Check-in kiosk
A tablet at the door for name, QR or key tag check-in. Attendance counts toward rank automatically.
Martial arts school software: gradings, attendance & billing
Martial arts schools: every belt, every class, every payment. More time on the mat.
The roll is on a clipboard by the mat, who's ready to grade lives in the head instructor's memory and failed debits get chased between classes. We build grading, attendance and membership systems for martial arts schools that count every class toward the next belt and bill themselves, then we host them and look after them.
Looking for martial arts school software that handles gradings as well as memberships?
A martial arts school isn't a gym with mats. You're tracking every student's journey through a syllabus as well as their membership: classes attended, time at rank, techniques signed off, stripes earned and who's ready for the next grading. Add little ninjas, teens and adults on different timetables, families with three kids on one card and a grading day every few months. Most schools end up juggling a generic gym app, a spreadsheet of ranks and a stack of paper rolls.
Wollopit builds custom martial arts software around your style, your syllabus and how your school actually runs. Students check in at the door and it counts toward their next belt. Instructors sign off techniques on their phone. Grading day takes its own registrations and fees, then prints the certificates. Memberships bill through Ezidebit or Stripe and chase their own failed payments. 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 martial arts schools
Does your martial arts school have these problems? Here's how we'd fix them.
Most school owners we talk to are brilliant instructors running a business on paper rolls, a rank spreadsheet and late nights. It holds together until grading season.
- The problemAttendance on a paper rollA clipboard by the mat, sheets that go missing and nobody ever tallies them up properly.How we fix itKiosk check-in on a tablet at the door by name, QR code or key tag. Every class counts itself.
- The problemWho's ready to grade? Nobody's sureEligibility worked out from memory, so a keen kid gets missed and someone who's barely trained gets put forward.How we fix itEligibility calculated from classes attended, time at rank and syllabus sign-offs, with a ready-to-grade list before every grading.
- The problemThe syllabus lives in one person's headWhich kata, pattern or combination each student has nailed is known only to the instructor who taught it.How we fix itInstructors tick off techniques on their phone during class. Every student has a running checklist for their next rank.
- The problemChasing failed debitsCards bounce, memberships lapse quietly and the owner sends awkward texts on a Sunday night.How we fix itRecurring billing through Ezidebit or Stripe with automatic retries, SMS reminders and a clear list of who's behind.
- The problemGrading day is cash in envelopesPaper forms, fees handed over at the door, belts ordered by guesswork and certificates hand-written the night before.How we fix itOnline grading registration with fees paid up front, belt sizes captured, a run sheet by rank and certificates printed in one click.
- The problemFamilies tangle the billingThree siblings, two classes, one sibling discount and a parent who wants it all on one card.How we fix itFamily accounts with sibling pricing, one payment, one login and every kid's progress in one place.
- The problemTrials that never come backSomeone books a free trial on Facebook, does one class and nobody follows up.How we fix itOnline trial booking with a welcome SMS, a reminder before class and follow-ups that offer a starter membership.
- The problemStudents drift off quietlyA kid misses three weeks and you only notice when the parent cancels.How we fix itAbsence alerts when a regular hasn't trained in a while, so an instructor can check in before they're gone.
- The problemHolds and cancellations by textInjuries, school holidays and FIFO rosters mean constant freeze requests nobody keeps track of.How we fix itSelf-serve membership holds with your rules, notice periods applied automatically and billing that pauses on its own.
- The problemParents asking the same five questionsWhen's the grading? Is class on over Easter? What belt is next? Every day, in the DMs.How we fix itA parent app with the timetable, cancellations, grading dates, progress toward the next belt and payments.
- The problemGear orders on scraps of paperBelts, uniforms, gloves and shin pads ordered at the front desk and forgotten.How we fix itA pro shop with sizes and stock, orders charged to the member's account and a pickup list for the instructor.
02What we build
Solutions
What we build for martial arts schools. 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.
Grading & rank tracker
Ranks, stripes and tips set up to match your style, with eligibility from attendance and time at rank.
Syllabus sign-offs
Techniques, kata, patterns and forms per rank that instructors tick off on their phone during class.
Grading day manager
Online registration and fees, ready-to-grade lists, run sheets by rank, results and certificates.
Belt history & certificates
Every student's full rank history with printable certificates in your school's branding.
Memberships & direct debit
Weekly, fortnightly or upfront memberships billed through Ezidebit or Stripe, with retries and reminders.
Family accounts
Siblings and parents on one account, sibling discounts and one payment for the lot.
Timetable & class bookings
Little ninjas, juniors, adults, sparring and open mat with capacity limits and waitlists.
Trial class funnel
Trial bookings from your website and socials with SMS reminders and follow-ups that convert.
Parent & student app
Timetable, cancellations, progress to next belt, grading dates and payments on their phone.
Absence & retention alerts
A heads-up when regulars stop training so you can reach out before they cancel.
Pro shop & gear orders
Belts, uniforms and sparring gear with sizes and stock, charged straight to member accounts.
Instructor records & rosters
Class rosters, assistant instructor hours and Working with Children Check expiry reminders.
Tournament entries
Track who's competing, divisions and weights, entry fees and results.
A website that fills the mats
Hand-built, quick on mobile, with the timetable and trial bookings, built to rank for 'martial arts near me'.
