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Onboarding for Admins in one article
Erin Crager avatar
Written by Erin Crager
Updated over a week ago

This article covers how to onboard your business to Momence.

The links below will auto-scroll to the section you click. Note: To ensure a smooth onboarding, we recommend following these steps in order. For instance:

  • Connect Zoom before creating online classes to ensure they're created correctly

  • Add Locations and Staff before scheduling Classes to ensure you have people and places to assign

Skip to:

Connect Stripe and Zoom

Add Locations, Waivers, Cancelation Policies

Add Staff, Pay Rates, Payroll

Create Classes, Subscriptions, Products

Customize the Customer Experience

Integrate Stripe to get paid

Stripe is a 3rd party payment processor that integrates with Momence to take payments from your customers. It gives them the option to save their card on file and sends payments to your stripe account.


  • A new Stripe account must be created by clicking the grey 'Connect with Stripe' button in Momence (not by going directly to Stripe's site). To do this, click Settings > Get Paid

  • You cannot connect a Stripe account that was previously connected to another software platform. If you attempt to, you may see a red message like the one below.

Revoke stripe access from an old platform

If your previous platform used Stripe, and you need to now revoke its access to Stripe,

login to your stripe account > click Settings (top right) > then under Business Settings, under Team and Security, click Authorized Applications, locate the old platform and click revoke.

Connect Zoom, turn off PMI, enable automatic checkins, automatic sending of zoom recordings

Step 1: Connect Zoom

To connect zoom, in Momence, click Apps & Integrations > Integrations > Zoom > click Connect Zoom > enter your Zoom login credentials.

Step 2: Turn off PMI setting in

Then, login to > click Settings > turn off the setting for 'use Personal Meeting ID when scheduling a meeting

Step 3 (optional): in Momence, consider Additional settings for online classes

Back in Momence, choose if you'd like to have automatic-checkins made. If enabled, this checks to see if someone on the registered list has shown up on the call and automatically marks them as checked in, saving you that extra step.

Also consider enabling automatic-recordings to be sent to attendees. Note: This setting requires that you record each class in zoom that you'd like sent later on to customers. Ie. when you start class in zoom, click the record button and it will be sent to all attendees afterward.

Add a location

To add a location, click Studio set-up > Locations > Add location

Name it and choose if it will have a special time zone for class pass. If you don't use class pass, leave this field blank.

This location will now be available to assign to Appointment Boards, and selectable when scheduling classes.

Add a company bio and company logo

To add a bio and logo, click Settings > Info.

Upload both and save at the bottom. Pro tip: your logo will be 'framed' in a circle so square or circular images work best.

To preview how it looks after uploading, open the customer facing mobile app or click your logo in the top left > then 'your page'.

Add a waiver

To add a waiver, click Settings > Waivers & Terms

Momence gives you default waiver options to choose from. Select your waiver type > add your content and Save.

You can also create a custom waiver type by clicking 'New Waiver.'

Where can customers agree to waivers?

In three possible ways.

In POS, you can:

  • have them sign in-person

  • email them a waiver link to sign

For child waivers, if you are ringing up the parent in POS, and they are booking for their child, the waiver button next to the child's name will display a child waiver to sign.

Click it and you'll see the option to have the parent sign in person.

When customers are self serving

If the customer is running through their own checkout page to make a purchase, they'll be prompted to agree with a checkbox. The waiver they see will depend on what they're buying.

Membership waivers will show when a membership is being purchased.

Customer waivers will show to customers registering for a class.

Child waivers will appear to the parent booking for their children like this. In this example, Julie is booking for her son, Ben.

Custom waivers can be signed by navigating to a customer's profile, and below their name, clicking Custom Waivers. From here, you can have them sign in person or email the waiver link to them.

Afterward, you can return to this section where you'll see a link indicating they signed. If you click it you'll see what they agreed to and the timestamp of their signature.

