Find out about our connections below...

Twilio

The Value: From "Manual Texting" to "Automated Engagement."

  • Why it’s good: Stop wasting hours manually texting parents and students. By connecting Twilio, your CRM becomes a living communication hub. You move from a "one-person show" to a professional operation where the system handles the follow-ups, so you can handle the teaching.

  • What to use it for:

    • Trial Reminders: Automatically text a new lead 24 hours before their first class to ensure they show up.

    • Belt Grading Alerts: Notify a student and their parents the moment they are marked as "Eligible for Grading."

    • Emergency Broadcasts: Send a single message to an entire branch to notify them of a class cancellation or gym closure.

Connecting Your Twilio Account to ClubHubCrm

Overview: To enable automated SMS communications for your martial arts school, ClubHubCRM utilises a secure "Bring Your Own Account" (BYO) model. This ensures that you maintain full ownership of your Twilio account, your phone numbers, and your billing.

Step-by-Step Connection Process:

  1. Navigate to Settings: Log into your CRM dashboard and go to Settings, Select Twilio Integration.

  2. Initiate Connection: Click the "Connect to Twilio" button.

  3. Secure Authorisation: You will be redirected to the official Twilio Login page. Enter your Twilio credentials.

  4. Grant Permission: Twilio will present an authorisation screen asking you to grant ClubHubCRM permission to send messages and manage your SMS logs. Click "Authorise."

  5. Configuration: Once redirected back to the CRM, select the Twilio Phone Number you wish to use as your primary school contact.

  6. Verification: Send a test SMS to your own device using the "Test Connection" tool to ensure the link is active.

Security & Privacy: ClubHubCRM uses OAuth 2.0 protocol. We never see or store your Twilio password. We only store a secure "Access Token" which can be revoked by you at any time through your Twilio Console.

Stripe (Payment Engine)

The Value: Global Payments, Zero Friction.

  • Why it’s good: Stripe is the gold standard for online payments. By integrating Stripe, you offer your students a world-class checkout experience (including Apple Pay and Google Pay). It eliminates "payment chasing" by automating recurring monthly memberships.

  • What to use it for:

    • Membership Automation: Set up a "Black Belt Program" monthly fee that charges automatically on the 1st of every month.

    • Point-of-Sale (POS): Quickly sell gear, uniforms, or testing fees from the student's profile in the CRM.

    • Family Linking: Link multiple students to one parent's card for a single, consolidated monthly payment.

  • How to use it:

    1. Click "Connect Stripe" to onboard your business.

    2. Define your "Payment Plans" in the CRM (e.g., Basic, Silver, Gold).

    3. Assign a plan to a student.

    4. The system handles the secure vaulting of the card and the monthly charging cycle.

GoCardless - Direct Debit

The Value: The Stability of Bank-to-Bank Payments.

  • Why it’s good: Credit cards expire or get cancelled, leading to "failed payment" headaches. GoCardless uses Direct Debit (Bank-to-Bank), which is far more stable for long-term memberships. It has lower transaction fees than cards and a much higher success rate for recurring tuition.

  • What to use it for:

    • Long-Term Contracts: Use GoCardless for your core monthly tuition to ensure a stable, predictable cash flow.

    • High-Value Programs: For expensive year-long certifications or camps, use Direct Debit to avoid high credit card percentage fees.

  • How to use it:

    1. Connect your GoCardless account via the settings menu.

    2. When enrolling a student, select "Direct Debit" as the payment method.

    3. The student receives a secure link to authorise the mandate.

    4. The CRM automatically triggers the collection on the scheduled date.

Gmail/Google Workspace

The Value: Professionalism at Scale.

  • Why it’s good: There is nothing less professional than a student receiving an email from no-reply@crm-system.com. By connecting your Google Workspace, every automated email sent by the CRM comes directly from your professional email address (e.g., sensei@yourdojo.com). It increases open rates and builds trust.

  • What to use it for:

    • Automated Welcome Sequences: Send a professional "Welcome Packet" PDF the moment a student joins.

    • Monthly Progress Reports: Automatically email parents a summary of their child's attendance and "Energy Milestones."

    • Invoicing: Send professional, branded PDF invoices/receipts directly to the parent's inbox.

  • How to use it:

    1. Click "Connect Google Workspace" and grant secure OAuth permission.

    2. Select the email address you want ClubHubCRM to use for outbound mail. You can even have multiple users for your different locaitons, so they always come from you!

The Facebook/Meta Lead Engine

The Value: Closing the "Lead Gap."

  • Why it’s good: The "Lead Gap" is the time between a parent clicking an ad and the gym calling them back. If you wait 2 hours, the lead is cold. By connecting Facebook, the lead is sucked into ClubHubCRM in milliseconds, triggering an instant "Welcome" text via Twilio.

  • What to use it for:

    • Lead Ads Integration: Automatically import names, phones, and emails from Facebook Lead forms.

    • Instant Follow-up: Trigger a "Trial Class" booking sequence the second a lead is captured.

    • Campaign Tracking: See exactly which Facebook ad resulted in the most "Black Belt" memberships.

    • Even better, we have a first-to-market ad self-optimisation. Build your campaign once, hit go, and it self-evaluates and becomes a better ad each week all by itself. You have total control, but when you see the results, you will just let it run and run!

  • How to use it:

    1. Connect your Meta Business Page and Ad Account.

    2. Map your Facebook form fields to your CRM Student fields.

    3. Set up a "Lead Action" (e.g., "When Facebook Lead arrives $\rightarrow$ Send Twilio SMS $\rightarrow$ Notify Branch Manager").

    4. Watch your conversion rates climb as you respond to leads in real-time.