How to use FencR

Go to fencr.app/signup and register with your email, or sign in with Google or Apple. If you sign up with email, FencR sends a six-digit one-time passcode to your inbox to verify the address before your account is created.

After signing up you will be guided through a three-step wizard:

• Basics: Club name and URL slug (this becomes your public page URL).
• Location: Address, timezone, and weapon types your club teaches.
• Plan: Choose Scheduling (free) or start a paid trial.

Once onboarding is complete you land on your club dashboard. From here you can create your first schedule, invite members, and configure settings.

Navigate to Dashboard > Schedule. You will see a day or week calendar view of all sessions.

Before creating sessions, set up schedule categories that match how your club operates. Go to Settings > Club Settings and add categories (for example: Private Lesson, Group Class, Open Fencing, Footwork Drill, Competition Prep). Categories appear as options when creating a new session and help organize your calendar.

Click New Session and choose a session type:

• Private: One-on-one with a specific coach.
• Group: Multiple athletes, with a max participant cap.
• Open Fencing: Drop-in bouting, no cap required.

Then select the category you created in the previous step to label the session on your calendar.

Set the title, date and time, location, weapon, assigned coach, and max participants (for group sessions). Choose a schedule category if your club has configured any.

Toggle Recurring to create a repeating series. Set the frequency (weekly, biweekly, etc.) and an optional end date. FencR generates all future sessions in the series.

Click any session on the calendar to view or edit it. For recurring sessions you can choose Edit this session only or Edit this and all future sessions.

Go to Dashboard > Members and click Invite Member. Enter the person's email address and select their role.

• Admin: Full access to everything, including billing, analytics, settings, and member management.
• Coach: Can view the member list and create or edit schedule sessions. Cannot access invoices, billing, plans, analytics, or club settings.
• Athlete: Can book sessions, view their own invoices, check their active plan, and sync their calendar.
• Parent: Can view and pay invoices for their linked child, see their child's bookings, and manage notification preferences.

When a minor athlete needs a parent to manage their billing, the admin can link a parent account to the athlete from the member detail page. Once linked, all invoices for that athlete are routed to the parent. The child will not see the Invoices section in their sidebar. All billing is handled through the parent.

You can send multiple invites at once. From the Invite Member dialog, add multiple email addresses separated by commas. Each person receives their own invite email with a unique acceptance link.

Switch to the Invites tab on the Members page to see every invitation you have sent. Pending invites can be resent (a fresh email with a new link) or cancelled at any time. Accepted invites are kept for your records.

Every column header in the Members table is clickable to sort ascending or descending: Name, Weapon, Role, Groups, Locations, and USFA #. Combine sorting with the search box and the Group / Location filter chips to find people quickly. The USA Fencing member ID field on a member profile is searchable and sortable for tournament-eligibility tracking.

Tick the checkbox next to one or more members (or right-click for the context menu) and a bulk-action bar appears at the bottom of the table. You can assign groups, assign a location, assign membership plans, or compose an email to the whole selection in one action.

From the Members page, click Manage next to the Groups filter to open the Manage Groups dialog. Add groups like Competitive Team, Beginners, Coaches Pool, or anything that matches how you think about your club. Groups can be renamed or removed at any time.

Open a member's detail panel and assign one or more groups, or select multiple members in the table and use the Assign Group bulk action. Group badges appear in the Members table next to each member.

In Settings > Club Settings > Locations, add every physical location your club operates out of. Each location has a name and address.

Open a member's detail panel and pick which locations they train at, or use the Assign Location bulk action after selecting members in the table. Location pills appear in the Members table.

Use the Group and Location filter chips above the Members table to narrow the list down. From the Broadcast Email modal you can target a specific group or location so the right subset of your roster gets your update.

