Choosing gym management software is a significant decision for any martial arts school. The wrong choice means wasted money, frustrated staff, and potentially lost students. This guide compares popular options and helps you understand what to look for.
While we offer martial arts software ourselves, this comparison aims to help you make an informed decision based on your specific needs—not just push our solution.
What to Look For
Essential Features for Martial Arts
Student management:
- Contact information and family accounts
- Belt rank and progression tracking
- Attendance history
- Communication preferences
Belt/rank tracking:
- Multi-rank systems support
- Time-in-rank requirements
- Attendance prerequisites
- Promotion scheduling
- Multiple arts if applicable
Scheduling:
- Class scheduling and management
- Private lesson booking
- Instructor assignment
- Capacity limits
Billing:
- Recurring membership billing
- Family accounts with discounts
- Testing and seminar fees
- Multiple payment methods
Nice-to-Have Features
Lead management:
- Trial class scheduling
- Follow-up automation
- Conversion tracking
Communication:
- Email and SMS capabilities
- Automated reminders
- Bulk messaging
Reporting:
- Attendance reports
- Revenue analytics
- Retention metrics
- Custom reports
Software Categories
Martial Arts-Specific
Platforms built specifically for martial arts operations.
Advantages:
- Understand belt systems inherently
- Martial arts terminology
- Features designed for dojos
- Often smaller, more personal support
Disadvantages:
- Smaller vendor ecosystem
- May have fewer integrations
- Varying feature depth
General Fitness/Gym Software
Platforms designed for gyms and fitness facilities, adapted for martial arts.
Advantages:
- Robust feature sets
- Larger development resources
- More third-party integrations
- Extensive support resources
Disadvantages:
- Gym-focused terminology
- Belt tracking often limited
- May be over-featured for your needs
- Higher pricing tiers
Appointment/Booking Software
General scheduling platforms used for martial arts.
Advantages:
- Simple and focused
- Lower costs
- Easy to implement
- Good for basic needs
Disadvantages:
- No martial arts-specific features
- Limited rank tracking
- Separate billing required
- Minimal reporting
Popular Options Compared
Zen Planner
Overview: Comprehensive fitness business platform used by many martial arts schools.
Strengths:
- Robust feature set
- Strong billing capabilities
- Good reporting
- Mobile app included
Weaknesses:
- Designed primarily for fitness
- Can be complex to set up
- Higher price point
- Learning curve
Pricing: From £99/month (varies by features and size)
Best for: Medium to large schools wanting comprehensive features.
Mindbody
Overview: Major player in wellness software, used across fitness, spas, and martial arts.
Strengths:
- Well-known brand
- Marketplace exposure
- Comprehensive features
- Strong integrations
Weaknesses:
- Expensive at scale
- Complex pricing structure
- Designed for general wellness
- Some features unnecessary for martial arts
Pricing: From £129/month (can increase significantly)
Best for: Schools wanting brand recognition and marketplace visibility.
Kicksite
Overview: Built specifically for martial arts schools.
Strengths:
- Martial arts-focused
- Belt tracking included
- Lead management
- Reasonable pricing
Weaknesses:
- Smaller company
- Fewer integrations
- Interface can feel dated
- Limited customisation
Pricing: From £79/month
Best for: Traditional martial arts schools wanting purpose-built software.
Member Solutions (RhinoFit)
Overview: Membership management with martial arts features.
Strengths:
- Solid billing
- Belt tracking available
- Affordable pricing
- Good customer service
Weaknesses:
- Limited advanced features
- Basic reporting
- Interface not modern
- Mobile limitations
Pricing: From £57/month
Best for: Smaller schools focused on core functionality.
Glofox
Overview: Modern fitness platform with growing martial arts adoption.
Strengths:
- Modern interface
- Strong mobile app
- Good marketing tools
- Scalable
Weaknesses:
- Not martial arts-specific
- Belt tracking limited
- Higher pricing
- May be over-featured
Pricing: Custom pricing (typically £100+/month)
Best for: Modern schools wanting polished technology.
WellnessLiving
Overview: All-in-one business management for fitness and wellness.
Strengths:
- Comprehensive features
- Good marketing tools
- Rewards programme
- Staff management
Weaknesses:
- Complex platform
- Learning curve
- Not martial arts-specific
- Can be pricey
Pricing: From £89/month
Best for: Schools wanting marketing and rewards integration.
