Member Guide

1. Logging In

To access the Member Portal and book classes, you need to log in.

How to log in:

1. Go to the kiosk screen at reception and tap "Member Portal" at the bottom-right, or visit the portal link directly.
2. Enter your email address and password, or tap "Continue with Google" if you use Google.
3. If you don't have an account yet, tap "Sign up" and register with your email.

Important: Your email address must match the email registered with Icon Jiu Jitsu Belfast in our system. If your email doesn't match, you won't be able to access the portal. Contact reception if you're not sure which email is on file.

First time logging in? After registering, you'll receive a verification code by email. Enter the code to complete your sign-up. If you don't see the email, check your spam folder.

2. Booking a Class

You can book adult classes up to 14 days in advance.

How to book:

1. Scroll through the date selector at the top to pick the day you want to train.
2. Available classes for that day appear below, showing the class name, time, and spaces remaining.
3. Tap the Book button next to the class you want.
4. The button changes to "Booked" (gold) — you're confirmed!

You can book one class per time slot. If you already have a booking for that class and time, it will show "Booked" instead of a Book button.

3. Cancelling a Booking

Plans change — we get it. You can cancel a booking at any time.

How to cancel:

1. Find the booking under "Your Upcoming Bookings" at the top of the portal.
2. Tap the red Cancel button next to the booking.
3. The booking is cancelled immediately and the space is released back to other members.

Please cancel as early as possible so other members can take your spot. Repeated no-shows may affect your booking privileges.

4. Viewing Your Upcoming Bookings

All your upcoming bookings appear at the top of the Member Portal under "Your Upcoming Bookings".

Each booking shows:

• Class name
• Date (weekday, day, month)
• Start time

Bookings are sorted by date and time, so your next class is always at the top. If you don't see any bookings, it means you have nothing booked — pick a date below and book a class!

5. Booking Limits

14-day advance booking: You can book classes up to 14 days ahead.

One booking per class: You can't book the same class twice on the same day.

Active members only: Only active adult members can book classes. If your membership is inactive, frozen, or suspended, you won't be able to access the portal.

No double-booking: You can book different classes on the same day, but not two classes at the same time slot.

6. Class Capacities

Every adult class has a capacity of 24 members. This ensures everyone has enough mat space for safe training.

How it works:

• Each class card shows "X spaces left" (e.g., "18 spaces left").
• When you book a class, one space is taken.
• When you cancel, the space is released back.
• If you check in (at the kiosk), your space stays used.
• If you don't show up (no-show), your space stays used until the class is over.

Some classes may have different capacities if the academy has set a custom limit. The number shown on each class card is always accurate.

7. What Happens When a Class Is Full

When a class reaches its 24-member capacity:

• The class card shows "Class full" in red.
• The Book button is disabled and shows "Full".
• You cannot book the class through the portal.

Your options when a class is full:

1. Book a different class on the same day or another day.
2. Wait for a cancellation — if someone cancels, a space opens up. Check back later.
3. Walk in at the kiosk — reception staff can still check you in manually, but be aware the class may be very full on the mat.

Tip: Popular classes fill up fast. Book early to secure your spot!

8. What Happens After Checking In

When you arrive at the academy:

1. Go to the kiosk tablet at reception.
2. Search your name and select yourself.
3. If you booked a class, it appears as a gold card — tap Check In.
4. If you didn't book, tap any class under "Walk-in Check In".
5. A green success screen confirms your check-in.

After check-in:

• Your attendance is recorded in the system.
• Your total attendance count increases by one.
• Your last attendance date is updated.
• If you had a booking, it's marked as "attended".

You don't need to book to check in. Booking just guarantees your spot and makes check-in faster. You can always walk in to any class.

9. Frequently Asked Questions

Q: Do I need to book to attend a class? No. Booking is optional. You can always walk in. But booking guarantees your spot and makes check-in faster.

Q: Can I book multiple classes on the same day? Yes, as long as they're at different times.

Q: What if I book a class but can't make it? Please cancel the booking as early as possible. This releases the space for other members.

Q: Why can't I see any classes? There may be no adult classes scheduled for the day you selected. Try a different day, or check with reception.

Q: I can't log in — what do I do? Make sure your email matches what's registered with the academy. If you've forgotten your password, use the "Forgot Password" link. If you still can't log in, contact reception.

Q: Can I book for a friend? No. Each member must book using their own account. This ensures attendance records are accurate.

Q: The class I want is full — what can I do? Try booking for a different day or a different class. You can also walk in at the kiosk, but the class may be very full.

Q: Do I need to bring anything to check in? No — just your name. The kiosk search finds you by name. No QR codes or cards needed.