Go to Dashboard > Plans and click Create Plan. The first decision is the billing model:

• One-time pack: athlete pays once and receives a fixed total quota of credits (for example, 10 private lessons). When the credits are used up, the plan moves to an Exhausted state and the athlete can re-purchase the same pack. No automatic renewal.
• Recurring subscription: athlete pays each cycle (monthly, quarterly, or annual) until cancelled. Within a recurring plan you can pick a per-cycle quota (a pack that resets each cycle) or a typed unlimited entitlement.

Enter the plan name, price, which weapons it applies to, and the credit type (lesson or practice). For one-time packs, set the total number of credits the athlete receives. For recurring plans, pick the billing cycle, then either set the per-cycle quota or choose Unlimited within that credit type. Both shapes use a late-cancel cutoff (in hours) — cancellations made inside the window still consume the credit.

If you want athletes to pay online, connect Stripe first (see Stripe Setup). When Stripe is connected, FencR automatically creates a corresponding Stripe Price for the plan so recurring subscriptions bill on their own.

From an athlete's member profile, pick a plan from the Plans section. Athletes can hold multiple active plans at the same time — useful when an athlete pays for a base membership plus an add-on lesson pack. All active plans show as badges in the Members table.

Select several athletes in the Members table and use the Assign Plans bulk action to enroll the whole selection in one or more plans at once.

When an athlete books a session, FencR decrements the right quota. If a coach books an athlete past their remaining quota, the booking is flagged as an overbook on the coach surface so it can be settled with an invoice line later. Recurring quotas reset at the start of each billing cycle. For a one-time pack, when the athlete books the last available credit the plan is automatically marked Exhausted and will not accept further bookings until the athlete re-purchases.

Athletes (and parents on behalf of a minor) can repurchase an exhausted pack from their plan view. Each purchase creates a fresh credit pool, and multiple active copies of the same pack are consumed oldest-first.

Cancelling a recurring subscription stops future renewals; access and any remaining quota stay valid until the end of the current billing period. One-time packs do not need to be cancelled — they naturally end when exhausted. For both shapes, you can refund a used creditfrom the athlete's plan view (for example, when a coach cancels a session inside the cutoff window) — the refund returns a credit to the pool and, if appropriate, issues a prorated Stripe refund through the connected account.

Edit a plan's name, price, or weapon coverage at any time from the Plans page. Changes apply to new enrollments; existing subscribers stay on their current price until renewal. The billing model (one-time vs recurring), the credit type, and the per-cycle / total quota are locked after creation because they are tied to an existing Stripe price — to change them, create a new plan and migrate athletes.

Go to Dashboard > Invoices and click Create Invoice.

Pick the athlete from the dropdown. If the athlete is a minor with a linked parent, the parent's name appears next to the athlete's name. The invoice will be billed to the parent automatically.

Choose from the following line item types:

• Session Fee: Charge for a specific lesson or class.
• Plan: Every active plan the athlete is enrolled in auto-populates as its own line item with the correct price. Remove any plan line you do not want to bill this cycle.
• Custom: Any other charge with a description and amount.

Each invoice has a payment method. The default is Stripe (online card or ACH). If your club has Zelle handles registered (see Zelle Setup), you can also pick Zelle and select which recipient handle to show the payer. Switching the method changes the payer-facing email and the invoice detail page accordingly.

Choose a due date and click Save as Draft. Draft invoices can be edited freely before sending.

Open the draft invoice and click Send. The payer (athlete or their parent) receives an email with a payment link and an in-app notification. Stripe invoices include a Pay Nowbutton that opens a secure checkout page; Zelle invoices include the recipient handle and the invoice reference to enter in the payer's banking app.

Because Zelle transfers happen bank-to-bank, FencR cannot detect when funds arrive. After you confirm the deposit in your bank account, open the invoice and click Mark as Paid. (Stripe invoices flip to Paid automatically via webhook.)

Invoices move through these statuses: Draft, Sent, Overdue, Paid, or Cancelled. Use the filter tabs on the Invoices page to find invoices by status. The outstanding total is displayed at the top of the page.

