The software made for martial arts schools
From karate, judo and taekwondo to BJJ, boxing and kickboxing: organise grade-based classes, fill them with public sign-up, take the register mat-side from your phone and get paid, without spreadsheets or a drawer full of paper licences.
Management software built for the way a martial arts school runs
A martial arts school is the same lesson, repeated every week, layered over a slow-moving progression that can take years: fixed mat space, instructors who can only safely supervise so many students at once, classes split by grade and age, and parents enrolling children alongside adults who manage their own training. Add monthly memberships, gradings two or three times a year, trial classes and the constant trickle of beginners earning their next belt, and a paper register with a couple of spreadsheets falls behind almost immediately.
- Grade-based classes with belt progression
- Mat-safe instructor ratios and class caps
- Mat-side mobile register, no clipboard
- Memberships, packs and family discounts in one place
ClassWolf is martial-arts management software that pulls all of it into one calm system. You set up grade-based classes once and every session for the term lands on a weekly calendar automatically. You cap each class to a mat-safe ratio, open public sign-up for the slots you want to fill, take the register mat-side on a phone (no clipboard, no shoes on the tatami), sell memberships and class packs at reception, schedule belt gradings and promote whole groups, and issue compliant invoices when you need them. Reception, instructors and the head of the school finally work from one shared view.
It is built for European schools from day one, with multi-language communication for staff and families, EU electronic invoicing and GDPR-friendly consent capture. And it starts free: the Cub plan is genuinely free forever for a small dojo, so you can set everything up and run real classes before you ever think about paying.
Built around how a martial arts school actually runs
Belts, grades and gradings
Organise classes by grade and run beginners, intermediates and advanced in parallel. Schedule a grading, record who passed and to which belt, and promote a whole group to the next class in one move, closing the old course and carrying students across without re-typing a single name or losing their history.
Mat-safe ratios and capacity
Every class has a hard capacity, so an instructor is never over-subscribed and the mat is never overcrowded for sparring. The public sign-up page enforces the same limit, and once a class is full, students join a waitlist and are promoted automatically when a place frees up.
Memberships, packs and trials that look after themselves
Sell a monthly membership, a ten-class pack or a single trial at reception. When you take the register, the right credit is debited automatically, expiry and renewals are tracked, and you can see who has classes left at a glance, so chasing dues and renewals stops being guesswork.
Kids, teens and adults in one roster
A parent can be the contact while the child trains, adults manage their own place, and everyone gets the right reminders. Per-user permissions let you invite reception and instructors without handing over billing or settings, and every change is recorded in a full audit trail.
Everything your dojo needs, in one place
The day-to-day tools a busy martial arts school opens every session, designed to work together rather than as six disconnected apps.
Recurring schedule on autopilot
Set the weekdays, mat, time and instructors for a class once. Every session for the term is generated automatically on a colour-coded weekly calendar and stays in sync if you change the source course. Cancel a session and the enrolled families are notified in one click.
Mat-side mobile register
Open a session on a phone and tap each row to mark present, absent, late or excused. Add a drop-in by searching or create a new student in three fields without leaving the screen. Everything autosaves, and membership or pack credits are debited as you go.
Branded public enrollment
Mark a class as public and you get a shareable sign-up link for your school. Students enrol, receive a branded confirmation email and roll onto the waitlist if the class is full, all without you touching a spreadsheet.
Fee collection and overdue tracking
See who has paid, who is on a membership and who owes money, by month and by class. The collection view turns the awkward chase into a glance, so you contact fewer people and at the right time.
Instructor payouts by your rules
Pay instructors a fixed amount or a percentage of the fees actually collected for their classes. ClassWolf does the maths per instructor and per month and produces a clean payout report you can hand over or export.
Insights, birthdays and history
A day-by-hour attendance heatmap shows which classes and instructors are really working. Birthdays of the week are surfaced for a personal touch, and a full audit trail keeps the history of your school so nothing is lost.
From sign-up to first class in one afternoon
- 1
Create your school
Pick your country and main discipline. ClassWolf sets your timezone, language and tax regime, so the defaults already match how you work.
- 2
Add mats, instructors and grades
A short wizard maps your training spaces, your instructors and the grades you teach. Already have a list of students? Import it from a spreadsheet in a couple of clicks.
- 3
Open your classes and share the link
Set the weekly schedule and capacity for each class, mark the ones you want to fill as public, and share the branded enrollment link on Instagram, WhatsApp or your website.
- 4
Take the register and get paid
Mark attendance from the mat, sell memberships at reception, and watch credits, waitlists and payouts update themselves while you teach.
Made for European martial arts schools
ClassWolf speaks your families’ language. The staff app and every automated email are available in English, Spanish, Italian, French and German, and the school’s locale drives which one members receive, so a parent who signed up in Spanish is never confused by an English reminder.
- Staff app and emails in 5 languages
- EU e-invoicing: Verifactu (Spain), SDI (Italy)
- GDPR consent capture and EU-based hosting
On the compliance side, EU electronic invoicing is built in, with Verifactu for Spain and SDI for Italy and more countries arriving as we onboard schools there. Marketing and photo consents are captured at sign-up the GDPR-friendly way, data is stored on EU-based infrastructure, and nothing is ever hard-deleted: deactivating a student preserves the full grading history so you keep your records without keeping clutter.
Martial arts school FAQ
Can I cap classes to a mat-safe ratio?
Yes. Every class has a hard capacity, so an instructor is never over-subscribed and the mat is never overcrowded for sparring. The public sign-up page enforces the same cap, and extra students join a waitlist and are promoted automatically when a place opens.
Does it handle belts, grades and gradings?
Yes. Organise classes by grade and run several levels in parallel. Schedule a grading, record who passed and to which belt, and promote a whole group to the next class in one move, which closes the old course and carries students across without retyping names.
Can students buy memberships and class packs?
Yes. Sell monthly memberships, ten-class packs or single trials at reception. When you take the register, ClassWolf debits the right credit automatically and tracks expiry, so the balance is always correct and renewals stop being guesswork.
How do instructor payments work?
You set the rule per instructor: a fixed fee or a percentage of the fees actually collected for the classes they taught. ClassWolf calculates each payout per month and produces a report you can review, export or hand to your accountant.
Do you take a cut of my payments?
No. ClassWolf never takes a percentage of your revenue. When online payments arrive you will connect your own provider and pay only that provider’s standard processing fee, directly to them.
Is the free plan really free?
Yes. The Cub plan is free forever for a small school: up to three classes, three disciplines, three instructors and thirty students, with public enrollment and branded emails included. Upgrade to Starter when you grow.
Start your martial arts school in five minutes
No credit card, no setup fee, no sales call. Create your school, set up your first classes and run your first session today, then upgrade only when you grow.