Joining an academy with its code

Updated 2026-09-05

Every academy has one code. Type it once, and the owner lets you in from their Home screen. Nothing is emailed on the way in.

What you see when you sign up

Create your MatPilot account and you land in the lobby: your account, sign out, and one box that asks for your academy's code. There is no invite email to find and no code minted just for you. The code is the academy's, and everyone joining it types the same one.

Where the code comes from

The owner finds it under Settings, Academy code, next to the kiosk and TV codes. It looks like ABC-234 and is shared like a group link: on the noticeboard, in the WhatsApp group, read out at the desk. If it leaks, the owner taps Replace and the old code stops working the moment the new one exists. Anyone who already asked with the old code keeps their request.

Asking to join

Type the code, with or without the dash. MatPilot shows which academy it names before you send anything, so a typo cannot land you in the wrong gym. Tap Ask to join and you see "We've let know". Your request sits under Waiting until the owner answers, and you can withdraw it from there.

What the owner sees

Every owner and manager gets a push and a Notification Centre entry the moment somebody asks. On Home, a Lobby card names the person with two buttons:

Let them in makes them an ordinary member with no plan, exactly as Add member would. They are pushed straight into the academy, and the owner assigns a plan from their profile whenever they are ready.
Not now tells them, with an optional note they will read, and they can ask again later.

Edge cases, in plain words

Wrong code: "No academy has that code." Check with the academy; the code may have been replaced.
Already a member: the lobby says so and takes you in rather than asking again.
Asked twice: one request. Asking again while it is waiting changes nothing.
Declined, then asking again: allowed, and it reads as a fresh ask to the owner.
A child: children do not type codes. A parent enrols them at the desk, on the kiosk, or from the family portal, and the academy links them to the parent's account.
Two academies: ask each one with its own code. Your account can belong to both.

If you run an academy

The lobby has a Create your academy link at the bottom. It only opens the setup wizard when you tap it, so nobody who already belongs somewhere is shown "What best describes you?" again.