Plain answers to the questions school owners ask most. If something is missing, reach out — we are happy to help.
Contents
- Getting Started
- Students and Enrollment
- Trials and Program Options
- Payments and Billing
- Attendance and Check-In
- Referrals
- Growth Center and Automations
- Liability Waivers
- Communicating with Students
- Belt Ranks and Promotions
- The Student Experience
Getting Started
Do I need technical experience to set up Druid?
No. Setup is a short guided process: you enter your school name, add your first program, connect to Stripe for payments, and you are ready to go. If anything is unclear, you can book an onboarding call and we will walk through it with you.
How long does it take to get up and running?
Most school owners are set up and accepting their first students within a day. The main prerequisite is completing Stripe onboarding (setting up payouts) — that step requires your business name, bank details, and a form of ID, so have those ready.
What do I need before I start the Stripe setup?
Stripe will ask for your business name, bank account details (for payouts), and identity verification information. Most coaches complete this in under 15 minutes. You will not be able to accept card payments until this step is done, but you can still set up programs and add students in the meantime.
Can I try Druid before committing?
Yes. Druid has a preview mode that lets you explore the school dashboard, see what students experience, and walk through the setup — without live payments or real student data. It is a good way to get a feel for the software before you invite your first student.
Do I need to install anything?
No. Druid runs in a web browser on any device — phone, tablet, or computer. There is no software to download or install.
Students and Enrollment
How do students sign up for my school?
You share a join-school link. Students open it, choose their age group (adult or parent enrolling a child), fill in their details, sign your liability waiver, and save a payment method. When they finish, you get a membership request to review and approve. The whole process takes a few minutes.
Do I have to approve every new student manually?
Yes, and that is intentional. You review each membership request before accepting the student into a program. This gives you a chance to see who is joining, which program they chose, and whether they were referred by someone. Then you accept them with a single tap and billing begins.
Can I add a student myself without them going through the online form?
Yes. From the Students section, you can create a new student manually and assign them to a program directly. Useful for walk-ins, returning students, or situations where someone prefers not to fill out a form online.
Can I enroll a child on behalf of their parent?
Yes. The join-school flow supports a parent path — the parent enters the child's information, provides emergency contact details, and signs the liability waiver on the child's behalf. The right version of the form is shown automatically based on the age group selected.
What happens if a student picks the wrong program during sign-up?
You handle it when you accept their membership request. When you approve a student, you choose which program to enroll them in — so if their selection does not match what they discussed with you, you can correct it before billing starts.
Can a student be in more than one program?
Yes. A student can join additional programs using a program-specific link you share with them. This is useful when a current member wants to add a competition team, a weapons class, or a different curriculum alongside their main program.
What does a student's profile include?
Each student has a profile with: payment history, their signed liability waiver, emergency contact, attendance history, private coach notes, belt rank, and their full membership lifecycle controls (pause, cancel, gift, discount, resume). Everything about that student in one place.
Trials and Program Options
What trial options can I offer new students?
There are three options, and you configure them per program:
- Free trial days — A set number of days before billing starts (e.g. "train free for 14 days").
- Free check-ins — A set number of classes before billing starts (e.g. "first 3 classes free").
- No trial — Billing starts immediately when you accept the student.
Can I set a custom billing start date for a student?
Yes. When accepting a membership request, you can choose a specific billing start date — for example, the first of next month. This overrides the program's trial setting entirely and gives you full control over when charges begin.
Can I charge a signup fee in addition to monthly tuition?
Yes. Each program can have an optional signup fee that is charged once, at enrollment, before recurring billing begins. Many schools use this for registration, uniforms, or processing costs. It also increases commitment — a student who paid to join is more likely to stick around.
What happens when a trial ends?
Billing starts automatically. If the student is on a free-days trial, billing begins once the trial period expires. If they are on a free-check-ins trial, billing begins after they use their last included class. No manual action needed from you.
Can I give a student a free month or gift membership?
Yes. From a student's profile under Manage Membership, you can gift them a period of membership. This is useful for belt promotion rewards, community programs, or bringing a sibling on board.
What if a student wants to pause training temporarily?
You can pause their membership from their profile. Billing stops, but the student's record — their notes, belt rank, attendance history — stays intact. When they are ready to return, you resume from the same screen. Pausing is better than canceling when you expect the student to come back.
Payments and Billing
How does Druid process payments?