Go to Dashboard > Settings > Integrations and click Connect with Stripe. You will be redirected to Stripe's onboarding flow.

Stripe requires Know Your Customer (KYC) information to comply with financial regulations. You will need to provide:

• Business name and type (or personal details for sole proprietors)
• EIN or Social Security Number
• Bank account for payouts
• A valid ID document for the account representative

After completing Stripe's onboarding, you are redirected back to FencR. Your Integrations page should show Stripe as Connected. Online payments are now active for invoices and subscriptions.

FencR creates a Stripe Standard account for your club. This means you have full access to dashboard.stripe.com using your own Stripe credentials. From there you can manage payouts, view disputes, and configure advanced Stripe settings.

Click the Manage in Stripe button on your Integrations page to open dashboard.stripe.com in a new tab.

Go to Settings > Integrations > Zelle and click Connect. Enter the email address or phone number that your club's bank account is linked to in Zelle, plus a display name (for example, Westchester Fencing Club).

If individual coaches collect their own Zelle payments (for example, private lessons paid directly to the coach), each coach can register their own handle from Settings > Profile > Zelle. When you create an invoice for a session taught by that coach, you can route it to the coach's handle instead of the club's.

When creating an invoice, switch the payment method to Zelleand pick the recipient handle. The payer-facing email and the invoice page show the recipient's handle and the invoice reference so the payer can copy them into their banking app.

Once you confirm the funds in your bank account, open the invoice and click Mark as Paid. The invoice moves to Paid and the payer gets a receipt notification.

When you create a plan in Dashboard > Plans and Stripe is connected, FencR automatically creates a corresponding Stripe Price. This is required for automatic billing.

Assign the plan to an athlete from their profile or during invoice creation. When an athlete subscribes, they are redirected to a Stripe Checkout page where they enter their card or bank account details.

Stripe charges the athlete (or their parent for minors) on each billing cycle. FencR receives a webhook notification from Stripe and automatically marks the corresponding invoice as paid. No manual intervention is needed.

If a payment fails (expired card, insufficient funds), Stripe retries according to its smart retry schedule. FencR sends the payer an in-app notification and email alerting them to update their payment method.

When an athlete's subscription is cancelled (either by the admin or the athlete), it remains active until the end of the current billing period. FencR updates the subscription status automatically via Stripe webhooks.

Track total sessions, bookings, unique athletes, and cancellation rates. View attendance trends over time, see which weapons are most popular, and identify athletes with the most bookings. Cancellations are broken down by notice period (same day, 1 to 3 days, 3 to 7 days, 7+ days) so you can identify patterns.

See your total active members, growth over time, and retention rates. View a breakdown by role (athletes, coaches, parents) and track new sign-ups versus departures.

Track total collected revenue, outstanding balances, and overdue invoices. View monthly revenue trends, payment speed distribution (how quickly invoices get paid), and a breakdown by payment status. See your top payers and overdue aging buckets.

Revenue is also broken down by invoice line type(session fees vs. membership plans vs. custom) and by coach — so you can see which coaches and which product lines are driving income, not just the total.

Use the date range picker at the top of the Practice and Revenue tabs to focus on a specific time period. Membership analytics show all-time data by default.

From Dashboard > Members, click Invite Member and select the Coach role.

• View the full member list and athlete profiles
• Create, edit, and delete schedule sessions
• Manage recurring session series
• View booking details and attendance

• Invoices, billing, and payment information
• Membership plans and subscriptions
• Analytics and reporting
• Club settings, integrations, and Stripe configuration

If a coach needs full access, change their role to Admin from the member detail page. This grants them complete access to billing, analytics, and settings.

When you click Send on an invoice, the payer receives an email with the invoice details, amount due, and due date. If Stripe is connected, the email includes a Pay Now button linking directly to the secure checkout page.

When you invite a member (athlete, coach, or parent), they receive an email with a unique link to accept the invitation and create their account. Pending invites can be resent from the Members page.

