Member registrations
Online joins and renewals with medical details, emergency contacts, consent forms and code of conduct sign-off.
Judo club software: gradings, licences & members
Judo clubs: gradings, licences and members without the paperwork. More randori, less admin.
Grading cards sit in a shoebox, licence renewals live in someone's inbox and comp entries come in by email the night before they close. We build judo club systems that keep members, gradings, licences and fees in one place, then we host them and look after them so the committee can get back on the mat.
Looking for judo club software or a dojo management system?
Judo clubs run on volunteers. Registrations, licences with the state body, kyu gradings, squad sessions, coach Blue Cards and competition entries all land on the same few people. Usually the head coach, a treasurer with a spreadsheet and a parent who said yes at the AGM. It works until one of them moves away and takes the whole club's history with them.
Wollopit builds custom judo club software around how your club actually runs. Members join online, families pay once, attendance counts towards grading eligibility and licence expiries chase themselves. Grading day has a list, the results land on every member's record and comp entries arrive with weights and divisions sorted. We connect the tools you already use and look after the lot on our own servers, so the next committee picks it up on day one.
01The problems
What we hear from judo clubs
Does your judo club have these problems? Here's how we'd fix them.
Most judo clubs we talk to have brilliant coaches and committed volunteers. The admin is what wears people out, usually right before grading day or a big comp.
- The problemLicences lapse without anyone noticingA member's state licence expired three months ago and nobody finds out until they're at the weigh-in.How we fix itLicence dates tracked for every member, with renewal reminders to them and the coach well before they lapse.
- The problemGrading history lives on paperKyu cards, old folders and the head coach's memory are the only record of who graded when and with which examiner.How we fix itEvery kyu and dan grade logged per member with dates, examiners and results, searchable in seconds.
- The problemNobody knows who's ready to gradeCoaches guess at time in grade and mat hours, then someone gets put forward too early or forgotten entirely.How we fix itEligibility worked out from attendance and time in grade, so coaches see a ready-to-grade list before every grading.
- The problemGrading day is a clipboard scrambleEntry forms, grading fees, syllabus checklists and certificates all handled by hand on the day.How we fix itGrading day sorted online: entries, fees, examiner sheets on a tablet and results that update member records straight away.
- The problemTreasurers chase fees at nightTerm fees, mat fees and grading fees chased by text, with cash in a tin and a bank statement nobody can reconcile.How we fix itFees paid online with payment plans, automatic reminders and payments that match up in Xero or MYOB.
- The problemComp entries arrive by emailWeights, age divisions, licence numbers and entry fees collected in a dozen different emails and a group chat.How we fix itA competition entry form with divisions, weights, licence checks and payment built in, ready to pass to the organiser.
- The problemFamilies are a juggling actThree kids on different nights and different belts, two parents and one bank account that pays for all of it.How we fix itFamily accounts with one login and one payment, plus a separate grading path for every child.
- The problemAttendance on a clipboardSign-in sheets get lost, so nobody can prove how many sessions a member has done.How we fix itTap-in attendance on a tablet at the door that feeds straight into grading eligibility and the member's record.
- The problemCoach compliance falls behindBlue Cards, coaching accreditations and first aid certificates expire in the background.How we fix itA coach register with expiry dates, document uploads and reminders before anything runs out.
- The problemSession changes go missingThe hall's booked out, training's cancelled and half the members still turn up because it was only posted on Facebook.How we fix itTimetable changes sent by SMS and email to the right groups, with the website timetable updated at the same time.
- The problemEvery new committee starts againPasswords, spreadsheets and history disappear when a volunteer steps down.How we fix itOne system with proper roles, so the next secretary or treasurer logs in and carries on.
02What we build
Solutions
What we build for judo clubs. 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.
Family accounts
One login for the whole family, one payment and each child's classes and grades kept separate.
Trial class bookings
Beginners book a free trial online, get a reminder and a follow-up to join afterwards.
Attendance check-in
Tap-in on a tablet at the dojo door, with session counts that feed grading eligibility.
Grading records
Full kyu and dan history for every member with dates, examiners and certificates.
Grading day manager
Eligibility lists, online entries, grading fees, examiner sheets and results in one place.
Licence tracking
State licence numbers and expiry dates with automatic renewal reminders.
Coach compliance register
Blue Cards, coaching accreditations and first aid with expiry alerts for the committee.
Fees & payment plans
Term, mat and grading fees online with direct debit, payment plans and reminders.
Competition entries
Divisions, weights, licence checks and entry fees in one form, exported for the organiser.
Club messages
SMS and email to juniors, seniors, squad or parents when sessions change or gradings open.
