A subscription and a class pack on the same profile
Most gym tools were written for a gym that sells one monthly plan. A martial arts school sells four things at once, to the same student.
A white belt joins on a monthly membership. Two months later she adds a ten class pack for the no-gi sessions she cannot reach on her usual nights, and her brother buys onto the same pack. All of it sits on one profile at the same time, each with its own price, its own validity and its own credit count. Whether you call the place a dojo, a club, a studio or a school, martial arts school management software has to hold what you actually sell, and what you sell is rarely one product.
Credits come off automatically when a class is booked and go back in full if it is cancelled. A membership with no credit ceiling is simply unlimited. When a coach wants to hand a session back as a goodwill gesture, the front desk adjusts the remaining classes by hand without erasing the history of what was already used.
Freezes are where software quietly costs students money. When a fighter leaves for a two month camp, you pause the membership with a reason. On her return the end date moves forward by exactly the number of days it was frozen, so she never pays for a mat she could not stand on, and the freeze stays in the membership history for the day somebody asks. A discount works the same way: applied at the sale, with its reason recorded next to it, so the price and the reason it is not the catalogue price travel together. See how payments and billing work end to end.
- Subscriptions, class passes, credit packs and private lesson products in a catalogue you write yourself
- Several memberships live on the same profile at once, each with its own price, validity and credits
- Credits come off at booking and go back in full when a booking is cancelled
- Unlimited memberships, with no credit ceiling to manage
- Freeze with a reason, and an end date pushed back by the exact number of frozen days
- Discounts recorded with their reason on the membership, not lost inside a total
- Part payments, refunds and an outstanding balance followed to the day
- Numbered PDF receipts carrying your tax rate, tax number and footer
One student, several disciplines, one grade each
Promoting a student in Brazilian jiu-jitsu should not touch what they are in Muay Thai. That single sentence is where most martial arts management software gives up.
A member carries a main discipline and as many secondary grades as they train. Grade the same person in BJJ and their Muay Thai level does not move, because the promotion belongs to a discipline rather than to the person. The history keeps that distinction: date, discipline promoted, and the note the coach wrote on the day.
Each discipline then carries its own grade system, and you pick it. Coloured belts with their own belt set for gi jiu-jitsu, ordered levels for boxing, kickboxing and wrestling, and no grading at all for an open mat that is not graded. Judo, karate and taekwondo are added the same way, with their own name, colour and icon, and a school that treats gi and no-gi as two separate progressions simply runs them as two disciplines. Everything a coach records here lands back on the member profile next to attendance and payments.
A grade per discipline
One member carries a main discipline and as many secondary grades as they train. A blue belt in gi jiu-jitsu, a level in Muay Thai and a level in wrestling sit side by side on the same profile.
Promotions that leave a trail
Every grading is stored with its date, the discipline it belongs to and the coach's note, so a year later you can still read that the kata was clean and the kumite needed work.
Your belt ladder, not ours
Coloured belts with their own set, ordered levels, or no grading at all. Kyu and dan, geup and poom, stripes on a white belt: it is the list you type in, discipline by discipline.
Kids classes, guardians and waivers signed before the first session
Half a martial arts school is often under 18. That changes what the software has to be careful about, and where it has to refuse.
When a member is a minor, the member area asks for the guardian's name, phone number and relationship, and treats the profile as incomplete until it has them. The student can fill in the rest, but the boundary between what a member may change and what belongs to the school is enforced field by field on the server, not merely greyed out on screen. Nobody quietly edits their own belt, their own membership or their own balance.
Your liability waiver is your text. A parent reads it and signs it with a finger on the tablet at the desk, and the signature is kept with a PDF you can produce on demand. Anything else you need signed sits beside it: club rules, a photo release, consent for an interclub. Students re-read and download their own signed waiver from the member area, which ends the phone call that starts with please send me a copy. And if a first class is booked with no waiver on file, the software emails whoever you nominate rather than leaving it to be noticed at the door on a busy check-in.
- Guardian name, phone and relationship carried by a minor's profile and required in the member area
- What a member may edit is locked field by field on the server, not merely hidden in the screen
- Your own waiver text, signed with a finger at the desk and kept as a PDF
- Extra documents to read or sign: club rules, photo consent, competition consent
- Students re-read and download their own signed waiver from the member area
- Staff emailed the moment a member is missing a waiver
Families, siblings and who is actually paying
Two brothers train, one father pays. Almost no gym software has a word for that arrangement, so the front desk invents one.
A member can be billed by another member. The payer's profile lists their dependants, while each child keeps a profile of their own with their own belt, their own attendance and their own grade history. The family is joined at the till and nowhere else, so you never lose track of which child is where. A credit pack can also be shared between two members, so one family card covers a parent and a child, and bookings from either of them come off the same pool.
Be clear about the sibling discount, because this is where software usually oversells. There is no rule engine that spots a second child and takes a percentage off by itself. The discount is applied when you sell the membership, with its reason recorded on it, so a year later anyone can see why that student pays what they pay.
It is a manual decision with a permanent trace, not an automation.
- One member billed by another, with the dependants listed on the payer's profile
- Each child keeps a separate profile, belt, attendance record and grade history
- A credit pack shared between two members, drawing from one pool of classes
- Discounts applied at the sale with the reason recorded, and readable a year later
Six disciplines, one room, one timetable
Combat sports management software is a scheduling problem before it is anything else. Boxing at six, kids judo at half past, open mat at eight, and one mat between them.
Capacity lives on the class and can be overridden on a single session, so one Saturday takes forty for an open mat without changing the recurring class underneath. A booking window, a cancellation cutoff and a no-show policy are yours to set, and when a session fills the waitlist takes over: the first student on it is booked and told the moment a place frees up. A single session can be cancelled on any date and reopened later, and closure days are declared once for the whole schedule. All of it is set from the class booking system.
For the fight team, competitions are tracked as their own thing: the event, the athletes entered, the result and the notes you took in the corner. An interclub on Sunday and a national in March are both just events with a card of athletes against them. Reports then split revenue by discipline, so a club running Muay Thai, jiu-jitsu and a kids karate programme can see which one is actually paying the rent. Clubs in Thailand read all of it in Thai, price in baht and reach students on LINE: gym software for Thailand.
Capacity per class and per session
Sixteen on the Tuesday drilling class, forty on the Saturday open mat, and a hard cap on sparring night so nobody arrives to find no partner. Set on that date alone, without touching the recurring class. When it fills, the waitlist books the next student the second a place opens.
A buffer between two classes
The ten minutes it takes to sweep a mat and get twenty juniors out of the door is real time. Set a buffer and the timetable stops pretending otherwise. Closure days are declared once and respected everywhere.
Revenue split by discipline
See what the Muay Thai programme brings in against the jiu-jitsu programme, next to attendance trend, new members, retention and revenue per member.
Martial arts club software for UK clubs
Same software, the words your members actually use: club, subs, gradings, juniors.
Set the club currency to pounds and every price, receipt and report follows it. Subs split into monthly instalments are charged to the card through your own Stripe account, and a failed payment marks the member as owing instead of letting the membership drift on unnoticed. Cash at the door and bank transfers are recorded at the desk like any other payment, with the same numbered receipt.
The rest translates cleanly enough. Gradings run per discipline and per term, junior classes carry guardians and signed consent, and a session cancelled for a bank holiday comes off the closure days. If you are weighing this against the usual names, the Mindbody alternatives page lays the shortlist out without pretending we win every row.
Jiu-jitsu and taekwondo each have a page of their own, BJJ academy software and taekwondo software, and the combat sports page lists every combat sport in one place.