Running a martial arts club is all about people. Your students, their parents, and your instructors. Whether it’s checking in on a student’s progress, following up when someone misses a class, or helping parents stay organised with classes and payments, that personal touch goes a long way.
But when you’re juggling dozens of classes, multiple age groups, and busy families, keeping on top of every message can be a full-time job in itself.
That’s where automated messages come in.
Sending the right message to the right person, at the right time, automatically – whether it’s a text, an email, or a push notification through your member app – helps you communicate consistently without spending hours glued to your laptop.
Here’s how to use automated messages at your martial arts club to save time, boost engagement, and improve retention.
How Consistent Communication Keeps Students and Parents Engaged
Every instructor knows the feeling: a student starts missing classes, their attendance slips, and before long, they disappear altogether. Often, it’s not because they’ve lost interest — it’s because no one checked in.
A simple message at the right moment can make all the difference:
- “Haven’t seen you in a while, ready to get back in the dojo?”
- “Congrats on earning your next belt!”
- “Your child’s membership renews next week: confirm their place.”
These small touches show you care. They keep students accountable, reassure parents, and remind families that your club is paying attention.
The problem is, manually sending every one of those messages just isn’t realistic. That’s why automating them is a game-changer; it helps you stay consistent, even when you’re busy teaching, grading, or running events.
Understanding Message Automation for Martial Arts Clubs
Message automation just means your club management system automatically sends messages when certain things happen, based on the behaviour you choose.
A few common examples are:
- New student joins: they receive a welcome email with details about uniform requirements and their first class.
- A junior student misses two sessions: a text is sent to their parent to check in.
- Class or grading session is almost full: a push notification reminds regular students to book their spot.
- Membership renewal date is approaching: an email or SMS reminds parents to renew before the next billing date.
Think of it as a personal assistant who handles all the follow-ups for you. You can usually choose whether these messages go out via email, SMS, or push notification, and set your own rules, like “no bookings in 7 days” or “belt grading review due soon.”
Here’s how to set it up in ClubRight.
5 Smart Ways to Use Automated Messages in Your Martial Arts Club
You don’t have to automate everything, especially if you’re new to setting up automation. Start small, focus on the touchpoints that matter most, and build out from there.
Here are five message types that make the biggest impact:
Welcome and Onboarding
Send an automated welcome as soon as someone joins that sets the tone of your club from the first interaction. Include helpful details like how parents can manage their children’s memberships, how to book their first class and who to contact for support.
Class and Attendance Reminders
We all live busy lives, so reminders make it easier for students to stay committed. Send an email or text before their booked class, follow up with a thank-you or progress note after and nudge members who haven’t attended recently to use their class credits. It keeps people showing up and reduces no-shows with minimal effort.
Re-engagement Messages
When someone goes quiet, don’t wait for the eventual cancellation and assume you’ll never see them again. Set a trigger for when a member hasn’t booked a class for 7-14 days, and send a gentle reminder:
“Hey [First Name], we haven’t seen you in a while! Ready to book your next session?”
A short, simple message could be all it takes to re-engage a member moments away from cancelling.
Celebrating Milestones
Automation doesn’t have to be limited to reminders; use it to recognise and celebrate progress too. Send an automated message when students are due grading reviews, 25 or 50 classes attended or a full year of training at the club. A little boost can make a huge difference in loyalty and morale.
How to Write Automated Messages That Still Feel Personal
Automation works best when it sounds natural, like something you’d actually say. Here are some tips we always share with our users:
Be conversational. Write like you’d talk to a student in person.
Keep it short. A couple of lines is usually enough.
Add personal touches. Use name tags, class types, or specific achievements.
Avoid salesy language. Be friendly and genuine.
Don’t overdo it. You want to stay connected, not clog up their inbox.
Your club management software can store message templates, so every communication (whether email, SMS, or app notification) stays consistent with your tone and brand.
You don’t need to be a software expert to use message automation. Once it’s set up, it runs in the background helping you stay connected, build engagement, and save time every week.
Start small with two or three automations that make the biggest difference (like new joins, no-shows, and renewals). Once you see the results, you’ll quickly find new ways to make it work even harder for you. The goal is to send the right messages, at the right time, to the right people.
ClubRight is the go-to management software for martial arts clubs, taking care of everything from membership management and billing to class bookings and online joining, plus a whole lot more. Give us a call today on +44 (0)203 884 977 or book a free online demo with one of our product experts to find out why we’re trusted by more than 1000+ fitness businesses across the UK.
Image Source: Canva
