Axion Dojo User Guide

Sign-up forms and prospect links

Find it Marketing

These are the two ways a person can put themselves into your system without a staff member typing anything. They look similar on the Marketing page and they are not the same tool at all — one collects an inquiry, the other can enroll a family and take their card while you are teaching. Knowing which is which is the difference between a list of names and a booked student.

EMBEDDABLE FORM — COLLECTS AN INQUIRY Your website name + email/phone Lead created tagged Web Form Notification + urgent follow-up a human still has to call them PROSPECT LINK — RUNS THE WHOLE SIGN-UP Link you share email, social, QR Your Info Portal Students Plan Payment Sign Goals Plan and Sign appear only when the link has something to sell. Enrolled, signed, card on file no staff involvement needed Both paths land in the same account list and the same Prospects & Conversion report.
The same Marketing page offers both. The form gets you a name to call; the link can finish the entire sign-up, including the waiver and the card, before anyone at the studio has spoken to them.

The embeddable form — catching people on your website

This is the “get in touch” box you paste into your own website. Build it under Embeddable Forms, then press Edit / Get Code and paste the snippet into your site. You control the heading, the sub-heading, the thank-you message people see after sending, and whether the form is Active at all.

It asks for a first and last name, and an email or a phone number — at least one of the two, because a lead you cannot contact is not a lead. There is also a free-text message box, and whatever they type there is kept.

When somebody sends it, four things happen without anyone touching it:

  1. A lead is created in your account list, with the source recorded as Web Form.
  2. Their message is written to that account's contact log, so the next person to open it can see exactly what was asked.
  3. A notification appears on your dashboard.
  4. An urgent follow-up task is raised — a standing “contact this lead” card that stays until somebody deals with it.
An existing family filling in the form does not create a duplicate. If the email already belongs to an account, the inquiry is logged against that account and it is flagged as a lead again. You get the message and the follow-up without a second copy of the family in your system. The follow-up task also refuses to stack — one open “call this lead” card per account, however many times they write in.

Getting told straight away — Signup Alerts

The dashboard notification only helps someone who is already looking at the app. To hear about a new lead or sign-up the moment it arrives, open Settings › Notifications and find the Signup Alerts card. Only owners and admins see it.

  • Choose the forms. Each has its own switch: your sign-up form (the prospect link), a contact form opened from its own link, a contact form placed on your website, and leads or trial requests your website sends through the Website API.
  • Choose who hears about it. Turn on Email and list up to ten addresses, separated by commas.
  • Text messages can go to up to five phone numbers once text messaging is turned on for your school. Until then the switch is grayed out.

The alert says who it was, how to reach them and what they wrote. For a family who signed up on the prospect link, it also says what they signed up for and whether the payment went through. A button opens their account. Everything on the card starts switched off, so nobody gets email you didn't ask for. Leads your staff type in themselves never send an alert.

The prospect link — letting people sign themselves up

A prospect link is a private web address you generate and share: emailed to someone who called, posted on social media, printed as a QR code on a flyer, or opened on a tablet at the front desk. It opens a guided wizard carrying your studio's branding, and it can take a family all the way from stranger to enrolled, paying student.

When you press Generate Link you choose:

  • How long it lasts — hours, days, weeks, months, years, or never expires.
  • Single use or reusable — single use for one specific family; reusable for a flyer or a social post where many people will open the same link.
  • Email it directly — send it to an address there and then, or copy the link and send it yourself.
  • Whether it can sell — turn enrollment on and pick which trials and membership plans this particular link offers. You can also make enrollment required, so the link cannot be finished without choosing one.

What the family actually walks through

  1. Your Info — the parent or adult student's own details. This creates the account.
  2. Portal — they set up their own Account Portal login on the spot, so they can pay and update details from day one.
  3. Students — who is actually training, which may be several children.
  4. Plan — only appears if this link is selling. They pick from the trials and plans you attached to it. They can also choose the class they would like to start with, from the days that program's classes meet over the next 60 days. That is optional: without it, the membership starts today, the day it is created. If none of your classes fit that program (none set up yet, or none for the student's age), the form says no classes are available to select and the start date is set to today. From the student's record, staff can start a membership on any day.
  5. Payment — their card, stored securely for the plan they chose.
  6. Sign — only appears if this link is selling. Your waiver, signed on their own phone before they set foot on the mat.
  7. Goals — why they are here.

The steps shown adjust to the link. An information-only link is a shorter walk than one that enrolls and takes payment, and the progress bar reflects what this particular family will actually be asked.

Why the Goals step is the valuable part

The last step asks what they are hoping for, offering Self Defense, Confidence, Weight Loss, Competition, Kids Program, Black Belt Goal and Find Us Online, plus a free-text box for anything else they want you to know.

This is a lead-generation tool wearing a sign-up form's clothes. A parent who ticked Confidence for a nine-year-old needs a completely different first conversation from an adult who ticked Competition, and you now have that before you meet them. Read the goals before the trial class, not after.

Keeping track of the links you have sent

The prospect history shows the last thirty days, with active links first, then used, then expired. You can resend a link, delete one, or clear out the used ones. A link that has never been opened is a follow-up call waiting to happen — that is the whole point of being able to see them.

Three behaviors worth knowing before you rely on this. A plan you deactivate after a link has gone out stops being offered mid-flight, so nobody can sign up at a price you have retired. On a shared front-desk tablet, opening the link fresh clears the previous family's session, so nobody can sign or pay against the last visitor's account. And a link cannot require enrollment with nothing attached to sell — that would be a form nobody could finish.