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Is there anything more frustrating than spending countless hours on admin instead of teaching and empowering your students? 

Your time is precious, and every minute spent on manual processes is a minute taken away from improving your students’ experience and growing your business.

Fortunately, with the advancement of technology, there are now powerful tools available to automate a lot of the more tedious tasks. Let’s explore four key tasks that martial arts school owners and staff can automate to save time and create a more convenient experience for students.

Billing and Payments

Managing billing and payments manually can be a nightmare, leading to errors, delays, and frustrated students – but it doesn’t have to be that way forever. Implementing automated billing and payment solutions will allow you to streamline this process; ensuring timely, accurate (and affordable) transactions. Martial arts management software automates recurring billing, purchase confirmation and following up on overdue payments. Just imagine how much time that could save you each week.

Automating billing and payments will reduce the admin burden, improve cash flow and offer financial stability because you know that your hard-earned money gets collected automatically; minimising late payments and eliminating billing errors. Transparent and hassle-free billing processes contribute to a positive student experience, fostering trust and loyalty. When students don’t have to worry about payment issues, they can fully concentrate on their training and personal development, leading to higher retention rates and overall satisfaction.

Attendance Tracking

Usually, tracking attendance involves manual sign-in sheets or tedious data entry into spreadsheets. However, with the right martial arts school management software, you can automate this process entirely. With features like barcode scanning technology, students can quickly check in upon arrival, and their attendance records are automatically updated in the system. 

Accurate attendance records enable you to make data-driven decisions regarding class scheduling and resource allocation, ultimately enhancing operational efficiency and profitability. Plus, with smoother check-in processes, students benefit from a seamless transition into classes and reduced wait times. Additionally, you can track individual progress more efficiently and provide better feedback and support, enhancing the overall learning experience.

Communication and Engagement

Keeping students and parents informed about upcoming events, schedule changes, and promotions is crucial, but manual communication methods like phone calls or sending letters can be time-consuming and inefficient. Instead, leverage technology to communicate more effectively with your students; such as automated booking emails, push notifications or in-app messaging.

Automating member communications will allow you to engage with your students in a timely and more personalised way. Keeping students informed and engaged will positively impact attendance rates, retention, and will even help attract new students through positive word-of-mouth.

Student Progress Tracking

Tasks such as tracking individual achievements, belt progressions, and skill development can take up a lot of time and can also be prone to human error. However, martial arts school management software allows you to automate progress tracking based on certain criteria. When students reach a certain level in their martial arts journey, you can automatically schedule them for a grading review or automatically promote them to their next belt grade without lifting a finger.

Automated student progress tracking simplifies the process and enables you to focus on the day-to-day running of your martial arts school. Well-tracked progress will help students stay motivated and inspired to push themselves further; as well as making the belt-grading process more straightforward for them too.


Using technology to automate repetitive, time-consuming tasks at your martial arts school not only saves time and resources but also enhances the overall experience for both your business and its students. Once you’ve streamlined admin and improved communication, you’ll benefit from a more efficient, engaging, and rewarding dojo environment for everyone involved.

ClubRight is the go-to martial arts school management software for hundreds of dojos, schools clubs and gyms across the UK. It’ll help you take care of everything from managing memberships 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 900+ businesses worldwide.

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