Belt & stripe tracking
Every stripe and promotion logged with dates, coaches and notes, for adults and kids.
BJJ gym software: belts, stripes, mat hours & billing
BJJ gyms: every stripe earned, every mat hour counted. Roll more, chase less.
Stripes on a whiteboard, mat hours in a coach's head and promotions that sneak up on everyone. Meanwhile failed debits pile up and the trial from Tuesday never came back. We build jiu-jitsu gym systems that track every student from first class to black belt and handle the billing while you're rolling. Then we host them and look after them.
Looking for BJJ gym software or a jiu-jitsu academy management system?
Most martial arts software is built for kids karate with a BJJ skin bolted on. Jiu-jitsu doesn't run on set syllabus gradings every term. It runs on mat hours, stripes, gi and no-gi classes, open mats, injury holds and comp teams. So the real records end up on a whiteboard, in a spreadsheet and in the head coach's memory, while the billing lives in a separate direct debit portal nobody likes logging into.
Wollopit builds custom BJJ gym software around how your academy actually runs. Students tap in on a tablet and their mat hours count themselves. Coaches see who's due a stripe before class. Trials get a text the same afternoon. Failed payments retry on their own and the comp team sorts itself out of the group chat. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers.
01The problems
What we hear from BJJ gyms
Does your BJJ gym have these problems? Here's how we'd fix them.
Most academies we talk to have great coaching and a loyal crew. The admin is held together by a whiteboard, a group chat and the head coach staying back after open mat.
- The problemStripes tracked on a whiteboardNobody's sure who's due a stripe, when they last got one or which coach gave it.How we fix itEvery stripe and belt logged per student with the date and the coach who awarded it, visible to every coach.
- The problemMat hours are a guessPromotion talks happen on gut feel because nobody actually knows how often someone trains.How we fix itTap-in check-in that counts mat hours by gi, no-gi and open mat, plus time since their last stripe.
- The problemTrials do one class then vanishSomeone tries a free class, says they loved it and is never heard from again.How we fix itOnline trial bookings with reminders, a follow-up text that afternoon and a sign-up link while they're still sore and keen.
- The problemFailed debits pile upDeclined payments are chased one at a time and some members train for months without paying.How we fix itAutomatic retries, card update links by SMS and a short list of who actually needs a quiet word.
- The problemInjury holds done from memoryA blown knee means a paused membership that someone forgets to restart. Or forgets to pause.How we fix itSelf-serve holds with start and end dates that pause billing and restart it automatically.
- The problemStudents quietly drift offA blue belt stops turning up and nobody notices until they cancel.How we fix itAttendance alerts when a regular goes quiet so a coach can check in before they're gone.
- The problemComp team chaosRegistrations, divisions, weigh-ins and fees all sorted in a group chat that scrolls forever.How we fix itA comp team portal with upcoming events, divisions, who's entered, who's paid and results logged.
- The problemKids and adults mixed upFamily billing is done by hand and kids belts and grading stripes are tracked on a separate sheet.How we fix itFamily accounts with one payment and a separate kids belt path with its own stripes and requirements.
- The problemWaivers on a clipboardNew starters fill in paper forms that end up in a drawer or never get filled in at all.How we fix itDigital waivers and medical details signed at sign-up and stored against the student.
- The problemGis sold from a box in the officeNobody knows what sizes are left and half the sales go on a mental tab.How we fix itGi, rashie and belt sales on the student's account with stock levels by size.
02What we build
Solutions
What we build for BJJ gyms. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Mat hour check-in
Tablet, phone or QR check-in that counts gi, no-gi and open mat hours.
Promotion dashboard
Who's due a stripe or belt based on mat hours and time in grade, ready before class.
Membership billing
Direct debits, class packs, casual drop-ins and family plans with automatic retries.
Holds & cancellations
Injury and travel holds that pause billing and restart on their own.
Trial class funnel
Online trial bookings, waivers, reminders and same-day follow-up texts.
Retention alerts
A heads-up when a regular stops showing so a coach can reach out.
Comp team portal
Upcoming comps, divisions, entries, fees and results in one place.
Kids program
Separate kids belt paths, parent logins and family billing.
Member app
Timetable, bookings, mat hours and belt progress on their phone.
Pro shop & stock
Gis, rashies, belts and patches by size, charged to the member account.
Coach roster & pay
Who's teaching which class, cover requests and hours for payroll.
Digital waivers
Waivers, medical notes and emergency contacts signed online.
A website that rolls
Hand-built, quick on mobile, with the live timetable and trial booking, built to rank for 'BJJ near me'.
03The systems
The big ones
Your whole academy, on one system.
These are the systems BJJ gyms ask us about most. Each one works on its own and they get properly clever when they're joined up.
Belt & stripe tracking
Every stripe on record. No more whiteboard.
Every student's full journey from white belt up, with every stripe, belt and the coach who awarded it. Coaches open the promotion dashboard before class and see exactly who's close based on real mat hours and time in grade.
