Opening a martial arts school: the software checklist

Most new academy owners spend months on the space, the mats and the schedule, and a weekend on the software. That’s understandable, but the software is what your first hundred members touch before they ever step on the mat: your website, your sign-up form, your waiver and the way you take their money.

Here is what to have in place before opening day, in the order it matters.

1. A website that can take a sign-up

A page that lists your programs is not enough. Parents decide in the evening, on their phone, often after the kids are in bed. If they can’t request a trial class or join right then, many won’t come back.

• Programs with ages, times and what a first class looks like
• A clear way to book a free trial, and to pick the first class
• Online sign-up with payment, so a decision at 10 pm becomes a member
• Your address, hours and phone number on every page

2. Waivers that are signed before the first class

Paper waivers get lost, filled in wrong or forgotten for the sibling who tagged along. Have them signed online during sign-up, with a parent or guardian signing for each child, and stored with the member’s record.

Have a lawyer review your waiver wording, especially if you have members in Quebec.

3. Payments that go to you, and renew on their own

• Use a payment account in your academy’s own name, so the money and your members’ cards are always yours
• Make sure memberships renew automatically and that a declined card triggers a follow-up without you chasing it
• Ask what each system charges on top of card processing; some add a percentage on every renewal
• Offer bank debit if your members will use it: it usually costs much less per payment than a card

4. A simple member list you can trust

From the first trial request, keep everyone in one place: leads, members, families, waivers and payments. Spreadsheets work for ten people and fall apart at fifty.

What can wait

• Detailed reports: a weekly recap is plenty for the first months
• Advanced marketing: a good trial follow-up beats any campaign
• A member app: useful once classes fill, not essential on day one

The costs that catch new owners out

• Starter plans that leave out the website, the app or marketing, which then cost extra
• Setup or onboarding fees
• Fees on top of card processing for recurring payments
• Contracts that lock you in before you know what you need
• Fees to export your own data if you ever leave