Set a cancellation policy / create auto-charge rules for late cancels, no shows

To choose your cancellation policy click Settings (bottom left) > Cancellation policy

To skip right to creating auto charge rules, click here.

Then choose your cancellation policy preference for both classes and appointments. Then, set your 'Cancellation credit cut-off'.


In the photo below,

  • the Classes cancelation policy is set at 'credits back for everything'; and

  • The 'Cancelation credit cutoff period' is set at 24 hours

This means that:

  • If a customer first makes a class purchase with a credit card,

  • then cancels 25 hours before the class starts,

  • they'll get Momence dollar credits back, keeping the revenue in your business.

  • And, if they made the purchase using a class pack, they'll get the class credit back

Late cancellation period and auto-charge rules

Next, set a 'late cancellation period'. This allows you to track customers that cancel extra late (search your reports for 'late cancellations'). It also allows you to add Rules that auto charge for Late Cancels and No-shows.

After setting the late cancellation period (say, 60 minutes), then click 'Add new rule.'

Next, we'll break down each section of this pop up menu, and what it means.

  • First, choose what the penalty rule is for (Either a late cancellation or a no-show)

  • Then choose which membership this rule applies to

Next, choose when the penalty will be charged. Try hovering over the question mark for an explanation of each option.

Notice how the hover over language updates for each option ('Every', 'Minimum' & 'Exactly') as you change the 'number of times' field.

Pro tip: Changing the number from 1 to 2 can help make the result more clear. (ie. 'Penalty will be charged every 2nd no show' as opposed to 'Penalty will be charged every 1st no show'. 'Every 1st no show' just means 'every no show'.)

Lastly, choose the whether to have this rule look back x amount of days/months, or...

... choose to only look at during a specific membership renewal period (ie. if its a one month renewal, the rule will apply to just that period, then restart at the beginning of next renewal.

Then set the penalty that will be charged and click Create rule.

Add staff, set hourly / default pay rates, see how to run payroll and time tracking reports

On the Staff accounts page (click Settings > Staff Management > Staff Accounts) you can:

  • create staff

  • assign roles

  • set hourly pay rates

On the Teachers/instructors page (click Studio Setup > Teachers / Instructors) you can:

  • add new teachers

  • assign default pay rates (as in, what they'll be paid per class)

  • pull payroll reports for classes and appointments

The video below covers all of the above, plus how to:

  • pull a combined payroll report

  • pull a time tracking report

Create pay rates & run payroll (more in-depth)

This will cover how to add pay rates for teachers teaching classes and appointments. These rates are paid on a per class basis or per appointment basis.

To set hourly pay rates -- like for a front desk role or anyone that clocks in and out, click Settings > Staff Accounts. These hourly rates can be tallied up with all other rates in the Combined Payroll Report.

Add Pay Rates

Pay rates for those that teach classes or appointments can be created in a number of ways, using base rates or percentage splits to name a couple examples. To get started, click Studio set-up > Pay rates > Add pay rate.

From the Add Pay Rate page you'll find each section contains a question mark to hover over. This will give an explanation of how the payment option works.

A base rate is the amount the instructor gets paid for teaching the class, regardless of how many customers register.

Pay per customer tacks on an additional amount for each customer that shows. (note: you can choose to use just Pay per Customer without a base rate if you prefer)

A Percentage split looks at the total revenue of the class and allows you to split it with the teacher, where the teacher receives whatever percentage you list here.

For a more in depth tour of how each section works, see the video below.

Set a universal default pay rate per teacher

This pre-populates the teachers pay rate where ever you schedule them, regardless of what they're being scheduled for. You can always edit the payrate to something else after it pre-populates.

To set this click Studio Setup > Teachers > click the drop down menu to the right of the teacher > Edit.

Set default pay rates per teacher that change depending on what they're scheduled to teach

While setting a universal default pay-rate for each teacher can save time with scheduling, setting default pay rates for when that teacher teaches certain classes and appointments makes scheduling a lot easier. More importantly, it ensure's you don't have to remember who gets paid which rate when you're scheduling -- after assigning a teacher to a specific class or appointment, it just auto-fills the default rate you originally chose for this scenario.

