Stop Losing Prospective Students to Slow Follow-Ups Capture and Convert Every Belt-Curious Lead
Imagine turning a casual walk-in inquiry into a lifelong black belt journey. With our custom AI lead management, martial arts schools like yours see 30% higher enrollment rates and cut follow-up time by 50%—all without the chaos of mismatched software.
Join 150+ businesses with streamlined student pipelines
The "Lead Leakage" Problem
Prospective students ghost after their first free intro class, as manual follow-ups via text or email get buried under packed teaching schedules for belt testing and group drills
Instructors waste hours chasing low-interest leads on self-defense or kids' programs instead of focusing on belt promotions, technique drills, or personalized sparring sessions
One-size-fits-all CRM tools fail to capture martial arts-specific details like preferred styles (e.g., Brazilian Jiu-Jitsu vs. Taekwondo), belt level goals, or family involvement in sibling classes
Seasonal enrollment spikes from back-to-school self-defense trials or New Year's resolution bootcamps overwhelm staff with disorganized lead tracking across multiple class formats
Missed opportunities for retention, as early drop-off risks in beginner white-belt students aren't flagged before their first belt test or progress evaluation
Fragmented tools mean parent inquiries about kids' anti-bullying karate programs or family wellness packages get lost, hurting sibling sign-ups and long-term dojo loyalty
Our Tailored Lead Management Solution for Martial Arts Schools
We've built AI systems for over 50 wellness businesses, including dojos that doubled their trial-to-enrollment conversions
Why Choose Us
Let's be honest, running a martial arts school means juggling gi washes, class rosters, and that endless stream of inquiries from parents hoping to build their kid's confidence. Here's the thing: generic lead tools treat your prospects like faceless data points, but we craft something different. Our custom-built AI lead management is designed from the ground up for your exact workflow—capturing details like interest in Brazilian Jiu-Jitsu versus Taekwondo, automating nurturing sequences that feel as personal as a one-on-one sparring session, and integrating with your class booking system to turn curiosity into committed students. You're probably thinking, 'Will this fit our small team?' Absolutely. It's flexible, scalable, and owned by you—no more subscription traps.
What Makes Us Different:
Unlock Your School's Growth Potential with Precision Lead Handling
Boost Enrollment Without Extra Marketing Spend
Boost Enrollment Without Extra Marketing Spend: Picture this: a parent inquires about self-defense classes for their teen via your website form. Our AI instantly qualifies them based on interest in striking vs. grappling, sends a personalized video demo of your adult program with real student testimonials, and books a trial class—all in under 5 minutes. Martial arts schools using this see 25-40% more sign-ups from warm leads within the first month, freeing your budget for gi upgrades or mat replacements instead of ads.
Retain Students from Day One with Smart Nurturing
Retain Students from Day One with Smart Nurturing: Retention in martial arts is like building muscle—consistent effort pays off. We automate personalized check-ins post-trial class, flagging at-risk leads if they miss a follow-up open mat or show hesitation in progress surveys, and suggest targeted retention boosters like family bundle discounts for sibling enrollment. One school reported holding onto 15% more beginners through their first white-to-yellow belt grading cycle, reducing early drop-offs by half.
Streamline Operations So You Focus on Teaching
Streamline Operations So You Focus on Teaching: No more spreadsheets for tracking who attended open mats, expressed interest in weapons training like nunchaku, or completed their initial fitness assessment. Our system handles it all, integrating with your POS for seamless belt test fees and trial class payments, reducing admin time by up to 20 hours a week—time you can spend perfecting katas, leading partner drills, or mentoring black belt candidates with your students.
What Clients Say
""Before AIQ, we'd get 20 inquiries a week from local parents via our site, but half never heard back because our front desk was slammed with back-to-back kids' classes and adult belt testing. Now, the AI sorts them by interest—like kids wanting karate for bullying prevention or teens eyeing Muay Thai—and follows up automatically with tailored trial invites. We went from 10 new enrollments a month to 18 in just the first quarter, and it's cut my email time in half, letting me focus on curriculum planning.""
Mike Chen
Owner and Head Instructor, Dragon Fist Martial Arts Academy in Seattle
""As a small dojo with just three instructors handling evening self-defense workshops, tracking leads for our women's empowerment program was total chaos amid class prep and gear maintenance. Their custom system now pulls in details from website forms, intake quizzes on prior experience, and texts us priority ones during peak hours like post-work rushes. Last quarter, we filled three extra women's classes without hiring more staff—honestly, it's like having an extra black belt on the team for admin support.""