Druid uses Stripe Connect. Students save a card when they sign up. Stripe charges the card automatically each billing cycle. Your money goes directly from Stripe to your bank account — Druid never holds your funds.
When does money reach my bank account?
Stripe typically deposits payouts within 2 business days in the US, depending on your account settings. You can view your payout schedule and history in the Payouts section of Druid.
What happens when a student's card is declined?
Stripe retries the charge automatically and sends the student a notification so they can update their payment method. You do not have to make an awkward phone call. Students can update their card themselves from their app, and the corrected charge is retried.
Can students pay cash instead of by card?
Yes. When accepting a student, you can mark their membership as cash pay. Their billing schedule is tracked the same way — Druid just surfaces their name on your Home screen when payment is due, so you remember to collect it in person.
Can I take payment directly in Druid if a student owes money?
Yes. From any student's profile, you can navigate to their payment history, select an outstanding invoice, and process the payment on the spot. Useful when a student hands you cash or card in person.
Can I see all my revenue in one place?
Yes. The Revenue report (under Business & Money) shows total revenue, a daily revenue chart, and a breakdown of every individual payment — by student, program, and date. You choose the date range. Druid respects your school's time zone when calculating daily totals.
Does Druid charge transaction fees on top of Stripe's fees?
Stripe has its own processing fees (typically a percentage per transaction). You handle Stripe's fees directly as part of your Stripe Connect account. Check Druid's current pricing page for platform fees.
Can I apply a discount to a student's membership?
Yes. From the student's profile under Manage Membership, you can apply a discount. A confirmation screen shows you what the new rate will be before it goes into effect. Useful for family pricing, multi-child discounts, or special arrangements.
Attendance and Check-In
How does class check-in work for students?
Students log into their Druid account and tap Check in from the bottom navigation. The check-in is recorded instantly. There is also a confirmation screen so they know it worked.
Can I set up a QR code for check-in at the door?
Yes. Druid has a Front Door URL specific to your school. When a student scans the QR code and opens the link while logged in, they are checked in automatically and taken to a success screen. Print the QR code, post it at the entrance, and let students check in as they walk through the door.
Can I check students in for them?
Yes, two ways. From a student's individual profile, you can check them in manually. You can also use Bulk Check-In in the Attendance screen — select multiple students at once and check them all in with a single confirmation. Useful for large classes or situations where students forget.
Can I see who has not shown up to class yet?
Yes. The Attendance screen shows you checked-in students and those who have not checked in yet, in real time. You can search by name to find a specific student quickly.
Can I see a student's full attendance history?
Yes. Each student's profile includes a chronological list of every class they have checked into. This is how you spot a student who has been showing up less — which is often the first warning sign before a cancelation.
Referrals
How does Druid track referrals?
When someone signs up using a referral link, Druid automatically connects the new student to the person who referred them. You can view the full list of converted referrals — who sent whom and which program they joined — in the Referrals section.
How do students get a referral link to share?
Druid generates a Bring a Friend link for your school. A logged-in student who visits the link gets their own personal referral link automatically. A non-student visitor enters their name and gets a link to share. Either way, when someone signs up using that link, the referral is tracked.
What is the referral poster?
Druid can generate a printable poster with a QR code that points to your school's join page. Print it, hang it at your front desk or on the mat wall, and every scan is a tracked referral. You do not have to hand out cards or remember a code.
Can I see which of my students refers the most people?
Yes. The Referrals section lists every converted referral alongside the student who sent them. Over time, you can clearly see who is your strongest advocate — and acknowledge them appropriately.
What is the difference between the referral list and the Generate Referrals lever in the Growth Center?
The Referrals list is the historical record — who referred whom, all time. The Generate Referrals lever in the Growth Center is the automation engine — it fires a sequence of emails to current students at key moments (first invoice paid, 7 days later, 30 days, 90 days) asking them to share your school. Both work together: the emails build the habit, the referrals list shows the results.
Growth Center and Automations
What is the Growth Center?
The Growth Center is a section in Druid organized around four growth levers: Convert Leads, Generate Referrals, Prevent Attrition, and Revive Memberships. Each lever has a chart showing recent activity and a set of automated email sequences that fire at the right moments based on student behavior.
Do I have to write the emails myself?
No. Druid provides ready-to-send email templates for each automation. The emails include your school name and the student's name, so they feel personal without requiring you to compose anything. You can use them as-is.
