Managing payments and memberships is critical for martial arts schools. The right tools can streamline billing, attendance tracking, and financial reporting, allowing instructors to focus on teaching. Here’s a quick overview of the top payment tools for martial arts schools:
Must-Have Features:
- Automated Billing: Ensure timely membership fee collection.
- Student Management: Track attendance and progress.
- Financial Reporting: Gain insights into your school’s performance.
- Online Registration: Simplify student enrollment.
- Payment Processing: Offer flexible payment options.
Key Tools:
- Zen Planner: All-in-one management with belt tracking, custom apps, and next-day funding. Starts at $99/month.
- Mindbody: Combines payments with marketing tools. Plans range from $129 to $699/month.
- Kicksite: Affordable for small schools, starting at $49/month. Includes flat-rate payment processing.
- Spark Membership: Automation-focused with real-time financial dashboards. Starts at $239/month.
- Pike13: Easy-to-use platform with family billing and flexible pricing from $139/month.
- Gymdesk: Handles over $100M in annual transactions. Plans start at $75/month.
- Clubworx: Tracks payments and skill progression. Pricing starts at $29/month.
Quick Comparison Table
| Tool | Starting Price | Key Features | Best For |
|---|---|---|---|
| Zen Planner | $99/month | Belt tracking, next-day funding | Multi-location schools |
| Mindbody | $129/month | Marketing tools, marketplace exposure | Client engagement |
| Kicksite | $49/month | Flat-rate processing, student portal | Small schools |
| Spark Membership | $239/month | Automation, real-time dashboards | Efficient management |
| Pike13 | $139/month | Family billing, integrations | User-friendly operations |
| Gymdesk | $75/month | Membership management, POS | Growing schools |
| Clubworx | $29/month | Skill tracking, attendance kiosk | Small-to-medium schools |
Choose a tool that fits your school’s size, needs, and budget. Each platform offers unique features to help martial arts schools simplify operations and improve efficiency.
How a Martial Arts Gym Manages Operations with Gymdesk
1. Zen Planner
Zen Planner is a tailored solution for martial arts schools, offering tools for managing payments and dojo operations. It's particularly effective for multi-location schools and established martial arts programs, thanks to its all-in-one approach.
"We spent 1 year assessing 19 different systems before settling on Zen Planner. It's kept our schools coordinated and streamlined POS and retail operations. It's really saved us about 10-12 hours a week per location."
The platform's payment features include competitive credit card rates starting at 2.87% + $0.45 per transaction, eCheck payments at $0.64 + 0.15%, next-day funding, and a revenue recovery system that recovers an average of 69% of failed payments.
Zen Planner automates tasks like belt progression tracking, family membership management, and payment collection. Students can also schedule classes and track their progress through a custom-branded app.
"Zen Planner simplifies my life. My students are able to log in online and pay a bill and schedule classes. It helps me keep people on track with attendance."
From a financial perspective, schools using Zen Planner save an average of $2,340 annually in labor costs and pay around 15% less in transaction fees compared to other systems. With pricing starting at $99 per month, it offers a range of tools that make it a worthwhile investment for growing martial arts schools.
Zen Planner also stands out with its martial arts-focused features, such as customizable reporting dashboards designed for dojo operations.
On top of automating daily tasks, Zen Planner ensures data security and integrates with PaySimple for secure credit card and eCheck processing. It even alerts you when student credit cards are about to expire, helping to maintain steady cash flow.
2. Mindbody
Mindbody goes beyond basic management by combining payment processing with marketing and client engagement tools, making it a versatile platform for martial arts schools.
This platform integrates Stripe-powered payment processing with scheduling, client management, and financial reporting, making it a one-stop solution for schools handling various payment streams. Key payment features include:
- Automatic updates for expiring cards
- Recurring payments for memberships
- Support for contactless, chip, and digital wallet payments
- PCI compliance and 3D Secure authentication
- Built-in tools for dispute management
Users have reported impressive results, such as a 26% increase in client bookings and 36% revenue growth within six months.
