓ Ready
4 · Your plans
The cheapest moment you'll ever have to fix your plans.
You're entering every member's plan anyway, and telling them all about the move. Are FIFO members paying for weeks on site? School students through the holidays? Add the plan that fits, and announce it in the same newsletter.
5 · Inform members
Pick a start date. Tell them in your own words.
Set it up once: who it's from, your start date, a line of your own. Then copy the newsletter section into the mail you already send, a post for the group chat, and a briefing for your instructors. It comes from you, not from us.
What you need to do. From Monday 16 November, you'll get an email from Kestrel Bay Dojo headed "Your page at Kestrel Bay Dojo". Open the link in it: that's your own page…
Paying by automatic payment? Your page shows your new reference under To pay. Change your bank's payment to it, and cancel your old direct debit.
See it first. A practice page, about a minute: for parents · for adults
Marcus Hale, Head instructor
6 · Activation waves
In waves, not in one sitting. In days, not weeks.
Activating a wave sends each family and member their invitation. Once a wave goes, they book, cancel, say they're away and top up in Keiko, while everyone else is still in your old system. Keep that stretch short.
Wave 1 on your start date: a few families you know well. They'll tell you if anything's off. Then by class night, or by plan. Members moving to a new plan get a wave of their own, with a note on why it suits them.
About 60 members: 3 waves in a week. About 200: 5 or 6 waves over two weeks. Today reminds you while anyone's still waiting to come across.
Before each wave you see who's in it, choose how waivers are handled, read the email they'll get and what happens. Nothing goes until you press Activate.
7 · Payments, switching over
Nobody pays twice. Nobody gets missed.
In Check you set what each member has paid up to, so their first payment in Keiko starts from there. Members pay you directly, by bank transfer, PayID or your own card link: we take 0%. Members on an automatic payment change it themselves.
- 1You: activate the wave in Keiko. Their paid-up-to dates carry over.
- 2Members: change their automatic payment to the reference on their page.
- 3Members: cancel their old direct debit themselves.
- 4You: stop your old system billing that wave, and watch who's paid on Today.
8 · What members get
One email. Their own page. Nothing to install.
A parent gets one page for the whole family. From the first day they book, cancel, say they're away and tell you when they've paid. You see who's opened theirs, and resend it to anyone who hasn't.
What if…
- Someone doesn't open their invitation?
- You see who hasn't, and Today suggests a reminder after three days. Resend it from their member page, or text or WhatsApp them the link.
- Their direct debit is with the old system?
- Members change their own automatic payment: their page shows their new reference. Until they do, you see who's paid and who hasn't, as you would anyway.
- Someone left years ago?
- Move them to Archive in Check. They're never activated or emailed, and their history is kept.
- I get a plan or a balance wrong?
- Before their wave, change it in Check. After, change it on their member page, like any other member.
- A member gives me a new email address?
- Change it on their page. Their old link stops working and a new one goes to the new address, with a note to the old one.
- We still use the old system for a few days?
- That's what the start date is for. Members not yet activated carry on as they are. Aim to have everyone across within a few days.
- I've finished moving?
- Hide Bring members across from the menu. Anyone still a draft stays a draft, under Members.
See it before you start
Five scenes on a made-up dojo, from import to the first wave.
How a dojo moves across (opens in a new tab)Your prices and how your members train: who's on the wrong plan.
The plan calculator (opens in a new tab)What your members will see, in about a minute.
Look around (opens in a new tab)Ready to bring your dojo across?
Set up in an evening. Move your members in a few more. Start free, no card.
Something we haven't answered? Email us.
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