A database for each school
Every school's records are kept in their own separate database, never mixed with another school's.
Features
Everything your martial arts school needs, and nothing it does not
MartialCRM was shaped by instructors, school owners and front desk staff. Every feature exists because a real school needed it, and anything that got in the way was left out.
Contact management
Student records that work like your address book
In a typical CRM, people sit under company "accounts", and someone has to keep those links up to date. That suits a large business, but it only gets in the way at a martial arts school. Your students, assistant instructors and front desk staff are individuals, not companies.
MartialCRM contacts work like the address book on your phone, extended for a dojo. Each record holds rank and promotion details, guardians and emergency contacts, medical notes, photos and files. Custom fields cover your own programs, such as a Black Belt Club or a Competition Team.
Explore student managementLeads to students
Record where each lead came from and where they are, from first inquiry to enrolled.
Guardians and family
Two guardian or emergency contacts per student, and related contacts found automatically.
Photos from a phone
Snap a student photo at the front desk. iPhone photos are converted for you.
Notes and call logs
Every call, note and change is kept on the record with who made it.
Contract management
Memberships and agreements without the filing cabinet
Stop tracking enrollments by hand. MartialCRM keeps every membership agreement at your fingertips: start and end dates, tuition, discounts, down payment, payment schedule and the balance still owed.
Monthly memberships, fixed-term contracts and Mat Credit class packs all live side by side. Freeze, upgrade, renew or cancel an agreement in a few clicks. Overnight, expired agreements and finished freezes are closed and each member's status is brought up to date.
Explore membershipsMonthly memberships
Month-to-month agreements that continue until you end them.
Fixed-term contracts
Down payment, discount, finance charge and installments.
Mat Credit class packs
Each kiosk check-in uses one credit automatically.
Freezes
Pause a membership for an injury or a trip, with clear rules for payments.
Attendance tracking and scoring
Self check-in that keeps your records accurate
Let students sign themselves in at a tablet kiosk. Your attendance records stay accurate, and students learn to take responsibility for showing up.
Because attendance is recorded the moment it happens, you can spot students who are drifting away and reach out while there is still time. The on-demand attendance report card gives each student a letter grade, so a conversation with a parent starts from facts.
Explore attendance trackingTablet kiosk
Phone number or student ID on a numpad. No cards to lose.
Front desk alerts
The kiosk asks a student to see you when their membership needs attention.
Report cards
A printable attendance report card with a letter grade.
Absence lists
Who has not trained in 15 days, a month, two months or three.
Testing and promotion management
Belt tests, organized from roster to rank
Keep an up-to-date roster of everyone preparing to test, split into adults and kids. Score each student on the parts of the test your branch uses, then print the roster and the results.
When the test is over, promote everyone on the roster to their next rank in one click. No more updating ranks one record at a time.
Explore belt testingYour belt ladder
Custom ranks with the minimum time expected at each belt.
Test rosters
Separate adult and kids groups, ready to print.
Scoring
Each branch chooses the parts of the test it scores.
One-click promotion
Move the whole roster up a rank at once.
Reporting
Ready-made reports, no report builder required
Every report is already set up, so there is nothing to configure and no code to write. See which memberships are about to expire, who has been missing class, who your most dedicated students are, and what your student body looks like.
The dashboard puts the numbers that matter on one screen: new students this year compared with last year, upcoming expirations, absences, birthdays and charts of attendance and ranks.
See every reportExpiring soon
Memberships ending in the next 30, 60 or 90 days.
Top attendees
Your 20 most dedicated students.
Demographics
Top ZIP codes, cities and occupations.
Print and export
Print, PDF, Excel or CSV from any report.
Multiple locations
One system for every branch
Add branches as your school grows. Staff can belong to a single branch or the whole school, students can check in at any location, and you decide whether branches can see each other's students.
Explore multi-locationBranches
Every location in one school account.
Sharing your way
Turn sharing of student records between branches on or off.
Branch staff
Managers look after the staff in their own branch.
Train anywhere
Students can check in at any of your locations.
Security and privacy
Your students' information, protected
You hold sensitive information about students and families, much of it about children. MartialCRM is built to keep it safe.
Encrypted and protected
All traffic is encrypted over HTTPS, passwords are stored as one-way hashes, and repeated failed logins are locked out.
Roles for every job
Managers, assistants and kiosk-only accounts each see what their job needs, and only managers can delete records.
A record of every change
Every edit to a student record is logged with what changed and who changed it.
Backed up daily
Your data is backed up every day on secure cloud infrastructure in the United States.
No ads, no data sales
We never sell your data or use it for advertising. Read our Privacy Policy.
Questions
Feature questions
Does MartialCRM process credit cards or bank drafts?
No. MartialCRM is where you keep each member's agreement, payment schedule and payment method. Its EFT reports list who is due to be charged each month, and you collect through the provider you already use.
Do students need a key fob, card or barcode to check in?
No. Students check in on the kiosk with their phone number or student ID. If several family members share a phone number, they pick themselves from a list with photos.
Can MartialCRM handle more than one location?
Yes. A school can have several branches. Staff can belong to one branch or the whole school, and you choose whether branches can see each other's students.
Can I use it on a phone or tablet?
Yes. MartialCRM runs in the browser and adapts to phones and tablets, and the check-in kiosk is designed for a tablet at the front desk.
Ready to spend less time on paperwork?
Tell us about your school. We will answer your questions, show you around and help you choose the right plan.