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TUTORIAL Academy Admin

"Managing Fee Templates: Academy Owners"

Fee templates let you define a standard pricing structure once at the academy level and reuse it across every event your academy organises, instead of configuring prices from scratch each time.

Managing Fee Templates: Academy Owners

Applies to: Academy owners and managers

Fee templates let you define a standard pricing structure once at the academy level and reuse it across all the events your academy organises. Instead of configuring prices from scratch on every event, you or any co-organiser can apply one of your templates as a starting point and adjust from there. This article explains how to create, edit, and delete fee templates for your academy.

Before You Start

Fee templates are only available if online payment collection has been enabled for your academy. If you do not see the Fee Templates section in your admin panel, contact Hajime support to have online payments activated.

Where to Find Fee Templates

  1. Go to your academy's admin panel.
  2. In the sidebar, click Fee Templates.

[Screenshot placeholder: Academy admin sidebar with "Fee Templates" highlighted]

You will see a list of all templates your academy has created. Click any template name to open its detail and manage its entries.

Creating a Template

A template has a name, an optional description, and a currency. You add individual pricing lines (called entries) to it after creating the template itself.

Step 1: Create the template

  1. Click New Template.
  2. Fill in:
    • Name: something you will recognise when configuring events, e.g. "Academy Open 2026" or "Standard Pricing, Autumn Season"
    • Description (optional): a short note about when to use this template
    • Currency: EUR, USD, or GBP
  3. Click Save.

[Screenshot placeholder: "New Template" modal with Name, Description, and Currency fields]

The template now appears in your list. Select it to open the detail panel and add entries.

Step 2: Add entries

Each entry represents a pricing line for one category of competition. Entries aren't tied to any specific event speciality yet; that mapping happens when you apply the template to an event.

  1. Click Add Entry.
  2. Fill in:
    • Entry name: the category label as it will appear when applying the template, e.g. "Adult Gi", "Junior No-Gi", "Masters +35"
    • Amount: the registration fee in the template's currency
  3. Click Save.

[Screenshot placeholder: "Add Entry" modal with entry name and amount fields]

Repeat for each category you want to include. There is no limit to the number of entries per template.

Tip: name your entries clearly. When applying the template to an event, you will match each entry to one of the event's specialities by name. A label like "Adult Gi" is easier to work with than "Category 1".

Editing a Template

Editing the template name or description

  1. In the template list, click the pencil icon next to the template you want to change.
  2. Update the name, description, or currency.
  3. Click Save.

Note: changing the currency on an existing template does not convert the amounts on its entries. Update the entry amounts manually after changing the currency.

Editing an entry

  1. Open the template detail by clicking its name.
  2. Click the pencil icon next to the entry.
  3. Change the name or amount.
  4. Click Save.

[Screenshot placeholder: Template detail panel with pencil and trash icons on each entry]

Deleting a Template or Entry

Deleting an entry

  1. Open the template detail.
  2. Click the trash icon next to the entry.
  3. Confirm the deletion.

Deleting a template

  1. In the template list, click the trash icon next to the template.
  2. Confirm the deletion.

Important: deleting a template does not affect events that have already applied it. Existing fee rules on those events are independent copies and are not changed.

Applying a Template to an Event

When you open the Fee Configuration page for one of your academy's events, your templates appear in the Apply Template section alongside any federation templates (if the event is also linked to a federation).

[Screenshot placeholder: "Apply Template" modal showing academy and federation template groups]

  1. Click Apply Template.
  2. Select your template from the Academy Templates section.
  3. Map each entry to one of the event's specialities.
  4. Confirm. The entries are copied into the event as independent fee rules.

You can then adjust the amounts for that specific event without affecting the template or any other event.

Frequently Asked Questions

Can I have templates in different currencies? Yes. Each template has its own currency. Apply the template whose currency matches the event's currency.

If my academy is part of a federation, can I use federation templates too? Yes. If the event is linked to a federation, both the federation's templates and your academy's templates appear as separate groups in the Apply Template modal.

Does updating a template change the fees on events that have already applied it? No. Applying a template copies its entries into the event's fee rules as independent data. Subsequent changes to the template have no effect on existing event fees.

Who can manage academy fee templates? Users with an owner or manager role in the academy can create, edit, and delete templates.

Last updated: June 2026

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