Sarah Lopez
Founder and Lead Instructor, Empower Dojo in Austin
""We struggled with seasonal drops after our summer self-defense camps, losing follow-ups on families interested in ongoing kids' programs or parent-child jiu-jitsu classes. The AI lead scorer identifies hot prospects based on their camp feedback surveys and engagement levels, prioritizing those mentioning family fitness goals, and we've retained 12 more families year-over-year through automated nurture sequences. Setup took just two weeks, and it's already boosted our winter enrollment by 20%.""
Raj Patel
Owner, Apex Martial Arts Center in Chicago
Simple 3-Step Process
Discovery and Customization
We dive into your school's unique flow— from open house events to belt testing cycles—and map out a lead capture system tailored to your styles and student demographics.
AI Build and Integration
Our engineers construct your custom AI, linking it to your existing tools like class schedulers and email lists, ensuring every prospect's journey feels seamless and personal.
Launch, Train, and Optimize
We roll it out with hands-on training for your team, then monitor performance—tweaking based on real data like conversion rates from trial classes—to keep your pipeline strong.
Why We're Different
What's Included
Common Questions
How does your lead management handle the unique flow of martial arts inquiries, like trial classes?
Great question—martial arts leads aren't like standard sales; they're about building trust through experiences. We customize the AI to capture specifics right from the first contact, such as interest in kids' karate or adult MMA. It then automates a sequence: an instant confirmation email with class details, a follow-up text 24 hours later with a quick video tip, and a booking nudge before the trial. For one dojo, this turned 60% of trials into paid months, because it feels personal, not pushy. We integrate with your calendar to avoid overbooking, and you own the whole setup—no ongoing fees eating into your revenue.
What if my school is small and doesn't have a tech-savvy team?
You're probably thinking this sounds advanced, but here's the thing: we design it for simplicity. Think of it like a well-choreographed form—smooth and intuitive. After building, we provide tailored training sessions, often just 2-3 hours, showing your front desk how to view leads on a simple app. No coding needed. One small taekwondo school with two instructors told us it felt like 'an extra staff member who never forgets a name.' We also include ongoing support for tweaks, ensuring it fits as your classes grow, without overwhelming your daily routine of warm-ups and cool-downs.
Can this integrate with our existing class management or payment software?
Absolutely, integration is our specialty. We don't force you into new tools; instead, we connect deeply with what you already use—like Mindbody for scheduling or Stripe for payments. For example, when a lead books a trial, it auto-syncs to your roster and flags any payment follows post-class. We've done this for 30+ fitness spots, reducing data entry errors by 70%. It's two-way, so attendance updates lead scores automatically. If something breaks—like during a busy tournament season—we fix it fast. This unified approach means less juggling, more focus on what matters: guiding students to their next belt.
How secure is the data for parent and student inquiries?
Security is non-negotiable, especially with families sharing details about kids' programs. We build with enterprise-grade encryption and compliance in mind, like GDPR for any international students or basic privacy for local dojos. Data stays in your controlled environment—no cloud rentals leaking info. For instance, we anonymize sensitive bits during scoring but keep essentials accessible for follow-ups. A client running self-defense classes appreciated how it handled consent forms automatically, avoiding any mishaps. We audit everything post-launch, so you can trust it as much as your school's reputation for discipline and integrity.
What's the timeline to get this up and running for my martial arts school?
Let's be honest, you need results fast—not months of waiting while leads slip away. Our process is efficient: week one for discovery, where we learn your workflow (like handling walk-ins versus online forms); weeks two to four for building and testing the AI, including custom touches for your programs; and by week five, you're live with training. One school saw their first automated enrollments within days of launch. It's flexible—if you're prepping for a big open house, we prioritize that. Total cost? Built for SMBs like yours, starting around $15K, but it pays back in months through higher retention and fewer missed opportunities.
Will this help with retention beyond just new leads?
Yes, and it's a game-changer for martial arts, where keeping students motivated through plateaus is key. Our system doesn't stop at acquisition; it tracks early behaviors, like if a new white belt skips a session, triggering a gentle re-engagement nudge—maybe a free private lesson offer. We've seen schools boost retention by 20% this way, turning one-and-done trials into years of loyalty. It's like having an AI sensei spotting when a student needs encouragement. Integrated with your progress tracking, it flags risks early, so you can intervene before they bow out. Custom, owned by you, and focused on the long haul.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.