03The systems
The big ones
Your whole school, on one system.
These are the systems martial arts schools ask us about most. Each works on its own and they get properly clever once they're joined up.
Check-in & attendance
Bow in, check in. The roll does itself.
A tablet at the door replaces the clipboard. Students check in by name, QR code or key tag and every class lands on their record, counting toward their next grading without anyone adding it up.
- Tablet kiosk at the door
- Name, QR code or key tag check-in
- Parents check in little ones
- Class capacity and waitlists
- Instructor roll on their phone
- Overdue payment flag at check-in
- Attendance counts toward rank
- Absence alerts for drifting regulars
- Attendance by class and time slot
Grading & rank tracking
Know exactly who's ready for their next belt.
Your ranks, stripes and syllabus set up exactly as your style runs them. Attendance, time at rank and instructor sign-offs roll into a ready-to-grade list, so nobody gets missed and nobody gets rushed.
- Any style, any belt or rank system
- Stripes, tips and junior ranks
- Minimum classes and time at rank
- Syllabus sign-offs on instructor phones
- Ready-to-grade list per rank
- Instructor recommendations and notes
- Full belt history per student
- Separate kids and adults syllabus
- Black belt and dan pathways
Grading day
Grading day, without the envelopes.
Open registrations to eligible students only, take fees online and capture belt sizes in the same step. On the day you have a run sheet by rank, results entered on a tablet and certificates ready to print.
- Invite-only registration for eligible students
- Grading fees paid online
- Belt sizes captured at sign-up
- Belt order list for your supplier
- Run sheet grouped by rank
- Results entered on a tablet
- Certificates printed in your branding
- Ranks updated automatically
- Parent notifications with results
Memberships & billing
Memberships that bill themselves.
Weekly, fortnightly or upfront memberships run through Ezidebit or Stripe with family pricing built in. Failed payments retry on their own and the members who need a nudge get a polite SMS, not an awkward chat after class.
- Ezidebit or Stripe direct debit
- Weekly, fortnightly or upfront plans
- Family accounts with sibling pricing
- Automatic retries for failed payments
- SMS and email payment reminders
- Self-serve holds for injury or holidays
- Notice periods applied automatically
- Payments synced to Xero or MYOB
- Gear and grading fees on the same account
Trials & parent app
Turn trial classes into black belts.
Trials book themselves from your website and socials, get a welcome and a reminder and receive follow-ups that offer a starter membership. Once they join, parents and students get an app with the timetable, progress and grading dates.
- Online trial booking from website and socials
- Welcome and reminder SMS
- Follow-ups after the trial class
- Starter membership offer and sign-up
- Online waivers and medical details
- Parent app with timetable and cancellations
- Progress toward the next belt
- Grading dates and registrations
- Announcements to one class or everyone
04How it changes
Before and after
A grading day, wolloped.
Here's how grading season could change. Every school runs gradings differently, so we map yours first.
Before
- Tally paper rolls to guess who's eligible
- Hand out paper forms and chase them back
- Collect grading fees in cash at the door
- Guess belt sizes and over-order
- Hand-write certificates the night before
- Update the rank spreadsheet a week later
After
- Ready-to-grade list built from attendance and sign-offs
- Eligible students invited to register online
- Fees paid before the day
- Belt order sent with exact sizes
- Results entered on a tablet as students grade
- Ranks and certificates updated automatically
05Services
Everything under one roof
Software, websites and systems for martial arts schools.
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 martial arts schools
Built around how your martial arts school actually runs: check-in kiosk, grading & rank tracker and the admin in between, in one system you own.
Websites for martial arts schools
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Martial arts school 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 martial arts schools
Syllabus sign-offs and grading day manager: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Ezidebit, Debitsuccess and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your martial arts school, 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 platforms you're happy with or replace the ones holding you back.
- Ezidebit
- Debitsuccess
- Stripe
- Square
- Xero
- MYOB
- Clubworx
- Zen Planner
- Spark Membership
- Mindbody
- Gymdesk
- Mailchimp
- Twilio SMS
- Google Business Profile
- Zoom
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 martial arts school: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time on the mat edge, at the front desk and at a grading, then work out what's actually slowing you down.
- 02
Archi-tech
We plan it before writing code: your ranks, syllabus, classes, memberships, families, 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 martial arts schools ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can it handle our style and belt system?
Yes. Ranks, stripes, tips and requirements are set up to match your style and syllabus, whether that's karate, taekwondo, BJJ, judo or your own system. Kids and adults can run on different pathways.
Can instructors sign off techniques during class?
Yes. Instructors open a student on their phone and tick off the kata, patterns or techniques they've nailed. It all feeds into grading eligibility.
How do little kids check in without a phone?
At a tablet kiosk by the door using their name or a key tag. Parents can also check in the whole family from their own phone.
Can parents see their kids' progress?
Yes. The parent app shows classes attended, progress toward the next belt, upcoming gradings, timetable changes and payments.
What happens when a direct debit fails?
It retries automatically and sends a polite SMS or email. You see a clear list of who's behind without chasing anyone after class.
We already use Clubworx or Ezidebit. Do we have to switch?
No. If your billing or membership platform is doing its job, we build around it: gradings, sign-offs, the parent app and your website on top. If it's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a martial arts school 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 check-in or trial bookings 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 martial arts schools 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 martial arts school 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.