For martial arts clubs and dojos in Canada
Martial arts club management software that runs the dojo, not the paperwork.
Little Dragons through to the senior mat, gradings each term and the odd tournament weekend — ClubHelix handles your dojo’s enrolments, memberships, grading entries and comms so instructors can stay on the mat.
Year-round · gradings each term · Updated 10 Aug 2026
Why boards of martial arts clubs come to us
The same problems show up in every board meeting. ClubHelix is built to retire each one for good.
- Memberships paid in cash at the door and recorded in a diary the treasurer can’t read.
- Grading day entries taken verbally after class, then a scramble to work out who actually nominated.
- No clean record of who is at which belt — it lives in the head instructor’s memory.
- Tournament entries and payments handled over three different messaging apps.
- Parents of minor asking every week whether practice is on during school holidays.
What ClubHelix does for martial arts clubs
The platform mapped onto the moments your season actually runs on.
Class enrolments by level
Run minor, teens and seniors as term programs with per-class capacity, or ongoing memberships with a set renewal cycle — enrolment and payment happen online in one step either way.
Gradings
Each grading day is a paid registration form with belt-level fields, so nominations close on a date, payments are in before the day, and the panel gets a clean candidate list by level instead of a verbal roll call.
Membership and belt records
Every student is a member record with paid-up status the front desk can check at a glance, plus custom fields for current belt and grading history — the club’s record, not one instructor’s memory.
Attendance on the mat
Mark class attendance from a phone as students bow in — useful when grading eligibility depends on classes attended, and when a parent asks how often their child actually trained.
Tournaments and inter-club events
Tournament entries run as registration forms with division and weight fields and payment attached; travel details and schedules publish as events with calendar feeds for every family.
Dojo communications and shop
Broadcast holiday-timetable changes to the right classes only, and sell gis, belts, sparring gear and club shirts through the shop with size variants and stock tracking.
Grading and the term
Who is enrolled, who is attending often enough to grade, whose fees have lapsed, and which instructors hold current accreditation. Attendance reporting turns "has this student trained enough to grade?" into a number rather than a recollection.
What is martial arts club management software?
Martial arts club management software — dojo management software, if that's the word your club uses — is one system for the jobs that otherwise live in a diary at the front desk: who trains, who has paid, who holds which belt, and who has nominated for grading day. ClubHelix covers each of those with a real module: class programs for minor, teens and seniors with per-class capacity, online membership sign-up and renewal so fees stop arriving as cash at the door, grading nominations as paid registration forms, attendance marked from a phone as students bow in, broadcasts that reach only the classes a holiday timetable affects, and a team store for gis, belts and sparring gear with size variants and stock tracking.
The part generic software misses is rank. A dojo's member list without belt levels is half a list, and too many clubs keep the other half in the head instructor's memory. ClubHelix member records carry custom fields for current belt and grading history, so the club — not one person — holds the record.
Grading day without the verbal roll call
Nominations for a grading are usually taken verbally after class, and then somebody spends a week working out who actually put their hand up. Run each grading day as a paid registration form with belt-level fields instead: students or their parents nominate online, the grading fee is collected in the same step, entries close on a set date, and the panel receives a clean candidate list grouped by belt rather than a best guess. Because attendance has been marked on the mat all term, eligibility questions — has this student trained enough classes to grade? — are settled from the record, and admins can filter the member register by level while planning the day.
Enrolments, memberships and tournament weekends
Charge the way your dojo actually charges. Run term-based class enrolment with per-class capacity, or ongoing memberships with a set renewal cycle — either way, enrolment and payment happen online in one step, and the front desk can see at a glance who is financial. One parent account links every child in the family, enrols each into the right classes, pays once and receives only the messages for those classes. When a tournament weekend arrives, entries run as registration forms with division and weight fields and payment attached, while travel details and schedules publish as events with calendar feeds for every family — instead of spreading across three messaging apps.
A martial arts club website that answers the holiday question
"Is practice on during the school holidays?" is the question every junior parent asks, every term. Give it a page. Your public site runs on the same platform as your admin: use the page editor to publish the timetable, grading dates, tournament news and a beginners' page that ends in a sign-up button. Start from the template gallery rather than a blank screen, and open the live demo to see what families will find when they search for a dojo near them.
Free martial arts club management software to start
Every ClubHelix club starts on the free plan — your dojo website and core admin at no cost, with no time limit attached. When you want paid features such as online class enrolment with payment, each paid plan carries a 14-day free trial, bills on a 28-day cycle and can be cancelled at any time; current tiers are on the pricing page. Membership and grading money settles straight to the club's own Stripe account — ClubHelix never holds your funds, and the platform fee is never surcharged to your students.
Moving the dojo off paper
ClubHelix runs dojos and martial arts clubs in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa, with payments settling in your local currency through your own account.
Most clubs arrive with a cash tin, a diary and one instructor who knows everyone's belt. Import the member list, set up your classes, and run one term in parallel if you want the safety net — the diary usually retires within the first grading cycle. Talk to us if you would like a hand, or read the complete guide to running a martial arts club for the bigger picture: instructors, insurance, gradings and growth.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
Programs & enrolment
Term programs, clinics and come-and-try days — term or casual enrolment, capacity with waitlists, and session attendance.
Self-registration
Club membership software that handles the joining for you: online registration and season sign-ups on your own branded site, with email verification and optional admin approval.
RSVPs & attendance
Availability tracking and a training attendance register in one — going, maybe or can't make it, with QR and kiosk check-in on the day.
Accreditations
Track working-with-children checks, background checks, first aid and coaching credentials — with expiry reminders, verification and position requirements.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Club shop
Run a club shop or team store: take uniform, kit and spirit wear orders online with variants, carts and order management — with GST handled properly on every sale.
Mobile app
A club app of your own — install-to-home-screen with your branding, push notifications and digital membership cards, no app store required.
Reports & analytics
Club reporting software with 341 built-in reports live today — membership, money, compliance and match day — with CSV and PDF exports, saved views and packs that email themselves.
Frequently asked questions
The questions martial arts club boards ask before signing up.
- Yes. Member records carry custom fields, so current belt and grading dates live against each student — and admins can filter the member list by level when planning a grading day.
- A grading is a paid registration form: students (or parents) nominate online, pay the grading fee in the same step, and the panel gets a final candidate list grouped by belt when entries close.
- Both. Run term-based class enrolment like a gymnastics club, or ongoing membership types with set renewal periods — and the front desk always sees who is financial.
- Yes. One parent account links each child, enrols them in the right classes, pays once and receives only the comms for the classes their children attend.
- Yes. Every ClubHelix club starts on the free plan — put your dojo website and core admin online at no cost, and upgrade only when you need paid features. Paid plans carry a 14-day free trial and bill on a 28-day cycle you can cancel any time.
- ClubHelix starts free, and paid tiers add capacity and features as the dojo grows — billed every 28 days, no yearly lock-in; current tiers are on the pricing page. Online payments carry a small published platform fee that is never surcharged to your students.
Can we track each student’s belt level and grading history?
How do grading-day nominations and payments work?
Do you support ongoing memberships as well as term enrolments?
Can parents manage multiple children practice at different levels?
Is there free martial arts club management software?
How much does dojo management software cost?
More clubs like yours
ClubHelix isn't a single-sport tool — browse other sports we support out of the box.
Bring your martial arts club online in under 30 minutes.
Start on the free plan, then take a 14-day free trial of paid features when you're ready — nothing to pay today, cancel any time before the trial ends.