Update Account Settings in Kilo

Access Settings in Kilo

  1. Logging in to v1.usekilo.com
  2. Clicking on the user name in the bottom left of your screen
  3. Selecting "Settings"

The Settings editor will appear on your screen.

General Settings

  • In the general settings for your account, update fields specific to your business name, location, and contact information.
  • The Notify Email field should have the email address that will receive payment-related notifications for failed, successful, and refunded payments. This email will receive notifications when the "Staff" checkbox is selected.

Reservation, Waitlist, and Cancellation Settings

Important note: When you update Reservation, Waitlist, and Cancellation settings at the account or event level, this will not impact events that have already been added to the Kilo calendar.

Therefore, if you change the settings related to classes or appointments while some of these are already scheduled in Kilo, you must go to today on the Schedule and edit all future instances of the event to capture the change. This help article will guide you on editing events in the Kilo Schedule.

Classes

  1. Set reservation windows for Classes to determine how far out from a class session members can book.
  2. Set the number of athletes allowed on the Class waitlist, should you choose to enable it.
  3. Admins also can disable athlete reservations if the athlete has a bill with the status “past due.” To utilize this feature, toggle on (blue) the setting “Disable athlete reservations if they have a past due bill.”
  4. Determine if a cancellation is allowed for Classes.
    1. If toggled on (blue) to allow late cancelations, determine the "time before the start of a class when a cancellation is considered late."
    2. Then, determine if a fee should be applied for cancelling within the window (this is a "late cancellation"). If you opt for a $0.00 fee, the Athlete will be able to cancel within the window, but no fee will be applied. If you opt for a late cancellation fee, they will be informed of the cost and charged automatically.
    3. Toggle on "Deduction of credit" if the system should deduct the credit for the late cancellation for a Class. This can be coupled with a fee, used in place of a fee, or you can forgo the credit deduction by leaving the toggle off.
  5. Enter a fee for when an Athlete is marked as a No Show, or leave it as $0 for no penalty.
    1. Toggle on "Deduction of credit" if the system should deduct the credit when an Athlete is marked as a No Show for a Class. This can be coupled with a fee, used in place of a fee, or you can forgo the credit deduction by leaving the toggle off.

Appointments

  1. Determine if a cancellation is allowed for Appointments.
    1. If toggled on (blue) to allow late cancelations, determine the "time before the start of an appointment when a cancellation is considered late."
    2. Then, determine if a fee should be applied for cancelling within the window (this is a "late cancellation"). If you opt for a $0.00 fee, the Athlete will be able to cancel within the window, but no fee will be applied. If you opt for a late cancellation fee, they will be informed of the cost and charged automatically.
    3. Toggle on "Deduction of credit" if the system should deduct the credit for the late cancellation for an Appointment. This can be coupled with a fee, used in place of a fee, or you can forgo the credit deduction by leaving the toggle off.
  2. Enter a fee for when an Athlete is marked as a No Show, or leave it as $0 for no penalty.
    1. Toggle on "Deduction of credit" if the system should deduct the credit when an Athlete is marked as a No Show for an Appointment. This can be coupled with a fee, used in place of a fee, or you can forgo the credit deduction by leaving the toggle off.

Reservation, Waitlist, and Cancellation Settings related to Classes and Appointments can be overridden on an individual event basis when the event is created or when specific sessions are added to the calendar.

Athlete App

  • On the athlete view of Kilo V1, athletes are able to see which other clients are registered for a class on the schedule. 
  • If you prefer to hide this feature, you can disable it in your account settings. To do so, simply toggle on (blue is on) “Hide list of reserved athletes on events in athlete view” under the Athlete App settings.
  • Athletes may see all Calendar events or only those which they have access to by their package type. To set only those events which they have access to, simply toggle on (blue is on) "Schedule only shows events that the athlete has access to."

Tax Rate for No Show/Cancellation

There is a placeholder tax rate of 0.0% that would be applied to any Late Cancellation or No Show fee. If you do no wish to apply tax to the fee, or won't be using the fee, you can leave this at standard.

If you wish to apply tax to Late Cancellation and No Show fees:

  1. Go to Products in the navigation menu
  2. Click on Tax Rates
  3. To the far right of the "Cancellation and No Show Tax Rate" click the blue arrow Action button
  4. Choose Edit
  5. Update the tax percentage
  6. Save

Sender Details Settings

  • From Name: The name displayed in the recipient's inbox alongside the subject line (typically your business name).
  • From Email: The email address shown when the recipient hovers over the sender details in their inbox.
  • Reply-To Email: The address where replies to the notification emails will be sent. This can be different from the From Email.

When we create these settings for your account, we’ll pre-configure them as follows:

  • From Name will be set to your business name.
  • From Email will match your business email.
  • Reply-To Email will use the same email username as the From Email.

You’re welcome to customize these settings at any time by following these steps:

  1. Log in to v1.usekilo.com
  2. Click your name in the lower left corner
  3. Select Settings
  4. Find Sender Details
  5. Click Edit to update the settings
  6. Save your changes

Additional Settings

  • Enter the number of minutes, hours, or days you would like to pass before an athlete appears on the MIA report on the Dashboard. This report represents the athletes who have not checked in to an event within the timeframe you set here.

    For Packages with Auto-renew ON, determine the number of days prior to the package end date when the package should renew.
    • This is when an Upcoming version of the package becomes available.

For further questions about updating Settings in Kilo, email our Support team at hello@usekilo.com.