Grading management
Your style's kyu and dan levels, class counts, time at grade, eligibility lists, registrations and results.
Karate dojo software: gradings, attendance & billing
Karate dojos: gradings and kids classes without the clipboard. Teach more, count less.
The roll is on a clipboard, grading eligibility gets worked out from memory the week before and term fees turn up in envelopes with a kid's name scrawled on the front. We build karate dojo systems that track every student from white belt to black, bill families properly and keep parents in the loop. Then we host them and look after them.
Looking for karate school software or a dojo management system?
A karate dojo runs on three things: attendance, gradings and families. Students need a set number of classes and the right syllabus before they can grade. Kids need a parent on the end of the phone. Plenty of families have two or three kids training on different nights at different belts. Most dojos hold that together with a paper roll, a spreadsheet, a Facebook group and sensei's memory.
Wollopit builds custom karate dojo software around your style, your syllabus and your timetable. Students check in on a tablet at the door and every class counts towards their next grading. Families get one account and one payment. Grading registrations, fees and belt sizes come in online. Parents see what's on in an app. We connect the tools you already use, replace the ones holding you back and look after the lot on our own servers, so you can get back on the mat.
01The problems
What we hear from karate dojos
Does your karate dojo have these problems? Here's how we'd fix them.
Most dojos we talk to are run by people who'd rather be teaching kata than chasing fees. The admin works fine, right up until grading season.
- The problemGrading eligibility is a guessSensei counts classes off old rolls the week before a grading and someone who wasn't ready gets invited.How we fix itAttendance tied to your syllabus. Every student's class count, time at grade and requirements shown, with an eligibility list ready to go.
- The problemClipboard attendanceThe paper roll gets wet, lost or forgotten and half the Thursday class never gets marked.How we fix itTablet check-in at the door. Kids tap their name or scan a card and every class is logged against the right student.
- The problemFamily billing is a messThree siblings on different plans get three separate invoices and nobody remembers the sibling discount.How we fix itOne family account with one payment, sibling discounts applied automatically and a single statement for the parents.
- The problemGrading fees in envelopesFees, belt sizes and grading forms collected in cash the night before, then reconciled at the kitchen table.How we fix itOnline grading registration with fees, belt sizes and consent paid and captured in one go.
- The problemFailed payments nobody chasesDirect debits bounce and it takes three months before anyone notices a family hasn't paid.How we fix itFailed payment alerts, automatic retries and a polite reminder sent before sensei ever has to bring it up.
- The problemParents out of the loopTimetable changes, closures and grading dates go home on paper notes that end up in the bottom of a school bag.How we fix itA parent app with the timetable, grading dates, notices and their child's progress, plus SMS for the urgent stuff.
- The problemTrial kids don't stickFree trial classes get booked by Messenger, then nobody follows up and the family drifts off to soccer.How we fix itOnline trial booking with a reminder before class, a follow-up after and a simple join link that sets up their membership.
- The problemKids forget their kataStudents turn up to grading unsure of the next kata because the only copy of the syllabus is in the dojo.How we fix itSyllabus pages and practice videos for each belt, unlocked as students progress, so they can train at home.
- The problemSport vouchers by handFairPlay or Active Kids vouchers come in and get tracked in a notebook against each family's account.How we fix itVouchers recorded against the family account and taken off what they owe, with a clear trail for your books.
- The problemPaperwork scattered everywhereEnrolment forms, medical notes, emergency contacts and instructor checks live in a filing cabinet and a few inboxes.How we fix itOnline enrolment with medical info, emergency contacts and consent on record, plus instructor Blue Card or WWCC expiry reminders.
02What we build
Solutions
What we build for karate dojos. 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.
Attendance check-in
Tablet, phone or card check-in per class with every session counted towards the next grading.
Family accounts & billing
One login and one payment per family, sibling discounts, term fees or direct debit.
Memberships & direct debit
Weekly, monthly or term plans through Ezidebit, Stripe or GoCardless with failed payment retries.
Parent app
Timetable, notices, grading dates, progress and messages from sensei on their phone.
Online trials & sign-up
Trial class bookings, follow-ups, enrolment forms, medical details and waivers online.
Syllabus & home practice
Kata, kihon and kumite requirements per belt with practice videos students can watch at home.
Timetable & class capacity
Little dragons, juniors, teens and adults with age groups, capacity limits and holiday closures.
Grading certificates
Certificates generated with each student's name, new rank and date, ready to print or email.
Dojo shop
Gis, belts, sparring gear and club merch ordered online with sizes and pickup at class.
Tournament entries
Track which students are entering, collect fees and divisions and send them the details.
Instructor portal
Class rolls, student notes, assistant instructor rosters and Blue Card or WWCC expiry reminders.
A website that fills classes
Hand-built, quick on mobile, with the timetable, trial booking and pages built to rank for 'karate near me'.
03The systems
The big ones
Your whole dojo, on one system.
These are the systems dojos ask us about most. Each one works on its own and they get properly clever when they're joined up.
Grading management
Know who's ready to grade before you ask.
We set up your style's kyu and dan grades with the class counts, time at grade and syllabus for each one. Attendance feeds straight in, so the eligibility list builds itself. Students register and pay online, then results and certificates go out once the grading's done.