"As new users to Mindbody, we found the system to be very user-friendly and intuitive to our business needs, as well as instrumental in client growth." - Carlos Barrios, Owner and Head Instructor, Barrios Martial Arts
Pricing Plans
Mindbody offers tiered pricing to fit businesses of different sizes and needs:
| Plan | Monthly Cost | Key Features |
|---|---|---|
| Starter | $129 | Basic scheduling, POS, reporting |
| Accelerate | $259 | Marketing tools, advanced reporting |
| Ultimate | $349 | Real-time dashboards |
| Ultimate Plus | $699 | Includes custom mobile app |
One standout feature is its marketplace exposure. Through the Mindbody app, martial arts schools can connect with over 2.4 million active users every month. This built-in marketing channel helps schools attract new students while managing current memberships.
The Mindbody Business App simplifies mobile payment processing with Tap-to-Pay, eliminating the need for extra hardware. Schools can also track financial performance through detailed transaction reports, payout summaries, and customer payment trends. For easier accounting, it integrates seamlessly with QuickBooks.
"We needed a more robust software that allowed us to focus on client relationships, communication, sales, and marketing. Mindbody allows us to do all that and more." - Jen Lobo, Co-founder, bodē nyc
Additional features like custom pricing and family account management make Mindbody a great fit for growing martial arts schools.
3. Kicksite
Kicksite is a martial arts management platform that works with Basys processing to provide flat-rate payment processing fees.
Like other systems in this space, Kicksite focuses on automating billing and simplifying financial tracking for martial arts schools. Here's a quick rundown of its standout features:
| Feature | What It Does |
|---|---|
| Automated Billing | Handles recurring payments automatically |
| Payment Monitoring | Sends real-time alerts for failed transactions |
| Invoice Management | Keeps track of and resolves overdue invoices |
| Point of Sale | Manages merchandise inventory and tracks sales |
| Student Portal | Lets students manage their own payment methods |
Pricing Breakdown
Kicksite offers tiered pricing based on the number of active students:
| Active Students | Monthly Cost |
|---|---|
| 0-25 | $49 |
| 26-50 | $99 |
| 51-100 | $149 |
| 101+ | $199 |
Now, let's dive into how Kicksite's payment processing tools simplify school finances.
Payment Processing Tools
- "Pay Open Balance": Simplifies clearing multiple invoices at once.
- Flexible Autopay: Students can easily turn automatic payments on or off.
- Integrated Card Processing: Accepts credit and debit card payments.
- Member Portal: Allows students to update their payment details online.
"We have had billing issues with other platforms in the past, and with Kicksite they have eliminated any billing concerns." - Marcelo Garcia, Marcelo Garcia Jiu-Jitsu
Kicksite equips school owners with tools to track payments, resolve overdue accounts, and handle one-time charges for things like special events or merchandise. Its inventory management feature is another bonus. This all-in-one system helps martial arts schools keep their cash flow steady while cutting down on administrative work.
A great example of its scalability: One Way Martial Arts grew to nearly 400 active students within just over a year of using Kicksite.
4. Spark Membership
Spark Membership is designed to simplify billing and daily operations for martial arts schools, making management more efficient. It offers tools for payment processing and automated workflows to help schools run smoothly.
Core Payment Features
| Feature | Description |
|---|---|
| Payment Processing | Handles credit/debit transactions and automates billing |
| Online Sales | Customizable checkout for memberships, trials, and gear |
| POS System | Supports in-person sales and inventory tracking |
| Financial Dashboard | Provides real-time insights into revenue and transactions |
| Student Portal | Allows students to manage payments and accounts on their own |
Pricing Structure
| Package | Monthly Cost | Features |
|---|---|---|
| Basic | $239 | Essential tools for payment processing and scheduling |
| VIP+ | $299 | Includes advanced automation and marketing tools |
| Premium | $499 | Full suite of features with priority support |
Additional Services:
- Custom White-Labeled App: $499 setup fee + $199/year
- Spark Ignite (Marketing Add-On): $199/month
Automation and Management Tools
Spark Membership goes beyond payments by automating essential administrative tasks:
- Billing cycles
- Class scheduling and attendance tracking
- Monitoring student progress
- Marketing automation
- Real-time financial reporting
"You didn't get into this business to work 80-hour weeks, toiling behind a desk" – Spark Membership
These tools help reduce manual workload and improve overall efficiency.
Performance Metrics
The platform's impact is backed by monthly data:
- Over 801,970 emails sent
- More than 189,358 class attendances managed
For example, one martial arts school reported a $2,300 revenue increase in just one month.
Student Engagement Features
Spark Membership also enhances student interactions with features like online class booking, progress tracking, account management, digital payment updates, and automated communications.
