Invite Your Athletes to Activate Kilo
Activating Athletes in Your Kilo GMS System
When athletes should log into Kilo depends on your migration plan.
Understanding Your Migration Plan
New Gyms or Gyms Without Imported Data
If you're starting fresh, you'll add athletes one at a time. As each athlete is added, they will automatically receive an activation email.
Gyms Collecting New Payment Methods (Partial Migration)
If you need athletes to re-enter their payment methods, you'll likely want them logging in early. This allows you to track who has updated their payment info before your full transition.
Gyms with Full Data Migration (Including Payment Methods)
If your athletes are imported with their Stripe ID and existing payment methods, you may choose to have them activate their accounts on the day they start using Kilo for reservations and payments.
How to Invite Athletes to Activate Their Accounts
There are two ways to send activation emails to your athletes:
Mass Activation Email
Your Onboarding Advisor can send a bulk activation email to all athletes in your system on a chosen date.
Individual Activation via Athlete’s Action Button
If you're adding athletes manually, you can send activation emails one by one via the Action button when assigning membership packages.
Inform Your Athletes in Advance
To avoid confusion or missed emails, we recommend notifying your athletes before sending activation emails. Let them know:
- You’re switching to a new system
- When they can expect an activation email
What the email will look like in their inbox
Athlete Activation Steps
When athletes receive the activation email, they must complete two critical steps to activate their account:
First, click the activation link in the email
Then, set a password for Kilo
⚠️ Important: If an athlete clicks the activation email but does not set a password, they will be unable to log in. If this happens, email our Support team at hello@usekilo.com, and we’ll assist by setting a temporary password.
Helpful Resources
Our Help Library includes resources to make the transition smoother for your gym community:
Introductory Email Template – A simple email to inform athletes about the switch to Kilo:
Detailed Activation & Login Instructions – A follow-up email with step-by-step activation guidance:
Feel free to copy, edit, and send these templates to your athletes! A well-communicated transition makes for a smoother launch.