Committee reports
Member numbers, income and attendance ready for the AGM and grant applications.
Club website
Timetables, news, trial sign-ups and grading dates, built to rank for 'judo near me'.
03The systems
The big ones
Your whole club, on one system.
These are the systems judo clubs ask us about most. Each one works on its own and they get properly useful when they're joined up.
Members & fees
Members join, pay and renew without a volunteer chasing them.
New members sign up online with everything the club needs, families get one account and one bill and fees come in on time. The treasurer stops being a debt collector.
- Online joins with medical and consent forms
- Family accounts with one payment
- Juniors, seniors and masters categories
- Term fees, mat fees or memberships
- Direct debit and payment plans
- Automatic overdue reminders
- Sport voucher tracking for juniors
- Payments matched in Xero or MYOB
- Trial class to member in one flow
Gradings
Grading day, sorted before anyone steps on the mat.
Attendance and time in grade tell coaches who's ready. Members enter and pay online, examiners score on a tablet and every result lands on the member's record the moment it's saved.
- Kyu and dan history per member
- Time in grade and mat hours tracked
- Ready-to-grade lists for coaches
- Online grading entries and fees
- Syllabus checklists by grade
- Examiner sheets on a tablet
- Results update member records
- Certificates generated for printing
- Junior and senior grading paths
Licences & compliance
Nobody turns up to a comp with an expired licence.
Every member's state licence sits on their record with an expiry date and reminders that go out on their own. Coaches' Blue Cards, accreditations and first aid live in the same place so the committee can see what's due at a glance.
- State licence numbers and expiries
- Renewal reminders to members and parents
- Licence check before comp entry
- Coach Blue Card register
- Coaching accreditation records
- First aid expiry alerts
- Document uploads per person
- Committee compliance overview
Competitions & squad
Comp entries with the weights and divisions already sorted.
Open a competition and members enter with their weight, age division and licence checked automatically. Fees are paid up front and the coach gets a clean entry list to send to the organiser or squad.
- Competition entry forms
- Weight and age divisions
- Licence checked on entry
- Entry fees paid online
- Entry list export for organisers
- Squad session invites
- Results logged per member
- Travel and accommodation notes
04How it changes
Before and after
Grading day, wolloped.
Here's how a club grading could change. Every club does it a little differently, so we map yours first.
Before
- Coaches guess who's done enough sessions to grade
- Paper entry forms handed out at training
- Grading fees collected in cash on the day
- Examiners mark on printed sheets
- Someone types the results into a spreadsheet weeks later
- Certificates handwritten for every member
After
- A ready-to-grade list built from attendance
- Members and parents enter online in a minute
- Grading fees paid before the day
- Examiners score on a tablet
- Results land on every member's record instantly
- Certificates printed from the system
05Services
Everything under one roof
Software, websites and systems for judo clubs.
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 judo clubs
Built around how your judo club actually runs: member registrations, family accounts and the admin in between, in one system you own.
Websites for judo clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Judo club 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 judo clubs
Trial class bookings and attendance check-in: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Stripe, Ezidebit and Square so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your judo club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your club already relies on, work alongside your state association's systems and replace the spreadsheets holding you back.
- Stripe
- Ezidebit
- Square
- Xero
- MYOB
- Mailchimp
- Twilio SMS
- Google Business Profile
- Zoom
- Google Workspace
- Microsoft 365
- WordPress
- Canva
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 judo club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We come to training, sit with the coach and the committee and work out where the admin is actually piling up.
- 02
Archi-tech
We plan it before writing code: your members, grades, licences, fees, comps, 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 your next grading.
- 04
Look after
We host it, maintain it and keep improving it. When a new committee comes in, we help them get started.
08Questions
FAQ
Things judo clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it work with our state judo association's rules?
Yes. We set up grading levels, licence types and competition divisions to match your association's rules, so the club's records line up with theirs.
Do we have to stop using our state body's membership system?
No. Licences still go through your state association. We track the numbers and expiry dates on the club side and build around what already works.
Can attendance count towards grading eligibility?
Yes. Members tap in at the door and the system tracks sessions and time in grade, so coaches see who's ready before each grading.
Can parents manage more than one child?
Yes. Family accounts give parents one login and one payment, with each child's classes, grades and licences kept separate.
How much does a judo club system cost?
It depends on what your club needs, 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 pieces like online registrations or licence reminders can be quick. Bigger systems are built in stages so you get the first win early instead of waiting for everything at once.
Is it easy for volunteers to use?
That's the whole idea. We build it around the people who'll actually use it, with simple screens and proper roles so a new treasurer or secretary can pick it up without training sessions.
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 judo clubs 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 judo club 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.