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5. Pike13
Pike13 simplifies payments and client management for martial arts schools with its user-friendly platform and efficient automation tools.
Payment Processing Features
| Feature | Description |
|---|---|
| Automated Billing | Handles recurring payments for memberships and tuition. |
| Family Billing | Lets parents manage multiple children under one account. |
| Payment Options | Supports various processors, including Celero and Stripe. |
| Client Self-Service | Offers a mobile-friendly portal for easy student payments. |
| Gift Cards | Processes both digital and physical gift cards. |
| Surcharge Management | Allows flexible handling of additional fees. |
Pricing Structure
| Plan | Monthly Cost | Annual Cost | Annual Savings |
|---|---|---|---|
| Essential | $139 | $129 | $120 |
| Advanced | $199 | $179 | $240 |
| Premium | $279 | $237 | $504 |
Every plan includes unlimited staff accounts and client profiles, making it easy to scale as your business grows.
Integration Capabilities
Pike13 works seamlessly with a range of essential business tools, helping improve day-to-day operations. It integrates with:
- Marketing platforms like Emma and MailChimp.
- Automation tools such as Zapier.
- Analytics services, including Google Analytics and Facebook Pixel.
- Digital waiver systems like SmartWaiver.
These integrations are designed to keep your operations running smoothly, a feature many users find incredibly helpful.
User Experience
Martial arts school owners often highlight Pike13's easy-to-use design. Here's what some users have to say:
"I love Pike13 and my clients really love it too. It's easy to set up services and plans, overall ease of use is fantastic. It's very responsive, and I like the business app. It saves me a lot of time!" – Tanja J.
Julie P. shares a similar sentiment:
"Pike13 is very easy to use with lots of functions and a support team that's very helpful and responsive. It's also very easy to teach to my employees. I have some experience with MindBody online, and I find Pike13 a million times easier to navigate and it has all the functionality I need."
Business Support
Pike13 offers dedicated onboarding specialists to help you get started. With flexible payment options and a well-rounded feature set, it's a great choice for martial arts schools aiming to modernize their payment systems and streamline operations. Each plan is packed with tools to support growth while maintaining efficiency.
6. Gymdesk
Gymdesk is a payment platform tailored for martial arts schools, handling over $100 million in transactions annually. It combines membership management tools with seamless payment processing to support business growth.
Payment Processing Capabilities
| Feature | Description |
|---|---|
| Payment Methods | Credit/debit cards, bank transfers |
| Integration Options | Stripe, Square, Authorize.net |
| In-Person Hardware | BBPOS WisePOS E (Stripe), Square Terminal |
| Processing Fees | Starting at 2.75% + $0.25 per transaction |
| Additional Charges | No extra fees beyond processor rates |
Membership Management
Gymdesk simplifies billing by managing recurring and one-time membership fees. It automatically retries failed payments and sends alerts for expired cards or overdue payments, reducing the administrative burden.
Pricing Structure
| Plan Type | Monthly Cost | Member Limit |
|---|---|---|
| Micro Gym | $75 | Up to 50 |
| Small Gym | $100 | 51–100 |
| Medium Gym | $150 | 101–200 |
| Large Gym | $200 | 201–400 |
| Enterprise | Custom | Custom |
Every plan includes unlimited staff accounts and a responsive gym website.
Gymdesk is crafted to simplify daily operations while providing secure and reliable payment processing.
Real User Success Stories
Martial arts school owners often share how Gymdesk has positively impacted their businesses. Heidi Smith of Mission Submissions shared:
"Our membership doubled within the first four months using this product - it was pretty incredible... Love this software!"
Andrew Cameron of Wing Chun International praised its user-friendly design:
"With Gymdesk it was totally different - easy to set up, easy to use and members and staff love it... I give it a perfect 10 out of 10."
Revenue Management Features
Gymdesk also includes tools to help manage finances effectively, such as:
- Revenue reporting and projections
- Online member portals for self-service billing
- Integrated point-of-sale for merchandise sales
- Automated payment issue resolution
Michael Sugar from Advantage Martial Arts highlighted the platform's impact:
"This software is amazing! It's already saved me time and money and I wish I switched sooner."
With its efficient design and secure payment options, Gymdesk is an excellent choice for martial arts schools. Up next, we'll dive into Clubworx to wrap up the top payment tools overview.
