When athletes should log into Kilo GMS depends on your migration plan. This article covers how to decide the right activation timing for your gym, the two ways to send activation emails, and the steps athletes complete to activate their accounts.

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 do I 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 the 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

  

Our Help Library includes an introductory email template and detailed activation and login instructions that you can copy, edit, and send to your athletes. A well-communicated transition makes for a smoother launch.

Athlete activation steps

When athletes receive the activation email, they must complete two critical steps to activate their account:

1. Click the activation link in the email.

   

2. Set a password for Kilo.

   

   Note

   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. For an introductory email template and detailed activation and login instructions, see Client Email Templates for Launching Kilo.

Feel free to copy, edit, and send these templates to your athletes. A well-communicated transition makes for a smoother launch.

If you have questions about athlete activation in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.