Stop Losing New Students to Slow Onboarding Automate Your Welcoming Process Today
Imagine saving 15+ hours per week on paperwork and follow-ups, while boosting retention by 30% through seamless experiences—no more subscription sprawl or manual headaches.
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The "Onboarding Overload" Problem
Chasing down paperwork for new belts and waivers delays class starts by 10-15 minutes, frustrating eager students and disrupting the dojo's flow
Manual scheduling for trial classes leads to missed enrollments and empty mats during peak hours like after-school rushes
Inconsistent follow-ups after free intro sessions cause 50% dropout before paying dues, losing potential long-term members to competing gyms
Tracking gear requirements like gis and payments scatters data across emails and spreadsheets, leading to billing errors during belt promotions
Overwhelmed instructors spend evenings on admin instead of technique drills or recovery planning for the next session
New parents feel lost without clear paths to family classes, kid belt tracking, and wellness goal integration
Our Custom AI-Driven Onboarding Solution
We've helped dozens of martial arts schools like yours replace chaotic manual processes with owned, scalable systems that fit your dojo's unique flow.
Why Choose Us
Let's be honest, onboarding in a martial arts school isn't just paperwork—it's the first strike in building loyalty. We build a custom AI system tailored to your workflow, from automated waiver signing to personalized gi sizing quizzes. No off-the-shelf templates here; it's all designed for your belt progression, class packs, and community vibe. You're probably thinking, 'How does this integrate with my current setup?' We dive deep, connecting your scheduling software and payment gateway for a seamless handoff. The result? A unified dashboard where you see every new student's journey in real-time, like having an extra black belt handling the details.
What Makes Us Different:
Unlock Real ROI for Your Dojo
Save 15-20 Hours Weekly on Admin
Save 15-20 Hours Weekly on Admin: Here's the thing: instead of you or your front desk wrestling with enrollment forms after a long day of sparring sessions, our automation handles it all. New students sign digitally on their phone during the tour, payments process instantly, and you're notified only for high-touch moments like goal-setting chats. That's time back for what matters—coaching technique and fostering that sense of family in your school, with real examples like auto-generating post-class recovery tips in under 2 minutes.
Boost Retention and Revenue by 25-35%
Boost Retention and Revenue by 25-35%: Wasted time on manual work kills momentum, especially when a promising student ghosts after week one. Our system personalizes the path—like auto-sending progress trackers tied to their first belt test within 24 hours—turning one-time trials into lifelong members. Schools see quicker ROI, with payback in under three months through higher sign-up rates and fewer refunds, such as reducing no-shows by 40% via reminder sequences.
Scale Without Hiring More Staff
Scale Without Hiring More Staff: Picture your dojo growing from 50 to 150 students without adding headcount. Automation scales with you, handling surges during back-to-school sign-ups or summer camps by auto-adjusting class capacities in real-time. Efficiency gains mean your team focuses on member experience, like one-on-one feedback during warm-ups, leading to glowing reviews and word-of-mouth referrals that fill your classes organically within the first season.
What Clients Say
"Before AIQ, we'd spend Fridays chasing signatures for new kids' waivers, delaying our Saturday family classes, and half our trials never converted due to forgotten follow-ups. Now, the system auto-sends everything via app notifications, and we've kept 12 out of 15 trial students this quarter—plus, our retention hit 85% after implementing personalized belt progress emails. It's like having an assistant who never tires—freed up my evenings for family, too."
Mike Tanaka
Owner and Head Coach, Eastside Karate Academy in Seattle
"Our old process had parents emailing questions about poomsae class times at all hours, pulling me from coaching black belt candidates. After implementing their custom onboarding with integrated calendar syncs, responses are instant, and enrollment jumped 28% last month during our spring trial push. No more lost leads; it's tailored perfectly to our taekwondo focus, including auto-reminders for uniform fittings."
Sarah Lopez
Head Instructor and Program Director, Phoenix Dojo in Arizona
"I was skeptical about AI for a small school, but they built something that fits our jiu-jitsu flow exactly—auto-matches gear like rash guards to belt levels, tracks attendance from day one via QR check-ins, and even flags injury recovery milestones. Saved us about 18 hours a week on admin, and retention's up 32% because newbies feel supported right away with weekly technique video recaps."
Raj Patel
Founder and Lead Grappling Coach, Urban Grappling Center in Chicago
Simple 3-Step Process
Discovery and Mapping
We start with a deep dive into your school's current onboarding—like how you handle family sign-ups or belt trial logistics—to map out a custom blueprint that saves you the most time.
Build and Integrate
Our team codes your AI workflows from scratch, linking to your existing tools for things like payment confirmations and class reminders, ensuring everything runs smoothly without disruptions.
Test, Launch, and Optimize
We test with your first few cohorts, launch seamlessly, and monitor for tweaks—like refining follow-up timing based on your peak enrollment seasons—delivering ongoing efficiency.
Why We're Different
What's Included
Common Questions
How does this automation handle different age groups in martial arts?
We customize the workflows to segment by kids, teens, and adults—think age-appropriate content like fun animations for young ones or advanced technique previews for grown-ups. For instance, the system auto-detects family sign-ups and bundles sibling discounts. This not only saves time but ensures everyone feels catered to, reducing drop-offs. We've seen schools cut setup confusion by 60%, letting instructors focus on building skills rather than explaining basics repeatedly.
What if my school uses specific software already, like Mindbody?
No worries—we specialize in deep, two-way integrations with tools like Mindbody, Zen Planner, or even custom spreadsheets. We map your exact data flows, so new student info from onboarding flows straight into your system without duplicates or errors. It's built to your workflow, not the other way around. One client integrated in a week and immediately saw cleaner rosters, saving hours on manual imports during peak seasons.
How secure is the student data in your system?
Security is non-negotiable, especially with minors' info. We use enterprise-grade encryption, GDPR-compliant storage, and role-based access so only authorized staff see sensitive details like emergency contacts. Regular audits and backups ensure nothing's lost, even if your dojo floods (hey, it happens). Unlike shared platforms, you own the data—no third-party risks. Schools report peace of mind, with zero breaches in our deployments.
Can this scale if my martial arts school expands to multiple locations?
Absolutely—our systems are designed for growth. We build with multi-location support, like location-specific class options during onboarding or centralized dashboards for chain owners. As you add branches, the AI adapts, handling increased volume without slowdowns. A client with two dojos expanded to four seamlessly, maintaining 95% automation efficiency and onboarding 50+ students weekly across sites.
What's the timeline and cost for implementation?
Timelines vary by complexity, but most schools are up and running in 4-6 weeks—starting with a quick audit, then building and testing. Costs are custom, based on your needs, often $5K-$15K upfront with ROI in months via time savings. No ongoing subscriptions; you own it. We provide a detailed quote after discovery, focusing on your pain points like high-volume trial weekends.
Will this improve our member retention specifically?
Yes, by making onboarding frictionless and personal—like auto-sending milestone reminders tied to belt tests—which builds excitement and connection early. Retention jumps because students feel valued from the start, not lost in admin. Data from our partners shows 25-40% lifts, with fewer early quits. It's not just efficiency; it's about creating that welcoming dojo atmosphere that keeps families coming back for years.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.