Bring what you have. Build the foundation in stages.
Use this guide to collect useful school information before onboarding. Not every item is required on day one, and the owner reviews operational decisions before they become active.
A current website, class schedule, roster export, curriculum, and pricing sheet are enough for an initial review. Bring what already exists—we can organize gaps together.
You can begin setup without connecting anything. When you are ready for payments or school-controlled communications, these are the only outside accounts to consider.
Payments · choose one
QuickBooks Payments
Choose QuickBooks when it should remain the accounting and invoice-payment system of record.
Have these ready
The login for the school’s QuickBooks Online company
QuickBooks Payments approved and ready to accept online invoice payments
How to prepare or retrieve the details
Have the school’s QuickBooks administrator available during setup.
In Gicho.tech OS, choose Connect QuickBooks, sign in on Intuit’s screen, and approve the connection.
No API keys, tokens, or card details need to be retrieved or shared.
Basic email can work without a school Brevo account. Choose Brevo when the school wants to own its delivery account, sender identity, billing, or text-message service.
Have these ready
A Brevo account owned and billed by the school
A verified school email sender
A dedicated Gicho.tech OS API key, copied when it is created
For text messages only: a sender or number approved by Brevo
How to prepare or retrieve the details
In Brevo, open Settings → Senders, Domains, IPs → Domains and authenticate the school’s sending domain.
Open Settings → SMTP & API → API Keys & MCP, generate a new API key named DojoOS, and copy it immediately. Brevo will not display the full key again.
Enter the key and verified sender in Gicho.tech OS, then validate and save.
Gicho.tech OS will provide the webhook address needed for delivery updates.
Manual entry, authorized imports, and AI-assisted proposals all use the same owner-reviewed foundation.
Do I need every piece of school data before setup begins?
No. A school can begin with its core identity, one location, its main programs, a basic schedule, and the products needed for enrollment. Additional ranks, inventory, templates, website content, and historical records can be refined in stages.
What school and branding information is useful?
The foundation is the information families and staff use to recognize and contact the school.
School name, timezone, phone, email, address, and operating locations
Logo, brand colors, public website domain, and social or community links
Owner and recovery-owner accounts, followed by administrator and instructor access
What program, rank, and curriculum data can be loaded?
Each program should describe what is taught and how a student progresses. Existing curriculum documents are useful even when they are not perfectly formatted.
Program names, descriptions, age ranges, and eligibility rules
Rank order, belt or level names, attendance expectations, test requirements, and fees
Curriculum notes, requirements, learning resources, and progression-credit rules
What staff and class-schedule information is needed?
A current calendar, staff list, or existing website schedule can provide the starting point.
Instructor names, email addresses, roles, programs, public biographies, and profile photos
Class name, program, location, room, day, start time, duration, capacity, and instructor
Rank or age eligibility, attendance credit, testing dates, closures, and special events
What family and student information can be imported?
People can be entered manually or imported from an authorized roster. Import only information the school is permitted to maintain.
Family or household name and guardian names, emails, phones, and mailing address
Student name, birth date when operationally required, current program, rank, status, and start date
Emergency contacts, communication preferences, and invitation decisions when available
What product, membership, and inventory details are useful?
Products describe what the school sells; payment-provider mappings and opening inventory are reviewed separately before checkout is enabled.
Membership names, prices, billing cadence, covered programs, family tiers, and billing dates
Merchandise names, descriptions, sizes or options, prices, SKUs, opening quantities, and low-stock expectations
QuickBooks Product/Service or Stripe price references when the school is ready to connect them
What policies, communications, and website content should I collect?
These materials let the public site, registration experience, and family communications reflect how the school actually operates.
Waiver and consent language, refund and cancellation policies, and trial-conversion rules
Invitation, welcome, announcement, bulletin, and lifecycle message examples
Existing website pages, instructor biographies, location details, photos, posters, and registration calls to action
Email provider, payment provider, mapped domain, and communication-channel decisions
Which file formats work, and what should never be included?
Spreadsheets, CSV exports, PDFs, pricing sheets, curriculum documents, schedules, images, and an authorized existing website can all serve as starting material. Do not place passwords, card or bank details, security codes, OAuth tokens, API keys, or provider secrets in an import file. Provider credentials are connected separately through protected settings.