The register is a notebook, and the belts are in your head
Both work fine at forty members. At a hundred and fifty, with children on the mat and four coaches sharing the timetable, they stop: nobody notices the student who quietly stopped coming in March, nobody can find when a belt was awarded, and nobody knows which parent still has not signed. A gym system counts memberships. This one is built around a club.
This one is in its final stretch, not finished — the club it was built with is running on it and putting the last of its content in now. Some of what is described below is the club's day-to-day already, and some is still being finished; we would rather say that than call it done a month early.
Ten areas, starting with the one that happens every night
Built around a club of a hundred and fifty members with around two hundred check-ins a week.
Who trained, and when
Every arrival logged at reception, with the time it happened, against the student it belongs to. This is the thing that happens two hundred times a week, and it is the thing a notebook loses.
The member
Who they are, what they pay, what belt they hold and the whole history of how they got it — and, for the children, who the responsible adult is and how they are related.
Belts and stripes, as a history
Every promotion kept: who, what belt, how many stripes, when. Not the current state written over the last one — the whole record, so a grading years ago is still there to look at.
The week, written down
The week's fixed timetable, written down: each class by name, with its day, its time and the coach who takes it. The Tuesday kids' class stops being something one person remembers.
Fees, and who is behind
Plans, what each member pays, the invoices you raise and the payments against them — with what is overdue on the panel instead of in your head. And the signal a fees spreadsheet never gives you: the student who has not been on the mat for two weeks.
The person who asked about a trial
The person who enquired is on the list from the first message, with notes on what was said, until they either join or go quiet. Not a name on a napkin behind the desk.
Who has not signed yet
The system knows which active students still have no signed waiver on file, and says so on the panel — instead of you finding out when you go looking for one. The record holds who the responsible adult is, which is who has to sign for a child.
Coaches and permissions
Owner, reception, coach — each sees what belongs to them, and changes to a member's record are written to an audit log.
Bringing the club in
The membership list you already have does not get typed in twice. Name, contact, date of birth and status come in from a file, so the first day is not a week of data entry.
The club's own website
Timetable, coaches, photos and the words on every page — edited by the club, not by us, and not a support ticket every time a class moves.
A club here is not a gym anywhere
Most of your members are children, so the person who signs is not the person who trains — and that has to be in the record, not in an understanding. And a club run as an amateur sports club can register as a CASC and pay far less in business rates: it is not part of this system, and we would not pretend otherwise, but most clubs we meet have never been told it exists.
What stops being needed
- The register on the desk, with the page that got wet
- The fees spreadsheet, and chasing payments in the WhatsApp group
- Grading history that lives only in the coach's memory
- Going through a folder of paper waivers to work out who is missing one
- A gym subscription that counts memberships and does not understand a belt
What it does not do
- Not a streaming platform — the scope is the running of the club, not a library of class videos.
- It does not issue tax receipts by itself, and it does not file anything with HMRC.
- It does not apply for CASC or Gift Aid on your behalf. That is a decision for the club and its accountant — we can point you at it, which is not the same thing.
- It does not run competitions, brackets or scoring.
Jiu-jitsu is where it was built. Any club that grades and registers works the same way.
Every one of them takes a register, teaches to a syllabus, grades its students, chases fees and has a room full of children — the art changes, the running of it does not.
So how does this start?
It starts with a diagnosis: we look at how the club runs today — the register, the fees, the grading — and you get the findings whether or not you build anything with us. That page explains what has a price and what is quoted.
Built with BJJ House Academy, in the UK, who are putting their club on it now. See the other systems we have built.
Tell us how your club runs today
Leave your name and number. We look at the club before talking about price.
We reply the same working day.