- Kyu and dan levels set up for your style
- Class counts and minimum time at grade
- Eligibility list ready before every grading
- Instructor sign-off on syllabus items
- Online grading registration and fees
- Belt sizes collected with the entry
- Grading day run sheet by rank
- Results recorded per student
- Certificates generated automatically
- Full rank history from white belt
Attendance & check-in
Every class counted. No clipboard.
A tablet at the door and kids tap in by name, card or QR code. Every session is logged against the right student and the right class, so rolls are always complete and grading counts are always right.
- Tablet check-in at the door
- Name, card or QR code check-in
- Instructor rolls on any phone
- Counts towards the next grading
- Absence alerts for students drifting off
- Class sizes and capacity limits
- Make-up classes tracked
- Attendance history per student
- Kids checked in by a parent
- Reports by class, night and instructor
Family billing
One family, one account, one payment.
Siblings on different plans and different belts sit under one family account. Fees come out by direct debit or get paid by term, discounts apply themselves and failed payments get chased before you notice.
- Family accounts with linked students
- Sibling discounts applied automatically
- Weekly, monthly or term plans
- Direct debit via Ezidebit, Stripe or GoCardless
- Failed payment alerts and retries
- Grading and shop charges on one statement
- FairPlay and Active Kids vouchers recorded
- Holds for injuries and holidays
- Payments synced to Xero or MYOB
- Parents update their own card
Parent app
Parents who actually know what's on.
Timetable, grading dates, closures and notices land on parents' phones instead of in a school bag. They see their kids' progress, pay grading fees and message the dojo in one place.
- Timetable and class changes
- Grading dates and reminders
- Each child's belt and progress
- Syllabus and practice videos
- Pay fees and grading entries
- Push notices and SMS for urgent news
- Book make-up classes
- Update medical and contact details
- Order gis and gear
- Messages straight to the dojo
Trials & sign-ups
Trial classes that turn into black belts.
Families book a trial from your website or Facebook, get a reminder before class and a follow-up after. When they're keen, one link sets up enrolment, medical details, consent and payment without a single form on paper.
- Online trial booking by age group
- Reminder SMS before the trial
- Follow-up messages after class
- One-link enrolment and payment
- Medical info and emergency contacts
- Waivers and consent signed online
- Bookings from your website and Facebook
- Trial to member conversion report
- Holiday program and term enrolments
- Waitlists for full classes
04How it changes
Before and after
Grading season, wolloped.
Here's how the run-up to a kyu grading could change. Every dojo is different, so we map yours first.
Before
- Sensei counts classes off a pile of paper rolls
- Invitations go home on handwritten notes
- Grading fees and belt sizes collected in envelopes
- Kids turn up unsure of their kata
- Results written in a notebook
- Certificates filled out by hand at midnight
After
- The eligibility list is already built from check-ins
- Parents get the invitation in the app
- Fees and belt sizes paid and captured online
- Syllabus videos were unlocked weeks ago
- Results entered on a tablet on the day
- Certificates generate themselves and email out
05Services
Everything under one roof
Software, websites and systems for karate dojos.
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 karate dojos
Built around how your karate dojo actually runs: grading management, attendance check-in and the admin in between, in one system you own.
Websites for karate dojos
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Karate dojo 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 karate dojos
Family accounts & billing and memberships & direct debit: 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 karate dojo, 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 dojo platforms you're happy with or replace the ones holding you back.
- Stripe
- Ezidebit
- GoCardless
- Debitsuccess
- Square
- Xero
- MYOB
- ClubWorx
- Zen Planner
- Gymdesk
- Mindbody
- Mailchimp
- Twilio SMS
- Google Business Profile
- Zoom
- Google Calendar
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 karate dojo: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We come to a class, watch check-in and grading prep and sit down with whoever does the books, then work out what's actually slowing the dojo down.
- 02
Archi-tech
We plan it before writing code: your syllabus and grades, classes, families, payments, parent app, 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 something breaks you call the people who built it.
08Questions
FAQ
Things karate dojos ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it handle our style's grading syllabus?
Yes. Goju-ryu, Shotokan, Kyokushin, Wado-ryu or your own system. We set up your kyu and dan levels with the class counts, time at grade and requirements for each, so the system knows who's ready to grade.
Can parents pay for all their kids in one go?
Yes. Each family gets one account with all their kids linked, one payment and sibling discounts applied automatically. Grading fees and gear can go on the same statement.
Can kids check themselves in?
Yes. A tablet at the door lets kids tap their name or scan a card or QR code. Instructors can also mark the roll on their phone if the tablet's flat.
We already use dojo software. Do we have to switch?
No. If ClubWorx, Zen Planner or your direct debit provider is doing its job, we build around it and add what's missing, like gradings, a parent app or a better website. If something's holding you back, we'll show you what replacing it would involve before anything changes.
Can we handle FairPlay or Active Kids vouchers?
Yes. Vouchers can be recorded against the family account and taken off what they owe, with a clear record for your books.
How much does a dojo system 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 online trial bookings or check-in can be quick. Bigger systems are planned in stages so you get the first win early, ideally before your next grading.
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 karate dojos 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 karate dojo 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.