A one-off — a competition, a seminar, a make-up class. It sits on the schedule once and is not part of the weekly grid.

Choose which emails Chalk sends YOU — including the daily email that says how many new leads are waiting (“Daily leads and morning summary”). Each person in Team chooses their own. Turning an email off never hides a red dot in the app.

Chalk does not email these to coaches yet (your choice is kept for when it does). The emails Chalk sends to MEMBERS, such as welcome, membership ending, class pack, birthday and failed payment, are set up by the owner in Settings → Email & leads → Automations.

What Chalk has learnt across the gym from what coaches change in its drafts before publishing, and from how they rate them. It only shapes Chalk’s next first draft — it never changes a saved or published program. Evidence fades: it counts half after 3 months and stops counting after 6.

How your gym looks everywhere: the coach app, the member app, the TV, the phone remote, the iPad floor view, the sign-up and event pages, and the emails. It is the same for everyone. Only you, the owner, can change it. Chalk’s small “Running on Chalk” line stays.

When someone buys a trial pass, only this coach is told. They open Programming, pick one of your templates and it is applied to the member at once. Nobody else gets the alert, and nothing is sent by email.

A trial member answers two questions in the app: their main goal, and any injury, pain or health condition (they write “none” if there is nothing). Pick a template for a goal and Chalk applies and publishes it on its own when they answer. With no template, the request goes to your Trial Programming Coach, who picks one by hand.

Anyone who says they have an injury or condition always goes to your Trial Programming Coach, whatever is set here. Only an answer like “none”, “nothing” or “all good” counts as no injury; anything else goes to the coach. Pre- or post-natal, rehabilitation and “Other” always go to the coach too.

Devices signed in to Chalk with a passcode. Signing one out ends it at once: its next tap asks for the passcode again. Changing a person’s passcode (or the main passcode) signs out every device opened with the old one, and so does deactivating the account. A device still using the passcode itself, not yet upgraded, is not listed here; it stops working when that passcode changes. A session lasts 90 days: after that, sign in again.

Emails Chalk sends by itself, every night. Each one is off until you switch it on. You can change the words; Chalk fills in the name, the amount and the dates. Staff do not get a copy: the morning summary only says how many went out. Open a card to change it, or create your own.

What this gym has, and how it is set up. Every new block, Redo and change is checked against this list before you see it: anything that needs kit that is not here — or not set up for it — is sent back and replaced.

What this gym runs. The name shows on the TV, the member app and the workout builder. Changing a name is safe — everything already booked keeps pointing at the same class.

What somebody gets when they sign up for a trial, and what it costs. The clock starts on their first session actually attended — not on the day they sign up.

One class for someone without a membership. They sign up online, pay for that class, and can book any class you tick below.

Your class types don't all match this yet — for example two different drop-in prices. Saving sets every class to what you see here.

A class pack is a number of sessions bought up front. Give one from a member’s profile (Membership → Class packs): Chalk charges their saved card or bank account straight away, and they can book as soon as it is given. Still unpaid 7 days later, it stops working for new bookings.

A code takes money off a drop-in, the trial or the shop — online, and at the desk when a coach types it in. It counts as used only when the payment goes through.

Archive a code you no longer use: it leaves this list, stops working everywhere and its history stays — Restore brings it back (switched off). Delete only works for a code nobody has ever used.

When this is on, people who sign up for a drop-in or the trial on the public page pay by card there and then. They stay on your Leads list even if they stop before paying. Access opens only once Stripe confirms the payment.

When this is on, Chalk counts the minutes each staff login has this app open, on screen and in use. It stops counting when the phone is locked, the app is in the background, or nobody has touched it for 5 minutes. Two phones on the same login count once. Only you see it, on the Dashboard under Activity → “Time in the app”. It is not a measure of hours worked.

Connect the gym’s Google Workspace mailbox — the shared one, like hello@… . Emails you send to leads from Chalk then go out from that mailbox, and their replies come back into Chalk, on the lead’s page (Chalk checks every 10 minutes). Until it is connected, lead emails go out through Chalk’s own email, as they do now.

These details go on every invoice Chalk makes — one for each payment (a membership period with what came from the shop, a class pack, a sign-up, a desk payment). Changing them here applies to the next invoices; invoices already made keep the details they were issued with.

What members read in the Useful tab of their app: opening hours, parking, who to contact, links. Add sections, put them in order, and fill each one with paragraphs, links and contact details.

A coach’s email, as the lead receives it.

Chalk reads this before it writes an email for a coach. It already knows your classes, timetable, trial and drop-in prices from Chalk itself. Add what it can’t know: how semi-private training works here, your coaching style, parking and how to find the door.

An enquiry form for your website. Each enquiry lands in Leads with the category the person chose, and the team gets the “New leads and online purchases” alert. The same message sent twice (a double click) is kept once; a different message from the same person is kept too.

What the gym sells: the price, weekly or monthly, and which classes each membership opens. Members see every class on the schedule; the ones outside their membership are greyed out, with the reason.

The week the gym runs, every week. Chalk puts these on the schedule two months ahead and keeps them there — you never have to press anything. Tap one to change it or to stop it on a date.

Both dates blank means it runs forever — that is the normal case, and Chalk keeps putting it on the schedule two months ahead without you doing anything. A first day starts it later; a last day stops it after that day.

Stopping a class — by a last day, or by switching it off — also clears the ones already on the schedule beyond that point. Except any class somebody has already booked: those are left alone and shown to you, so you can call them off properly and the people booked in get told.