ActaLog for Admins - Manage Your CrossFit Community

MEMBER MANAGEMENT

KNOW YOUR ATHLETES

Your members are more than just names on a roster. ActaLog gives you visibility into their training journey — who's showing up consistently, who's hitting PRs, and who might need a little extra motivation.

With three-tier role-based access control, you decide who sees what. Admins have full control. Coaches manage class rosters and check-ins. Athletes see only their own data.

Jane Doe

Member since 2023

Active

Workouts

PRs

85%

Attendance

USER REGISTRATION

Email verification, secure password management, and optional admin approval for new signups.

ROLE-BASED ACCESS

Three roles: Athlete (default), Coach (roster & check-in access), and Admin (full system control). Coaches bypass subscription checks and manage sessions at their assigned gyms.

MEMBER PROFILES

Track workout history, PRs, attendance patterns, and subscription status for every member.

CLASS SCHEDULING

Full gym scheduling: locations, class templates, recurring schedule slots, and individual sessions with capacity management. Athletes reserve spots, join waitlists, and get automatic notifications when a spot opens.

CREDIT PACKAGES

Sell class packages (e.g., "10-Class Pack", "Monthly Unlimited"). Credits deduct automatically on reservation. Refunds issued when sessions are cancelled. Expiration tracking built in.

LEADERBOARDS

Gym-wide PR leaderboards for any movement. Consistency achievement tracking. Athletes see how their lifts stack up against the community — motivation built in.

ADMIN DASHBOARD

ADMIN CONTROLS

Admin control panel.

USER MANAGEMENT

Manage user roles, subscription status, and promote workouts from user-created (available only to the user that created it) to official, system-wide workouts.

DATA QUALITY

Scan for duplicate records and data quality issues. Detect orphaned references, empty fields, future dates, and invalid emails across all entity types.

NOTIFICATIONS & ANNOUNCEMENTS

ANNOUNCEMENT 2 hours ago

Holiday Hours Reminder

Hey everyone! Just a reminder that we'll have modified hours next week for the holidays. Check the schedule here.

See you all at the Christmas Eve WOD!

Sent to: All Members

BROADCAST TO YOUR COMMUNITY

Schedule changes, special events, equipment updates, competition announcements — your members see it all in their notification feed. No more hoping everyone checks the whiteboard or reads their email.

Announcements go directly to every member's notification inbox within the app. They appear with a timestamp and are accessible from anywhere. Members who miss a day still get the message when they open the app.

Write announcements with Markdown formatting for rich text — bold, italics, links, and lists. ActaLog supports standard Markdown syntax so your messages look professional and are easy to read.

MULTIPLE ORGANIZATIONS

Athletes aren't limited to a single community. Users can belong to multiple organizations — their home box, a specialty gym, a competition team, or a remote coaching group.

Each organization has its own admins, announcements, and member lists. Athletes see notifications from all their communities in one unified feed, but workouts and PRs belong to the individual — their data travels with them.

Perfect for coaches who work at multiple locations, athletes who travel frequently, or competition teams that span different boxes.

YOUR ORGANIZATIONS

CrossFit Downtown

Primary • Admin

Olympic Lifting Club

Member

Competition Team 2025

Athlete

ANNOUNCEMENT SYSTEM

CREATE ANNOUNCEMENT

Compose messages to your community with a simple editor.

MARKDOWN FORMATTING

Rich text with bold, links, and lists using Markdown syntax.

TARGETED MESSAGING

Send to all members or target specific groups and roles.

MEMBER VIEW

How members see and interact with your announcements.

NOTIFICATION TYPES

PR Achievements

When you hit a personal record, you get notified. When others hit PRs, you can celebrate with a like.

Admin Announcements

Important updates from your organization's admins appear in your notification feed.

Social Interactions

Get notified when someone likes your PR or interacts with your achievements.

SUBSCRIPTION MANAGEMENT

ActaLog includes a flexible subscription system designed for CrossFit boxes. Manage individual memberships or organization-wide access with manual admin control.

INDIVIDUAL SUBSCRIPTIONS

Perfect for drop-in athletes or remote members. Create monthly or annual subscriptions for individual users. Track payment status and expiration dates.

ORGANIZATION SUBSCRIPTIONS

One subscription covers all members of an organization. Ideal for boxes that want to provide app access as part of their membership package.

PERMANENT FREE ACCESS

Grant permanent access to founders, staff, or special members. No expiration, no recurring billing — just full access forever.

MANUAL CONTROL

Mark payments as received, extend subscriptions, or cancel access. You're in control of the billing relationship.

READ-ONLY MODE

Expired subscriptions automatically enter read-only mode. Members can view their history but can't log new workouts.

AUDIT TRAIL

Every subscription change is logged. Know who made changes and when for full accountability.

SUBSCRIPTION DASHBOARD

MANAGE SUBSCRIPTIONS

View and manage all member subscriptions from a single dashboard. Track status, expiration dates, and payment history.

IMPORT, EXPORT & DATA CONTROL

COMPLETE DATA OWNERSHIP

Unlike cloud-only solutions, ActaLog runs on your infrastructure. Your member data never leaves your servers unless you want it to.

Full backup and restore capabilities mean you can migrate, archive, or recover data at any time. The complete database can be backed up with a single click, and restores are just as simple.

GDPR & Privacy Ready

Export member data on request, delete records completely, maintain audit trails for compliance.

IMPORT FORMATS

CSV Movements, WODs, Workouts

JSON User workout history

Wodify Direct performance import

EXTENSIVE IMPORT OPTIONS

Migrating from another platform? ActaLog makes it easy. Import your movements, WODs, and workout history from CSV files. Coming from Wodify? We have a dedicated importer that handles their export format directly.

Each import type includes a preview step so you can review what will be added before confirming. Duplicate detection prevents accidental data duplication, and you can choose to skip or update existing records.

COMPREHENSIVE EXPORTS

Your data should always be accessible. Export movements, WODs, and complete workout histories to CSV or JSON formats. Members can export their own data anytime — no admin intervention required.

Admins can generate full system backups that include the complete database. These backups can be used for disaster recovery, migrating to a new server, or archiving historical data.

All exports are timestamped and logged in the audit trail for accountability and compliance tracking.

EXPORT OPTIONS

CSV Movements, WODs, Templates

JSON Complete user workout data

ZIP Full system backup

BATCH OPERATIONS

Managing a community means working with data at scale. ActaLog provides batch operations for common administrative tasks.

Bulk User Import

Import multiple users at once from CSV. Perfect for onboarding a new class or migrating from another system.

Movement Library Seeding

Import complete movement libraries from CSV. Start with the included 182 movements or add your own custom set.

WOD Library Loading

Bulk import WODs from CSV with full metadata — name, description, type, time cap, and movement lists.

CELEBRATE YOUR ATHLETES

When a member hits a PR, they get a notification. When that notification gets likes from other members, they know the community is cheering for them. Small touches that build big culture.

PR NOTIFICATIONS

Automatic notifications when members hit personal records. Celebrate wins in real-time, not just on the whiteboard.

SOCIAL LIKES

Members can like each other's achievements. Build community and friendly competition through recognition.

STREAK TRACKING

Track consecutive training days. Gamify consistency and help members build the habit of showing up.

MOVEMENT LIBRARY

182 movements categorized and ready. Olympic lifts, gymnastics, cardio, and accessories all organized.

WOD TEMPLATES

314 benchmark WODs pre-loaded. The Girls, Heroes, Open workouts — all ready to program and track.

CUSTOM WORKOUTS

Create your own templates for daily programming. Members log your WODs with a single tap.

RUN YOUR COMMUNITY.