CRM for Martial Arts Schools

• The problem

  A child loves the trial class, the parent says “we'll think about it”, and nobody calls back.

  In Kompot.ai

  Every trial is an opportunity with stages: trial booked, trial done, joined. When it moves to “trial done”, a workflow creates a task for the instructor to call the parent the day after and sends a message with the class schedule.

• The problem

  A new student steps onto the mat before anyone has a signed waiver.

  In Kompot.ai

  The liability waiver is a document template with merge fields. Send it by link before the trial class or show it as a QR code at the front desk; the parent signs on a phone, and the signed PDF with its audit trail stays on the student's record.

• The problem

  Siblings and a parent all train, and tuition is chased separately for each of them.

  In Kompot.ai

  The family is one contact: the parent who pays, with each student's name, date of birth, belt and class as custom fields. One subscription invoice bills the family's tuition every month, and the payment link goes to the parent.

• The problem

  Grading day is close, and who is testing, who has paid the fee and who needs a belt is on paper.

  In Kompot.ai

  Belt rank and last grading date are fields on each student. The grading fee is an item in your price list: send each family an invoice with a payment link and see who has paid before the day. After the grading, update the rank and the date on the record.

• The problem

  Calls and messages arrive during class, when every instructor is on the mat.

  In Kompot.ai

  WhatsApp, Facebook Messenger, website chat and phone calls land in one conversation log, and an unknown number becomes a new contact. After class you answer from one screen, with saved replies for the schedule and the trial class.

What you keep on record

Belt rank and grading history

Current belt, stripes and the date of the last grading as custom fields, with the instructor's notes on what to work on.

Family account

The paying parent as the contact and each training family member in custom fields, with all messages and invoices on one page.

Waivers and agreements

The signed liability waiver and enrollment agreement stored as documents, each with its audit trail and a PDF copy.

Tuition, gradings and gear

Monthly tuition by program, grading fees, uniforms and sparring gear in your price list, ready to put on an invoice.

Questions owners ask

Can I keep a whole family on one account with one tuition payment?

Yes. Make the paying parent the contact and keep each family member's name, belt and class in custom fields. One subscription invoice then bills the family's tuition monthly, with a card payment link.

How do I keep track of belts and who is testing at a grading?

Belt rank and last grading date are custom fields on each student, and the grading fee is invoiced from your price list. Who is ready to test stays the instructor's call; the system keeps the rank, the date and the payment.

Can parents sign the liability waiver before the first class?

Yes. The waiver is a template sent by email or link, or opened from a QR code at the front desk. If your school requires it, more than one person can sign, and the signed copy is kept with an audit trail and exports to PDF.

Can instructors look up a student from the edge of the mat?

Yes, in the browser on their own phone. An instructor finds the student, sees the belt, the notes from the last grading and whether the waiver is signed, and adds a note after class.