When does the "prevent attrition" email go out?
Two automated check-in emails fire on your behalf:
- 10 days after a student's first payment — A friendly "how are you enjoying training?" message.
- 90 days after the first invoice — A three-month congratulations with a request for feedback.
Both send automatically. You do not schedule them.
When does the "revive memberships" email go out?
Three emails fire automatically after a student cancels:
- 3 months after cancelation
- 6 months after cancelation
- 1 year after cancelation
Each is a warm, low-pressure message inviting the former student to return. Many coaches never follow up at 6 or 12 months — this lever does it for you.
What counts as a "lead" in the Convert Leads section?
A lead is someone who started your online sign-up flow but did not finish. They gave you their email address but never completed enrollment. The Convert Leads automation sends them follow-up emails (within 3 hours of stopping) to bring them back to the form.
Can I see how many emails the automations have sent?
Yes. Each growth lever shows automation metrics including how many emails have gone out. The metrics are in the Growth Center dashboard alongside the activity charts.
Liability Waivers
Does Druid include a liability waiver?
Yes. You configure your waiver once in the Liability Waiver settings, and it becomes a required step in the online enrollment flow. Every student signs it before completing sign-up.
Do parents sign for their children?
Yes. When a parent enrolls a child, the sign-up flow is the parent version — the parent signs the waiver on behalf of the minor. The right flow is shown automatically based on age group.
Where do I find a student's signed waiver?
Each student's profile has a Liability Waiver section where you can access their signed waiver.
What if a student signed a waiver but is not yet enrolled in a program?
Those students appear on your Home screen under recently signed waivers. They are in the system but have not been accepted into a program yet. This prevents anyone from falling through the cracks between signing and enrolling.
Communicating with Students
Can I send a message to all my students?
Yes. Announcements lets you compose a message and send it to all active students at your school. Common uses: schedule changes, upcoming belt tests, holiday closures, special events.
Can I send an announcement to just one program?
Yes. When creating an announcement, you can choose to send to all students or to members of a specific program. If your adults class has a schedule change that does not affect the kids class, you only send it to the people who need to know.
Can I preview an announcement before sending it?
Yes. There is a preview step where you see exactly how the announcement will appear before you send it. You can also save a draft and come back to it later.
Are announcements separate from the Growth Center emails?
Yes. Announcements are coach-authored messages you send when something specific comes up. Growth Center emails are automated sequences tied to student lifecycle events (first payment, cancelation, etc.) that run in the background without you triggering them.
Belt Ranks and Promotions
Can I track belt rank for every student?
Yes. Each student profile has a Belt rank section showing their current rank. You record a promotion from there, and Druid logs it permanently.
Do I need to configure a belt system before I can use it?
Yes, briefly. In the Belt system section of the menu, you set up the rank progression for your school or art. Once configured, if you only have one belt system, Druid automatically links it to your programs so you do not have to connect them manually.
Does Druid support different belt systems for different arts?
Yes. You can configure multiple belt systems (for example, a kids rank structure and an adult rank structure, or separate systems for BJJ and karate). Each program can be linked to the appropriate system.
Is there a record of when a student was promoted?
Yes. When you record a promotion through the promote flow, a timestamp is saved. You have a permanent record of each student's progression.
The Student Experience
Do students download an app?
No. Druid works in any mobile web browser. Students open a link, bookmark it, and it works like an app — no download, no app store required.
What can a student do inside Druid?
Students can: view the class schedule, check themselves in, see their payment history, update their payment method, view and cancel or pause their membership, and see their trial status if they are on a trial.
How does a student update their payment method?
From the Payments section of their account, there is an option to edit their payment method. They enter the new card details and the change takes effect for future billing cycles.
Can a student pause or cancel their own membership?
Yes. Students can initiate a pause or cancel from within their account. The request is reflected in Druid — no back-and-forth needed. Druid shows the student a confirmation after the action is processed.
What does a student see during a free trial?
Students on a trial see their membership status and trial type in their account. For a free-check-ins trial, they can see how many classes remain before billing starts. Once the trial converts to a paid membership, billing information appears in their payment section.
Can a student see who is in their class?
No. Students see their own information — schedule, check-ins, payments, and membership — not other students' details.
Still Have Questions?
The best way to get a direct answer is to reach out. If you are evaluating Druid for your school, we are happy to walk through any of the above in detail.