Before scheduling your classes and appointments, you can control which pay-rate will auto-populate for a teacher they are scheduled to teach:

• a class that came from a specific template

• any appointment service scheduled on a specific appointment board

• a specific service scheduled on an appointment board

Each case above will override the default rate you set. In other words, you're basically saying 'Hey Momence, plan to assign this default rate when I schedule this teacher anywhere, unless:

  • I'm scheduling them to a class series that came from this specific class template -- then use rate x.

  • Or, if they're being booked on this Appointment Board's schedule performing any service -- then use rate y.

  • Or, if they're being booked to perform a specific Service on that board -- then use rate z.

Set a teacher's default rate by class template

(Ie. When this teacher is assigned to a class created from a specific template, assign this payrate)

Click Studio set-up > click the dropdown menu to the right > click Detail.

In the Class templates default pay rates, click the dropdown menu to the right, then Edit pay rate.

To set a default rate for a teacher click Studio Setup > Teachers > edit the teacher

Set a teacher's default rate for a specific appointment board

(Where all appointments booked for this teacher on this board's schedule will auto assign this pay rate -- unless a default pay rate for this teacher has been assigned to the specific service being performed)

To set a default rate for a specific appointment board click Appointments > Boards > click the board

Then edit the teacher's default pay rate.

Set a teacher's default rate for a specific appointment service

To set a default rate for a specific appointment service, click Appointments > Services > click the dropdown menu to the right of the service > click Service Detail.

Run Payroll

To run pay roll, click Pay Rates > click the Run Payroll button in the top right. This will prompt you to choose if you'd like to see the payroll report for Classes or Appointments. You'll then have a chance to set date parameters before downloading the report.

​ If you want a report that includes, classes, appointments, hourly wages and tips, use the combined payroll report, which can be found in under Analytics > Reports.

Create a class from a template

***Important: If you are planning to create online classes, make sure you've first connected zoom. You'll find steps for this at the top of this article.

Class templates allow you to:

  • save a class name and description as a template

  • reuse that template every time you need to schedule a variation of that class, reducing your clicks down to just these required fields:

    • Class duration

    • Teacher

    • Location

    • Start date/time

    • Weeks to schedule in advance

  • make changes from one place to all series of classes that were created from that template, by editing the template

To create a template, and a recurring series from that template,

click Classes > Schedule > New Class > Recurring Series > New template (+ button).

Create a subscription that auto-renews

In this video, we'll create a subscription that:

  • charges the customer on the same day every month that they initially purchased it

  • has unlimited credits to use

  • allows them to book any class our studio offers

To start, click Memberships > Subscriptions/Packs > Subscriptions

Name it > price it (for the monthly charge) > in Duration Settings choose 'absolute interval' for renewing subscriptions > choose one month. Note: 'specific interval' is for fixed start and end dates. Ex. January 1 - March 31.

Toggle on this auto renewal setting.

At bottom of the page choose what this subscription can be used toward.

Click Create, then choose whether to make it public by clicking Subscriptions/Packs > then turning on the 'Featured at Checkout' toggle.

Create a product

Click Studio set-up > Retail Products > Create new product

View / Edit your transactional email templates

Click Studio set-up > Transactional templates > select the template in question.

To make your Transactional Templates more personal, click Drag & Drop > Add Content

Then start dragging content over.

Branding - customize your checkout pages colors and also the font and copy

Click Settings > Offerings > Branding.

At the bottom of the checkout page you'll find fields to edit font and copy.

Set up your self check-in kiosk

The self check-in kiosk allows you to eliminate the need to check your customers into class. It displays all classes happening today for your customers to select from. Once they select their upcoming class that they've registered for, they'll see a toggle next to their name.

To get started, click Apps and Integrations > App Store > activate Self Check-in Kiosk

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