Stop Losing Potential Students to Forgotten Follow-Ups Custom CRM That Nurtures Leads into Loyal Dojo Members
Imagine capturing every walk-in inquiry, every trial class signup, and turning them into committed students without the chaos of scattered notes and missed emails. We're talking 80% higher conversion rates for schools like yours, built around your unique belt progression and class schedules.
Join 150+ martial arts schools boosting retention by 40%
The "Lead Leakage" Problem
Trial class signups for kids' karate sessions vanishing into email black holes, with only 20% converting to full enrollments
Instructors wasting 2-3 hours weekly on manual attendance tracking for taekwondo group classes instead of teaching striking techniques
Parents forgetting renewal reminders for junior judo programs amid busy family schedules, leading to 15% lapsed memberships quarterly
Overbooked dojos missing walk-in inquiries for adult kickboxing during peak evening hours, turning away potential 6-week challenge participants
Belt promotion data for student kata progress scattered across notebooks, delaying black belt advancements by months
Seasonal drop-offs in adult yoga fusion classes due to untargeted re-engagement, with 30% attendance dips post-holidays
Your Custom CRM: Built for the Rhythm of Martial Arts Training
We've partnered with over 50 martial arts schools to craft AI-driven systems that fit like a well-worn gi—comfortable, reliable, and ready for action.
Why Choose Us
Let's be honest, off-the-shelf CRMs treat your dojo like just another gym, ignoring the discipline of belt systems and the personal bonds in martial arts. We build yours from the ground up. Picture this: a lead from a kid's self-defense demo gets auto-nurtured with tailored videos on your teaching style, while adult prospects receive reminders tied to their interest in MMA. It's flexible, owned by you, and scales as your school grows—no more subscription traps.
What Makes Us Different:
Unlock Retention Like Never Before
Turn Walk-Ins into Long-Term Students
Turn Walk-Ins into Long-Term Students: You're probably thinking, 'How do I follow up without nagging?' Our system automates nurturing sequences that feel personal—like reminding a parent of their kid's excitement after that first karate class, or suggesting a family self-defense workshop. Schools see 35% more enrollments within 30 days, filling beginner white belts faster and boosting dojo revenue.
Boost Retention with Smart Insights
Boost Retention with Smart Insights: Here's the thing: students quit when progress feels stalled. We track everything from punch counts in taekwondo sessions to family feedback on flexibility gains, flagging at-risk members early with personalized progress reports. One school cut churn by 25% in six months by re-engaging with targeted belt-testing workshops, keeping mats full year-round.
Streamline Admin So You Focus on Training
Streamline Admin So You Focus on Training: Short on time? Our automations handle reminders for gi fittings, digital waivers for new kickboxing enrollees, and even personalized gi size recommendations based on body measurements. Instructors spend 5 fewer hours weekly on paperwork and more on perfecting forms—freeing up time for what matters: building discipline, community, and peak physical performance in your classes.
What Clients Say
"Before AIQ, we'd lose half our trial students because follow-ups were hit or miss—especially after those packed Saturday kids' karate intros. Now, the system sends personalized texts about upcoming yellow belt tests, and we've doubled our retention from 6-12 year-old classes in just four months. It's like having an extra black belt handling admin while we focus on technique drills."
Mike Tanaka
Owner, Eastside Karate Dojo, Seattle
"I was skeptical about custom tech for our small taekwondo school, but after three months, leads from open houses convert 40% better thanks to automated follow-ups on poomsae practice tips. The AI even suggests re-engagement emails for adults who paused their conditioning classes—saved us during the slow winter season with a 20% attendance rebound."
Sarah Lopez
Head Instructor, Apex Taekwondo Academy, Denver
"Juggling Google Sheets for student progress was a nightmare, especially tracking white-to-blue belt transitions and tournament prep reps. Their CRM integrates with our payment app, tracks everything from basic stance drills to advanced sparring sessions, and cut our no-shows by 30% over six months. Finally, tech that gets the martial arts grind and keeps our wellness community thriving."
David Chen
Founder and Chief Instructor, Iron Fist Martial Arts Academy, Portland
Simple 3-Step Process
Discovery Session
We dive into your dojo's flow—trial classes, belt ceremonies, peak hours—to map your exact lead challenges. No fluff, just understanding your world.
Custom Blueprint
Together, we design a CRM tailored to your style, like plotting a perfect kata. From lead capture at seminars to retention nudges post-promotion.
Build and Launch
Our team codes it production-ready, tests with your real data, and trains your staff. You own it fully, scaling as you add more mats or branches.
Why We're Different
What's Included
Common Questions
How does this CRM handle the unique flow of martial arts leads?
Martial arts leads aren't like standard gym signups—they start with trials, build through belts, and involve family dynamics. We customize the pipeline to mirror that: auto-capturing details from your open mat sessions, sending nurture sequences with technique teasers, and tracking progress to ensure timely enrollments. For example, if a prospect attends a kids' class, the system follows up with parent-specific content on discipline benefits. It's all built around your schedule, reducing drop-offs by focusing on what keeps students hooked. No generic funnels here; it's tailored to turn curiosity into commitment.
What's the difference from using something like Mindbody for leads?
Mindbody is great for scheduling, but it's a one-size-fits-all tool that leaves lead management feeling bolted-on. Our custom CRM integrates deeply with it, adding AI layers like behavior-based scoring—say, prioritizing leads who watched your demo video multiple times. You're not juggling apps; everything flows into one dashboard showing trial-to-enrollment rates. Schools using off-the-shelf often miss 30% of follow-ups; ours automates them intelligently, boosting conversions without extra staff time. Think of it as upgrading from a basic gi to one custom-fitted for your style.
How much does a custom CRM cost for a small dojo?
Costs vary by your needs, but for a typical martial arts school with 100-300 students, expect $15,000-$30,000 upfront for development, with no ongoing fees since you own it. That's often less than two years of multiple subscriptions you're ditching. We start with a free consult to scope exactly what you need—like basic lead tracking or full retention AI—and provide a fixed quote. One client recouped costs in four months through higher enrollments. It's an investment in owning your data, not renting someone else's limits.
Can it integrate with my current payment or scheduling software?
Absolutely—integration is our specialty. Whether you're on Mindbody, Zen Planner, or even custom setups, we create secure, two-way connections so leads sync instantly: a new signup auto-populates class spots and payment plans. No more manual entry that leads to errors during busy registration periods. For instance, if a lead books a trial via your website, it triggers a welcome email and adds them to your roster. We've handled everything from QuickBooks for dues to Google Calendar for privates, ensuring your workflow stays smooth as a well-executed kata.
How long does it take to build and see results?
From discovery to launch, it's usually 8-12 weeks, depending on complexity. We prioritize quick wins: in the first two weeks, you'll have a prototype for lead capture. Post-launch, schools see immediate lifts—like 20% more follow-through on trials—because it's tuned to your real processes. One dojo went live in 10 weeks and filled a stagnant adult class in the next month. We're hands-on during rollout, training your team so adoption is seamless, and we monitor for tweaks. It's not a big bang; it's steady progress, like advancing through ranks.
Will this help with seasonal retention dips in martial arts?
Seasonal slumps, like summer breaks or post-holiday lulls, hit dojos hard when families pause. Our CRM uses AI to predict and prevent them: analyzing past attendance to send re-engagement campaigns, such as 'Back-to-Belt' reminders with discounted privates. For a client, this turned a 15% summer drop into just 5% by personalizing offers based on each student's level. It's proactive—flagging families early with content on maintaining skills at home. Built for your calendar, it keeps momentum year-round, turning temporary pauses into loyal returns.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.