Martial Arts School CRM: Trials, Belts, Guardians and Retention

A martial arts school CRM keeps the whole student story: the trial lead, the belt history, the guardian's contact, the membership and the moment attendance starts slipping. Describe your school to Mythex and it builds the CRM with a real database, instructor logins and the lists you need each week.

Who it's for

Schools where trial leads sit in a message inbox, grading records live in a notebook, emergency contacts are on paper forms in a drawer, and students who drift away are only noticed when their payment fails.

What you can build

Trial leads: booked, attended, offered, joined or lost
Belt history with grading dates and examiners
Guardian contacts and emergency details for juniors
Membership plan and status per student
A call list of students absent for 14 days
Cancellation reasons recorded

Trial leads followed to the end

Most schools lose more trial students to no follow-up than to a bad class. Track each trial from booking to attended, offered and joined or lost, with a next action date. Call within a day of the trial while the experience is fresh, and record what the parent or student said. Conversion by class and instructor shows where the welcome works best.

Next action on every lead
Call within a day of the trial
Conversion by class and instructor

Belt history and grading readiness

Record every grading with date, belt awarded and examiner. Combine it with attendance since the last grading and the CRM can list who is eligible for the next one. That list makes planning gradings easy and lets instructors talk to students who are close but not yet ready.

Spot the drift early

Students rarely quit in one decision. Flag anyone who misses two weeks in a row and put them on the instructor's call list. A short, friendly call at that point brings many back. When someone does cancel, record why, such as schedule, cost, injury or lost interest; the pattern shows what you can fix, and an injury might mean offering a freeze instead.

14-day absence call list
Cancellation reasons
Freeze offered for injuries

Guardian and medical details

Every junior needs a guardian contact, a second emergency contact and any medical notes such as asthma or allergies. Keep these visible to instructors on the class list, not in a filing cabinet, and limited to staff. The child protection and data rules where you teach still apply.

A prompt to start from

Make a CRM for my martial arts school. Trial leads move through booked, attended, offered, joined or lost, with a next action date. Students have belt history (date, belt, examiner), membership plan and status, and for juniors a guardian contact, emergency contact and medical notes visible only to instructors. Show students eligible for the next grading, a call list of students absent 14 days, and record cancellation reasons.

Questions

Can the CRM tell me who is ready to grade?

Yes. Combine the belt history with attendance since the last grading and a required number of classes, and it lists eligible students.

Can it flag students who stop coming?

Yes. Ask for a list of students with no attendance in a set number of days. Instructors work through it and log each call.

Can parents update their own contact details?

Yes. Add parent logins where they edit contact and emergency details for their own children only.

Do I need to know any code?

No. You describe your school and Mythex builds the CRM. You change it by asking in chat.

Is there a free version?

Yes. The Free plan needs no card and includes daily credits. Pro is $25/month for a custom domain, code editing and export.

Templates to start from

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