Martial arts academies
For karate, taekwondo, judo, BJJ and boxing academies: every class, student and fee in one place, with an app for instructors, students and parents.
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Every student's attendance is on their profile, so you can see who has trained enough before you put them forward.
Invoices go out on the 1st, and families who haven't paid get reminders on the 5th, 7th and 10th.
Cancel or move a class and every student and parent in it gets a notification in the app.
Parents register their children and adults register themselves, so the whole academy is in one place.
Little ones, kids, teens and adults, beginners to advanced, with as many classes as you run. Students can be in more than one.
Schedule a whole term of classes at once, with the instructor and hall assigned, and clashes flagged before they happen.
Instructors mark each class in the app, present, absent or excused with a reason, and lock the sheet when it's done.
Rate students after class with notes, set their experience level, and give them skill and fitness programmes to work on.
Monthly fees with sibling discounts, and one-off invoices for gradings, competitions, seminars and uniforms.
Sell uniforms, belts and sparring gear through the app. Families order, and you invoice the order.
Martial arts academies
A martial arts academy runs on a weekly timetable: classes by age and level, students who train for years, and a grading or competition every few months.
Most academies split the timetable by age first, with a class for little ones, one for kids, one for teens and one for adults, then by level, so beginners aren't sparring with brown belts. Some also run separate classes for kata or forms, sparring, competition squads or a second style.
Each class is a group in AcademyPro, with its own instructors, timetable and fee. A student who trains in their own class and a competition squad belongs to both groups, and appears on each instructor's register.
Instructors decide who is ready to grade from time on the mat and how the student performs. AcademyPro keeps the first part for you: every class a student attends is on their profile, and you can ask apchat how many classes each student in a group has attended since a date. Instructors rate students after class with notes, and you can set a student's experience level as they progress.
AcademyPro doesn't keep a belt record yet, so many academies run a class for each belt level and move students between groups as they grade. For the grading itself, make a list of the students taking part, send them a notice with the date and syllabus, and invoice the grading fee to that list.
Unlike most youth sports, a martial arts academy usually has adult students as well as children, and often whole families on the mat. Parents register their children through your registration link, and adults over 18 register themselves. Every student gets the app, with their timetable, notices and invoices.
Set one monthly fee for the academy with a sibling discount for families, then set a different fee for a class that trains more often, give a student their own fee, or sponsor a student in full.
Contact training comes with knocks, and instructors need to know who is carrying an injury. Injuries are recorded on the student's profile with their severity, and marked as active, being monitored or recovered, so an instructor knows who should sit out sparring.
Health conditions and medication are collected when a student registers, and you can make fields like weight required. Families accept your academy's terms and conditions before they can submit the form.
Tournaments, seminars and summer camps work like gradings: a list of who's going, a notice with the details, and a one-off invoice for the entry fee. Uniforms, belts, gloves and sparring gear can be sold through the academy shop, and families order in the app.
Most academies have a head instructor and a team of assistant instructors, often senior students, teaching across the week. Assign them to classes and each sees their own timetable in the app and can take attendance. Keep every instructor's contract on file, and AcademyPro works out their pay, whether it's a fixed salary, a quota or per class taught, and generates their payslips. Competition travel and other costs can be submitted as expense claims with receipts.
apchat
Ask in your own words and it answers from your academy's records. Anything marked "Does it" is prepared for you to check, and happens when you confirm.
Yes. AcademyPro works for any academy that runs classes, attendance and monthly fees, whatever the style. Each class is a group with its own timetable, instructors and fee.
Not as a belt record yet. Each student has an experience level (beginner, intermediate or advanced), many academies run a class for each level, and instructors' ratings and notes build up on the student's profile. For a grading, make a list of the students taking part, send them the details, and invoice the grading fee to that list.
Yes. Parents register their children, and adults over 18 register themselves as students, through the same registration link.
Yes. Instructors use the AcademyPro app on iOS or Android to mark attendance and rate students after class.
Invoices go out automatically each month. Students or their parents pay by bank transfer and upload the receipt in the app, or your staff record a cash payment.
Guides
Attendance · Parents · Staff
A practical guide to sports academy attendance: who takes it, when, how to record absences with reasons, and how to use the numbers each month.
· 8 min read
Fees · Getting started
Work out what to charge from your real costs, then structure it: monthly fee, registration fee, sibling discounts, sponsorships, one-off costs and mid-month joiners.
· 7 min read
Registration · Getting started · Parents
The fields a sports academy registration form needs: player, parents, emergency contact, health, kit and consent. Plus what to leave out, and a copyable checklist.
· 9 min read
Talk to us and we'll set your academy up with you, or try AcademyPro free for 30 days. No card required.
