Your account settings in Kilo GMS control your business information, how athletes reserve and cancel, what athletes see in the Kilo app, and how your notification emails appear in a recipient's inbox. This article walks through each group of settings and where to find it.
How do I open my account settings?
Log in to app.usekilo.com.
Click your user name in the bottom left of your screen.
Select Settings.
The Settings editor appears on your screen.
General settings
In the general settings for your account, update the fields specific to your business name, location, and contact information.
The Notify Email field should hold the email address that receives payment-related notifications for failed, successful, and refunded payments. This address receives notifications when the Staff checkbox is selected.
Reservation, waitlist, and cancellation settings
Updating reservation, waitlist, and cancellation settings at the account level or the event level does not change events that are already on your calendar. If classes or appointments are already scheduled, go to today on the Schedule and edit all future instances of the event so the change takes effect.
In these settings, a toggle shown in blue is on.
Classes
Set the reservation window for classes to determine how far out from a class session members can book.
Set the number of athletes allowed on the class waitlist, if you choose to enable it.
Toggle on Disable athlete reservations if they have a past-due bill if you want to block reservations for athletes carrying a past-due bill.
Decide whether cancellation is allowed for Classes.
If you allow late cancellations, set the time before the start of a class when a cancellation is considered late.
Decide whether a fee applies for canceling inside that window. A $0.00 fee lets athletes cancel late without being charged. Any other amount is shown to the athlete and charged automatically.
Toggle on Deduction of credit if the system should deduct the credit for a late cancellation. You can pair this with a fee, use it in place of a fee, or leave it off.
Enter a fee for when an athlete is marked as a No Show, or leave it at $0 for no penalty.
Toggle on Deduction of credit if the system should deduct the credit for a No Show. You can pair this with a fee, use it in place of a fee, or leave it off.
Appointments
Decide whether cancellation is allowed for Appointments.
If you allow late cancellations, set the time before the start of an appointment when a cancellation is considered late.
Decide whether a fee applies for canceling inside that window. A $0.00 fee lets athletes cancel late without being charged. Any other amount is shown to the athlete and charged automatically.
Toggle on Deduction of credit if the system should deduct the credit for a late cancellation. You can pair this with a fee, use it in place of a fee, or leave it off.
Enter a fee for when an athlete is marked as a No Show, or leave it at $0 for no penalty.
Toggle on Deduction of credit if the system should deduct the credit for a No Show. You can pair this with a fee, use it in place of a fee, or leave it off.
Reservation, waitlist, and cancellation settings for classes and appointments can be overridden on an individual event basis, either when the event is created or when specific sessions are added to the calendar.
Tax rate for no-show and cancellation fees
There is a placeholder tax rate of 0.0% applied to any late cancellation or no-show fee. If you require a percentage higher than 0.0%, based on your local rules, update the percentage amount accordingly, and save.
Athlete app settings
By default, athletes can see which other athletes are registered for a class on the schedule. To hide this, toggle on Hide list of reserved athletes on events in athlete view.
Athletes may see all calendar events, or only the events their package type gives them access to. To limit the schedule to events they can access, toggle on Schedule only shows events that the athlete has access to.
By allowing athletes to see their invoices on the app, they are able to email themselves past receipts and to fulfill failed or past-due invoices that require follow-up. You manage this visibility and can opt to toggle off athletes’ ability to see and manage their invoices.
Sender details settings
These settings control how your notification emails appear to the person receiving them.
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 your notification emails are sent. This can be different from the From Email.
When we create these settings for your account, we pre-configure them as follows:
From Name is set to your business name
From Email matches your business email
Reply-To Email uses the same email username as the From Email
You can customize these settings at any time:
Log in to app.usekilo.com.
Click your name in the lower left corner.
Select Settings.
Find Sender Details.
Click Edit.
Update the settings and save your changes.
Additional settings
Enter the number of minutes, hours, or days that should pass before an athlete appears on the Missing Athlete report on the Dashboard. That report shows the athletes who have not checked in to an event within the timeframe you set here.
For packages with Auto-renew on, set the number of days before the package end date when the package should renew. This is when an Upcoming version of the package becomes available.
Set the start date for the Business Metrics on your Kilo Dashboard. The start date is best set for your first full month using the Kilo GMS system and can be updated at any time.
If you have questions about your account settings in Kilo GMS, our Support team is happy to help. Reach us at hello@usekilo.com.