7. Clubworx
Clubworx is a platform designed specifically for martial arts schools, combining payment processing with tools for managing belt rankings and skill progression. It simplifies operations by integrating these features with its payment systems.
Payment Processing Features
| Feature | Details |
|---|---|
| Payment Integration | Uses Stripe for credit card payments |
| Billing Options | Supports recurring payments and automated invoicing |
| SMS Credits | Includes 150–500 free messages, depending on the plan |
| Member Portal | Offers mobile access for self-service payments |
| Automated Systems | Handles payment reminders and billing cycles automatically |
Membership Management
Clubworx makes managing memberships easier with automated billing and flexible payment plans. It also tracks attendance and skill progression, helping instructors manage students more efficiently.
Attendance Tracking Options
Clubworx provides several ways to track attendance:
- Class Kiosk Mode: Students can check themselves into classes using a tablet, computer, or phone.
- General Kiosk Mode: Members can check into sessions they’ve pre-booked.
- Roll Call: Staff can track attendance manually while accessing detailed member information.
These options work seamlessly with the platform's other automation tools to streamline operations.
Success Story
In 2017, ZiChuan Lim adopted Clubworx to replace the manual systems at his Taekwondo club, which he had taken over the year before. By automating processes, he was able to focus on expanding the club, eventually opening a full-time training center.
Pricing Structure
| Plan | Monthly Cost | Member Limit | Key Features |
|---|---|---|---|
| Growing | $29 | Up to 100 | Includes basic attendance tracking and online waivers |
| Accelerating | $49 | Up to 250 | Adds a mobile portal, analytics, and reporting |
| Established | $79 | 251+ | Offers automated payments and a free website |
Integration Capabilities
Clubworx integrates with essential business tools, enhancing its payment processing and keeping everything centralized.
"ClubWorx offers EVERY feature we were looking for, and our ClubWorx representative has gone above and beyond helping us get everything programmed and set-up properly. The software is fantastic and the customer service is second-to-none. Everything is going as planned and promised and we couldn't be happier!" - Lynell R., Martial arts studio
Clubworx delivers specialized tools tailored for martial arts schools, from automated billing to skill tracking, making it a strong choice for dojo management.
Features and Pricing Comparison
When evaluating payment tools, focus on those that simplify processing, handle memberships effectively, and provide clear analytics. Many platforms offer automated billing and class booking, but only a few are tailored to martial arts schools with features like belt progression tracking or custom-branded apps.
Look for a solution that:
- Covers the basics: Tools like online payment processing, automated billing, and member communication should be included.
- Caters to martial arts needs: Features such as progress tracking and workout creation tools are a must for martial arts clubs.
- Has transparent pricing: The cost should align with your school’s size, whether you’re running a small club or a larger academy.
- Works with your current tools: Integration with your existing accounting software and website is crucial for smooth operations.
Which Tool Fits Your School
When it comes to managing martial arts schools, the right payment tool can make a big difference. Your choice will depend on the size of your school and its specific needs. Let’s take a closer look at some of the top options based on your academy's scale.
For small schools (under 50 students), Kicksite is a solid option. Starting at $49/month for up to 25 students, it offers a straightforward setup and a focused feature set, making it a great choice for newer or smaller dojos.
"I've run martial arts schools for almost 15 years. I tried many CRM softwares in the past but none is like Kicksite, by far the best in the business." - Rodrigo Antunes, Six Blades Denver
For medium-sized academies, Gymdesk is worth considering. Priced at $75/month for up to 50 members, it combines essential management tools with features tailored for martial arts schools.
"Great value for a very reasonable price. The team is extremely responsive, and suggestions are made into new features all the time." - Ray Effler, Livingstone Karate
As your academy grows, your needs will change. For large, multi-location operations, Clubworx offers advanced capabilities like centralized management, customizable fee structures, and easy program replication across multiple locations.
When evaluating tools, focus on features like payment processing, belt progression tracking, automated billing, and mobile accessibility. Make sure the tool integrates smoothly with your existing systems and supports your future growth plans.
"We switched from Kicksite to Gymdesk... They are also more cost effective per student compared to Kicksite. Extremely impressed so far and would definitely recommend people give their software a try." - Michael Jones, Escambia Martial Arts
Pick a tool that meets your current needs, can grow with you, and fits seamlessly into your daily operations. Reliable payment processing and efficient member management should always be top priorities.