Athletes receive email confirmations when they book a session and notifications when a session they are booked into is cancelled.

After a successful payment (via Stripe Checkout), the payer receives a confirmation email. This is handled by Stripe directly using their receipt system.

From the Members table, click a member to open their detail panel and select Compose Email, or right-click a row for the quick context menu. The Compose panel includes a rich-text editor with formatting, links, and lists. The email is sent on behalf of your club's display name and stored in the member's message history.

Click Broadcast at the top of the Members page to open the Broadcast Email modal. You can target everyone, filter to a specific role, group, or training location, or hand-pick recipients. Each recipient gets the message individually (no exposed To: list), and members who have turned off non-essential emails are skipped automatically.

Go to Dashboard > Settings and toggle Public Page to on. Your club becomes discoverable at fencr.app/club/your-slug.

Your public page displays your club name, location, weapons offered, and a description. Visitors can request to join your club directly from the page.

Your club slug was set during onboarding. To change it, go to Settings > Club Settings and update the URL slug. Note that changing your slug will break any existing links to your old URL.

You will see the following sections in your sidebar: Schedule and Members. Billing, analytics, and settings are not visible to coaches.

You have full access to create, edit, and delete sessions. You can manage recurring series and view all bookings for any session.

You can see all active members and their profiles. This helps you know who is enrolled and their weapon preferences. You cannot invite new members or change roles.

From Dashboard > Schedule, click New Session. You will be set as the assigned coach automatically. Choose private lessons for one-on-one instruction or group classes for multiple athletes.

For regular weekly lessons, toggle the Recurring option. This saves you from manually creating the same session every week. You can edit a single occurrence or all future sessions.

Click any session on the calendar to see who has booked. You can view confirmed attendees and track who cancelled.

After signing in, your dashboard shows an overview of your upcoming sessions, recent invoices, and your active membership plan.

Your sidebar includes: Schedule (view and book sessions), My Plan (your active subscription), and Invoices (your billing history).

If you belong to more than one club, use the org switcher in the sidebar to switch between them. Each club has its own schedule, invoices, and plan.

Go to Schedule from your dashboard. You will see all available sessions for your club in a day or week calendar view.

Click on a group class or open fencing session to see details. If spots are available, click Book to confirm your attendance. Private lessons are typically booked by your coach on your behalf.

Click your booked session and select Cancel Booking. Your club may track cancellation timing (same day, 1 to 3 days notice, etc.), so try to give advance notice when possible.

Go to Invoices from your dashboard. You will see only your own invoices, along with their status (Draft, Sent, Paid, Overdue, Cancelled).

When your club sends you an invoice, you will receive both an email and an in-app notification (the bell icon in the top bar). Click the notification to go directly to the payment page.

If your club has Stripe connected, click Pay Now on the invoice. You will be taken to a secure Stripe Checkout page where you can pay by credit card, debit card, or ACH bank transfer.

After a successful payment, your invoice status updates to Paid automatically. You will receive a receipt from Stripe via email.

Go to Settings > Calendar Integration. You will see a personal iCal feed URL unique to your account.

Copy the URL and add it as a subscribed calendar in Google Calendar, Apple Calendar, Outlook, or any app that supports iCal feeds. Your FencR sessions will appear and update automatically.

If you need to revoke access to your calendar feed (for example, if the URL was shared accidentally), click Regenerate Token in your settings. This invalidates the old URL. You will need to re-subscribe with the new URL.

Sign up at fencr.app/signup using your email, Google, or Apple. Select Parent / Guardian as your role during onboarding.

You may receive an invite from your club admin, or your child may send you an invite during their own onboarding. Either way, click the link in the email to accept and join the club as a parent.

Once you accept the invite, your account is automatically linked to your child. All invoices and billing notifications for your child are routed to you.

