Groups by age and level
The team and parents can see how sections are organised.
ClubBase for martial arts clubs
Martial arts school software
Athlete, paying parents, coach, section, membership and attendance regularity in one process.14 days, no card · one or several locations
Everyday workflows
Your studio’s work on clear screens.
What your team can do in ClubBase during a working day.Parents and athlete in one profile
The guardian and payer have separate roles next to one person.
Attendance without evening tick marks
A QR or manual check-in updates the log.
Membership and debt side by side
The team sees the actual status before the class.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- groups by age
- level and section
- parents and payer
- attendance
- memberships
- payments
Looking specifically for class booking? How the online booking software works — groups, capacity, memberships and reminders.
Roles and access
Each role sees its own part.
Data and actions are shown to the person who needs them for their work.Owner
Sees groups, cash and debts.
Front desk
Handles bookings, athletes and payments.
Coach
Sees their sections and group lists.
Parents
Have the schedule and balance in Telegram.
What people come with
What usually breaks in a martial arts club.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- Age groups get mixed up in the records.
- Parents and athletes turn into duplicates.
- Drops in attendance show up too late.
Age, level and section are three different axes
A kids’ beginner group and an adult advanced group can train in the same room on different days. When it is all one spreadsheet list, the coach has to keep the group lists in their head.
Parents and athletes turn into duplicates
The mother’s phone goes into the child’s profile, then a separate row for the mother appears, and a year later it is unclear whom to call. Here the guardian and payer are separate roles next to one person.
Drop-off shows up too late
A person skips two weeks, then a month, then never comes back. The attendance log shows regularity, so you can act at the second missed class, not when the membership has already gone unrenewed.
A debt surfaces right before class
The membership and the debt sit side by side in the profile. The front desk sees the actual status before the athlete walks into the room, not after.
A working day
One action changes what everyone sees.
- A lead moves to a trial class.
- The athlete joins a group.
- Attendance is recorded.
- Payment and balance update.
The first week
How a martial arts club moves into the system.
We bring over the club roster
A spreadsheet of athletes and parents goes into the import. The system shows rows with errors before saving.
We add sections and groups
Age, level, section and coach. A recurring training session is created once per season.
We connect the parents
Each profile gives a personal link to the Telegram bot. Parents see the schedule, the remaining membership balance and the child’s QR code.
You look at regularity
After a week you can see who attends steadily, who has started skipping and which groups are short of people. That is the first thing worth working on.
Compared with a generic CRM
Why a regular CRM falls short in a martial arts club.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.One "contact" field is not enough here
A generic CRM sees a person as a contact with a phone number. In a club, one person means an age, a level, a section, a group and a separate payer. You can squeeze this into a deal card, but you will be the one maintaining that setup.
Attendance is the main signal, not paperwork
For a CRM a deal is closed after payment. Here the important part starts after that: attendance regularity shows who is about to leave. That data exists only in the attendance log, and a sales pipeline does not have one.
The person who pays is not the one training
The payment reminder should go to the mother, and the schedule to whoever drives the child. A single "client" field forces you to write the second person into a comment, and in six months nobody will find it there.
Honestly
Who it suits and who it doesn’t.
Without this, a demo wastes everyone’s time. If you are in the right-hand column, write to us and we will suggest a simpler option.A good fit
- Several sections or age groups, not just one
- Children’s groups: one person attends, another pays
- Memberships, and some coaches need to be paid for classes held
Not worth it yet
- One group that you coach yourself
- You need to track belts, gradings and competitions: that is not here
- Personal training only, with no memberships
Questions about this type of studio
Answers before the demo.
Do you track belts and gradings?
No. We do not present this as a ready feature.
Can I link an athlete to their parents?
Yes. Guardians and the payer are stored as roles.
How do I split groups by age and by level at the same time?
Age, level and section are separate fields. A kids’ beginner group and an adult advanced group share one schedule and do not get mixed up in reports.
Can I see who stopped coming?
Yes. The attendance log shows regularity, so a drop is visible at the second or third missed class, not when the person has already gone for good.
Can a coach see only their own sections?
Yes. A coach sees their schedule and the members of their groups. The club’s finances stay closed to them.
Do you track sparring, weight or competitions?
No. ClubBase handles people, the schedule, memberships, attendance and money. Sports results have to be kept elsewhere.
How much does it cost?
The price depends on the number of active athletes; the Telegram bot for clients is already included. Current prices are on the pricing page. The first days of access are free, no card required.
Start with your own structure