- Stripes and belts logged per student
- Date and awarding coach on every promotion
- Mat hours since last stripe
- Time in grade at a glance
- Your own promotion guidelines
- Coach notes on each student
- Kids belt paths kept separate
- Students see their own progress
- Belt certificates ready to print
- Full history if they move academies
Check-in & mat hours
Tap in once. The mat hours count themselves.
Students check in on a tablet by the door, their phone or a QR code. Every class is tagged as gi, no-gi, fundamentals, advanced or open mat so mat hours add up properly and you can see which classes are packed.
- Tablet kiosk by the door
- Phone and QR check-in
- Gi, no-gi and open mat tagged
- Mat hours per student
- Class capacity and bookings
- Unpaid members flagged at check-in
- Waiver check on first visit
- Busiest classes and times
- Coach sees who's on the mat
- Works on any spare tablet
Memberships & billing
Billing that runs while you roll.
Direct debits, class packs, drop-ins and family plans all billed automatically. Failed payments retry on their own and members update their card from a text link, so you only deal with the few who need a real conversation.
- Weekly or fortnightly direct debits
- Class packs and drop-in passes
- Family plans with one payment
- Automatic failed-payment retries
- Card update links by SMS
- Injury and travel holds
- Contract terms and notice periods
- Members paid up shown at check-in
- Payments synced to Xero
- Revenue and churn reports
Trials & retention
Turn the trial class into a white belt.
People book a trial online, sign the waiver before they arrive and get a text that afternoon asking how they went, with a sign-up link. Once they're in, attendance alerts tell you when someone starts drifting so a coach can check in.
- Online trial bookings
- Waiver signed before they arrive
- Reminder texts before class
- Same-day follow-up with sign-up link
- Lead list with who's been chased
- Trial to member conversion rate
- Alerts when regulars go quiet
- Welcome series for new white belts
- Google review requests after month one
- Win-back messages for ex-members
Comp team
The comp team, out of the group chat.
Upcoming comps listed with dates, divisions and entry deadlines. Competitors register interest, coaches see who's in which division and fees for team shirts or coaching are paid online. Results go on the student's record.
- Upcoming comps calendar
- Entry deadline reminders
- Divisions by belt, age and weight
- Who's entered and who's paid
- Team fees and shirts paid online
- Comp prep class bookings
- Weight cut check-ins
- Results and medals logged
- Comp history on student profiles
- Announcements to the team only
04How it changes
Before and after
A white belt's first year, wolloped.
Here's how a new student's first year could change. Every academy is different, so we map yours first.
Before
- Trial class booked by Instagram DM
- Paper waiver half filled in at the door
- No follow-up so they nearly don't come back
- Stripes scribbled on a whiteboard
- Mat hours guessed at promotion time
- Comp fees chased in the group chat
After
- Trial booked online with a reminder text
- Waiver signed on their phone before class
- Follow-up text that afternoon with a sign-up link
- Every stripe logged with date and coach
- Mat hours counted on every check-in
- Comp entries and fees sorted in the portal
05Services
Everything under one roof
Software, websites and systems for BJJ gyms.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for BJJ gyms
Built around how your BJJ gym actually runs: belt & stripe tracking, mat hour check-in and the admin in between, in one system you own.
Websites for BJJ gyms
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
BJJ gym system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for BJJ gyms
Promotion dashboard and membership billing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Ezidebit and GoCardless so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your BJJ gym, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside gym platforms you're happy with or replace the ones holding you back.
- Stripe
- Ezidebit
- GoCardless
- Square
- Xero
- MYOB
- Clubworx
- Mindbody
- Zen Planner
- Gymdesk
- Smoothcomp
- Mailchimp
- Twilio SMS
- Google Business Profile
- Zoom
- Shopify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your BJJ gym: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We watch a few classes, stand at the front desk and sit with the head coach to work out what's actually eating your time.
- 02
Archi-tech
We plan it before writing code: your belts and stripes, class types, memberships, billing, comp team, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next promotion night.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things BJJ gyms ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it track gi and no-gi separately?
Yes. Classes are tagged by type so mat hours can be counted separately or together. Coaches see a student's real history before a promotion instead of relying on memory.
Does it decide who gets promoted?
No. Coaches promote, not software. It just puts the mat hours, time in grade and notes in front of you so the conversation is based on real numbers.
Can members pause for an injury?
Yes. Members or staff set a hold with start and end dates. Billing pauses and restarts on its own so nobody has to remember.
Can kids have their own belt system?
Yes. Kids belts and stripes run on their own path with their own requirements. Parents get one login and one payment for the whole family.
We already use Clubworx or Ezidebit. Do we have to switch?
No. If your billing or gym platform is doing its job, we build around it and add what's missing. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does BJJ gym software cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like check-in or trial follow-ups can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most BJJ gyms we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a BJJ gym problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.