When you add a child profile yourself (rather than receiving one from a club invite), FencR asks you to confirm two things in the Add Child dialog: that you are the child's parent or legal guardian, and that you have read FencR's Children's Privacy Notice and consent to the information described being collected for your child. We log the time, the notice version, and your IP at the moment you submit, and send you a confirmation email so you have an easy way to revoke if the action was not authorized.

When your child's club creates and sends an invoice, you receive an email and an in-app notification. The email includes the invoice number, amount, and due date.

Click the link in the email or navigate to Invoices from your dashboard. You can see the full breakdown of line items, including session fees and plan charges.

Click Pay Now to open the secure Stripe Checkout page. Enter your payment details (credit card, debit card, or ACH bank transfer) and submit. ACH transfers often have lower fees.

All your paid and outstanding invoices are listed in your Invoices page. Use the status filter tabs (All, Sent, Paid, Overdue) to find specific invoices quickly.

Go to Dashboard > Children and click Add Child. Enter your child's name and date of birth, then check the two acknowledgement boxes in the dialog: that you are the parent or legal guardian, and that you have read the Children's Privacy Notice and consent to FencR collecting the information described for your child. The Add Child button is disabled until both are checked. We record the consent server-side and email you a confirmation.

From the Children page, you can see each child's upcoming sessions, booking history, active membership plan, and club memberships.

From the schedule, you can book group classes and open fencing sessions on behalf of your child. Select which child you are booking for when multiple children are linked to your account.

You can remove a minor child (under 18) from your account by clicking the remove button on their profile card. This requires typing "DELETE" to confirm. Removing a child cancels their active subscriptions and clears their personal information, but the club retains historical records (attendance, past invoices) for their own bookkeeping.

Go to Dashboard > Children and click Invite to Sign Up on your child's card.

You have two options:

• Send email: Enter your child's email address. They will receive an email with a link to create their account.
• Copy link: Generate a shareable link and send it to your child however you prefer (text, messaging app, etc.).

Your child clicks the link, creates a FencR login with their own email and password, and claims their profile. All of their existing data (bookings, memberships, subscriptions) transfers automatically to their new account.

Your child can now log in to see their own dashboard with their schedule and bookings. Billing stays with you. Invoices and payment notifications continue to be routed to your parent account. The Invoices section is hidden from your child's view.

Click the bell icon in the top bar to open your notification panel. Notifications include invoice alerts, booking confirmations, and account activity. Unread notifications are marked with a badge on the bell icon.

Many notifications are clickable and will navigate you directly to the relevant page. For example, clicking an invoice notification takes you to the payment page for that invoice.

FencR generates in-app and email notifications for the following events (which ones apply to you depends on your role):

• Invoice sent, paid, or marked overdue
• Stripe payment failed
• Booking confirmed or session cancelled
• Plan enrolled, plan cancelled, subscription renewed
• Invite sent, resent, or accepted
• Child account claimed by your child
• Practice reminders for upcoming sessions
• Trial starting or ending soon (where applicable)

You can toggle non-essential email notifications off from Settings. Transactional emails — invoice delivery, payment receipts, account-security alerts, and the COPPA confirmation when you add a child — are always delivered regardless of this toggle.

Go to Settings from the sidebar. You can update your full name, profile photo, date of birth, weapon specializations, city / state / ZIP, and your optional USA Fencing member ID. The USA Fencing ID is stored only on FencR — we do not transmit it to USA Fencing or validate it against their systems.

Toggle the Email notifications switch on or off. When off, FencR skips non-essential emails like practice reminders, booking confirmations, and broadcast emails from your club. Transactional emails — invoice delivery, payment receipts, account-security alerts, and the COPPA confirmation when you add a child — are always delivered.

Set up your iCal feed to sync your FencR schedule with your preferred calendar app (Google Calendar, Apple Calendar, Outlook, etc.).

At the bottom of your settings page you will find the option to delete your account. This permanently removes your profile and personal data within 30 days. Financial records may be retained in de-identified form for legal and accounting purposes.