NinjaHQ Help Center
Step-by-step answers for running your gym on NinjaHQ: your website, classes, memberships, payments, competitions, marketing and more.
Popular questions
- How is the back office organized?The back office is your gym's control room at /ninjahq-admin. The menu on the left groups every screen by job, and the Dashboard shows what needs you today.
- How do I add a class to the weekly schedule?On Programs > Schedule press + Add to the day, fill in times, name and type, then Save schedule. It shows on your website's schedule right away.
- How do I refund a payment?Open the competition roster, camp sign-up or party and press Refund through Stripe or Refund. Anything else is refunded in your Stripe Dashboard.
- How do I connect Stripe to take online payments?Open Settings > General, find Payments, and press Create a Stripe account or Link my Stripe account. Money goes straight to your own Stripe account.
- How do I add a staff member or give someone back office access?Owners open Settings > Staff, enter the person's email, full name and role under Add someone, and press Add. They sign in with an emailed code, no password.
- How do I create a competition and open registration?Open Programs > Competitions, press New competition, fill in name, type, dates and entry price, set Status to Published, and families can register online.
- How do I let families sign the waiver on a front desk tablet?Open Front desk > Waivers > Kiosk on the tablet, press Open the kiosk and hand it over. Families press Start, Next and Finish and sign; it is filed at once.
- How do I connect ChatGPT or Claude as my AI assistant?Open Website > AI assistant, pick ChatGPT or Claude, add a custom connector with your gym's name and address (site plus /mcp), then press Yes, connect.
Browse by topic
Getting started
Your first days on NinjaHQ: the back office, launching your site, your domain and the setup questions.
- How is the back office organized?
- How do I sign in to the back office?
- How do I find a family, a registration or a screen quickly?
- What do I need to finish before my website goes live?
- How do I answer NinjaHQ's questions about my gym?
Your website
Pages, photos, coaches, articles, the menu and keeping your site fresh.
- How do I edit a coach's profile on my website?
- How do I change a coach's headshot, card background or order?
- How can a coach or website helper edit their own profile?
- How do I add photos to my website?
- How do I see where a photo is used or take it off my website?
Classes, booking and schedule
The weekly schedule, class booking, enrollment, students, attendance, drop-ins and class packs.
- How do I add a class to the weekly schedule?
- How do I set a class's age range and capacity?
- How do I cancel one class on a single date?
- How do I mark the gym closed or change the schedule for one day?
- How do I see who is coming to class today?
Memberships and billing
Monthly memberships, automatic billing, invoices, cards to update and cancellations.
- How do memberships and automatic billing work?
- How do I add or change a membership plan?
- How do I start a membership for someone at the front desk?
- What do families see about price and renewal before they pay?
- How do I cancel a membership?
Payments, refunds and Stripe
Stripe setup, payments, refunds, payouts, sales tax and QuickBooks.
- How do I connect Stripe to take online payments?
- What should I set up in my Stripe account?
- Where do my payouts go, and how do I see them?
- How do I find a payment or see all my sales?
- How do I refund a payment?
Front desk
Check-in, waivers, front desk mode, taking payments, card readers, comps and the time clock.
- How do I turn on front desk mode?
- How do I exit front desk mode?
- How do I check someone in to a class?
- How do I set up a Front Desk computer for my staff?
- How do I charge a drop-in at check-in?
Families and contacts
Your contact list, importing families, duplicates, family accounts and ledgers.
- How do I find a family or contact in my list?
- What is on a contact's page, and how do I change it?
- How do I import my customer list from another system?
- How do I merge duplicate contacts?
- How do I review the email addresses NinjaHQ fixed?
Competitions, parties and events
Competition registration, athletes, shirts, run orders, volunteers, birthday parties, camps and special events.
- How do I create a competition and open registration?
- How do I find, add or change an athlete's registration?
- How do I refund a competition registration?
- How do I offer a double-header discount?
- How do I get families to fill in their athlete's missing details?
Shop, gift cards and discounts
Products, orders, shipping, vendors, gift cards and discount codes.
- How do I add a product to my shop?
- How do I set up sizes, colors, stock and paid extras on a product?
- How do I turn on pickup and shipping and set shop settings?
- How do I hand out a shop order that is picked up at the gym?
- How do I mark an order shipped and add a tracking number?
Marketing and email
Emails and templates, social media, reviews, Google Business Profile, schools and community outreach.
- How do I send an email to my customers or my news list?
- Who can I send news emails to, and how do unsubscribes work?
- How do I turn camp, trial, party and waitlist reminders on or off?
- How do I see and change the emails my website sends automatically?
- How do I save a template for emails I write myself?
Reports and insights
Growth, insights, website traffic, local search and AI answer tracking, and the hours report.
- What do the numbers on Insights mean?
- Which families are champions, at risk or lost?
- How do I see how my gym has grown since NinjaHQ?
- How do I share my gym's success story with NinjaHQ?
- How do I see who visits my gym's website?
Staff and roles
Adding staff, managers, website helpers, hiring, permissions and timesheets.
- How do I add a staff member or give someone back office access?
- What can an owner, manager, staff member and website helper do?
- How do I change someone's role, or remove them?
- How do I add an authenticator app, or require one for everyone?
- How do I sign in with Face ID and get phone notifications?
Settings, security and connections
Gym settings, sign-in and passkeys, history, backups, privacy, phone and connected apps.
- How do I change my gym's address, hours and contact details?
- How do I change the menu on my website?
- How do I set up Face ID, a fingerprint or an authenticator app for sign-in?
- How do I choose which phone notifications and emails I get?
- How do I see who changed something and put the old version back?
AI assistant
Connect ChatGPT, Claude or another assistant to your gym and what it can do.
- How do I connect ChatGPT or Claude as my AI assistant?
- What can my AI assistant do on my gym's website, and what can't it do?
- How do I add photos to my website with my AI assistant?
- How do I undo something my AI assistant changed?
- How do I disconnect my AI assistant or switch it off?
Help for families
For parents and members: your account, booking, waivers, registration and payments.
- How do I sign in to My account?
- How do I update my details or my athlete's ninja name?
- How do I book a class or a free trial?
- How do I pay for a drop-in class or buy a class pack?
- How do I sign the waiver?