MyDojo.Software
Overview: Purpose-built for martial arts schools (our platform).
Strengths:
- Martial arts terminology
- Belt progression system
- Grading management
- Designed for dojos
Weaknesses:
- Smaller platform
- Fewer third-party integrations
- Newer to market
Pricing: From £49/month
Best for: Schools wanting martial arts-focused simplicity.
Comparison Table
| Platform | MA-Specific | Belt Tracking | Price From | Best For |
|---|---|---|---|---|
| Zen Planner | Partial | Good | £99 | Medium-large schools |
| Mindbody | No | Limited | £129 | Brand/marketplace value |
| Kicksite | Yes | Yes | £79 | Traditional dojos |
| RhinoFit | Partial | Basic | £57 | Budget-conscious |
| Glofox | No | Limited | £100 | Modern tech preference |
| WellnessLiving | No | Limited | £89 | Marketing-focused |
| MyDojo.Software | Yes | Yes | £49 | Small-medium schools |
Making Your Decision
Questions to Ask Yourself
About your school:
- How many students do you have?
- Do you teach multiple martial arts?
- How complex is your belt system?
- Do you need lead management?
- How important is mobile access?
About your budget:
- What can you afford monthly?
- What’s the cost of switching later?
- Are transaction fees acceptable?
- What features justify higher cost?
About your operations:
- Who will use the system daily?
- How tech-savvy is your team?
- What’s currently working well?
- What problems must be solved?
Questions to Ask Vendors
Features:
- Can you demonstrate belt rank tracking?
- How does family billing work?
- What reporting is available?
- Can I customise the terminology?
Pricing:
- What’s the all-in monthly cost?
- Are there transaction fees?
- What’s included vs. extra cost?
- Any setup or migration fees?
Support:
- What training is provided?
- What support is available?
- What’s the response time?
- Is there a knowledge base?
Technical:
- What data can I export?
- What integrations are available?
- What’s the uptime guarantee?
- How often do you update?
Red Flags
Be cautious of:
- Long contracts with exit penalties
- Hidden fees revealed after signing
- Poor reviews about support
- Unclear data ownership
- No free trial available
- Pushy sales tactics
Implementation Considerations
Data Migration
Expect to migrate:
- Student contact information
- Membership and billing details
- Belt rank history
- Attendance records
Migration challenges:
- Data format differences
- Historical data completeness
- Testing and verification time
- Parallel running period
Training Requirements
Staff training needs:
- Front desk daily operations
- Instructor attendance and mobile use
- Owner reporting and management
- Billing and payment handling
Transition Period
Plan for:
- 2-4 weeks minimum transition
- Parallel running with old system
- Student communication about changes
- Extra support initially
Total Cost Considerations
Beyond Monthly Fees
Additional costs to factor:
- Setup or migration fees
- Training costs
- Transaction fees (per payment)
- Add-on features
- Hardware (tablets, kiosks)
- Integration costs
Example Total Cost Calculation
| Cost Element | Option A | Option B |
|---|---|---|
| Monthly fee | £99 | £59 |
| Transaction fee (2%) on £10k | £200 | £0 |
| Annual total | £1,388 | £708 |
| 3-year total | £4,164 | £2,124 |
| Difference | — | £2,040 saved |
Transaction fees can significantly impact total cost at scale.
Summary
Choosing gym management software depends on:
- Your specific needs — Belt tracking, billing, scheduling requirements
- Your budget — Monthly fees plus all hidden costs
- Your technical comfort — Simple vs. feature-rich platforms
- Your growth plans — Scalability and flexibility
- Vendor reliability — Support, updates, longevity
There’s no universally “best” platform—only what’s best for your particular school.
Recommendations by School Type
Small traditional dojo (under 100 students): Simple, martial arts-specific platform like Kicksite or MyDojo.Software
Medium school (100-250 students): Balance of features and simplicity—Zen Planner, Kicksite, or MyDojo.Software
Large multi-location: Robust platform like Zen Planner, Mindbody, or enterprise solutions
MMA/competition focus: Modern platform with strong scheduling—Glofox, Zen Planner
Try Before You Commit
Most platforms offer free trials. Use them:
- Set up your actual belt structure
- Add real student data
- Process test payments
- Train staff on daily tasks
- Evaluate honestly
Start your free trial of MyDojo.Software to see if our martial arts-focused approach fits your school’s needs.
