One system for belts, classes, gradings, waivers, fees, uniform sales and tournament entries.
Manage a martial arts school in one system. Every student has a belt history, a class roster, a signed waiver and a fee account on one record. Gradings are listed from attendance and forms learned. Uniform sales, federation licences and tournament entries are kept alongside, and instructors are paid from the classes they taught.
- Belt ladders, class timetable and fee plans entered as your school runs them
- Student lists, current belts and unpaid fees migrated before the first day
- Edits to the syllabus and fee lists handled by GullySystem staff when asked
Dojos and academies teaching striking or grappling styles can use this system, which GullySystem builds around their belts and fees. Head instructors, assistants and the front desk work from it. Each student record carries a belt history, classes attended, waivers, fees and event entries, and the grading list is built from those records.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Trial and joining
An enquiry becomes a trial class on a set mat. Joining brings a record, a waiver to sign and a fee plan.
- 2
Class and roll
The student is placed in a class by age and rank. The instructor takes the roll, and children are signed in by a guardian.
- 3
Syllabus progress
Forms and techniques are signed off against the next belt as the instructor sees them performed.
- 4
Grading
The grading list is drawn from classes attended, forms signed off and the grading fee paid. The examiner records the result and the new belt.
- 5
Fees and sales
Monthly fees, family plans, grading fees and uniform purchases are billed, and receipts are issued.
- 6
Events and instructor pay
Students are entered in tournaments by licence and class. Instructors are paid from the classes taught.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Attendance & Time Tracking
Each class has a roll taken by the instructor, and a guardian signs a child in so attendance toward the next grading is counted.
- Workflow and Approvals
A name reaches the grading list only after attendance, forms and fees pass, and the head instructor then approves or holds it.
- Document Management
The signed waiver, guardian contacts and medical flags attach to the student and open from the class roll.
- Subscription Billing
Monthly fees repeat for each student, family concessions apply across members, and a frozen month is skipped with its reason recorded.
- Stock Tracking and Alerts
Gis, belts, gloves and guards are counted by size, and a size is flagged for reorder before the last one is sold.
- Lead Management
Enquiries from parents and adults are listed with a trial class date, then converted to a student record when they join.
- Commission and Incentives
Pay for each instructor and assistant is worked out from the classes taught at the rate agreed for that role.
- WhatsApp, SMS and Email Notifications
Fee reminders, grading dates and class changes go to parents over the channel they use, straight from the student record.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For the head instructor
Read who is ready to grade, which forms remain, and which students have fallen behind. The grading list is no longer drawn up from memory.
For assistant instructors
Open the class roll, check medical flags before the warm-up, and sign off the forms a student has shown.
At the front desk
Take fees, sell uniforms, answer a parent’s question about the next grading, and send class notices.
For parents and adult students
See attendance, the current belt, the next grading date and the fees paid for the student’s own account.
The numbers the owner asks for.
- Students ready for grading by belt
- Attendance by class, instructor and month
- Waivers missing or due for renewal
- Fees due by family and month
- Uniform and pad stock by size
- Federation licences nearing renewal
- Instructor pay for the month by class taught
Who this is built for.
- Single-dojo schools teaching one style
- Schools that run karate, taekwondo or judo under one roof
- Academies with large children’s programmes and guardian sign-in
- Schools whose students compete at federation events
- Schools with two or more branches sharing a belt system
When it is not the right choice.
- A small club that meets once a week in a hired hall and charges by donation does not need a grading and fees system.
- A fitness gym that offers a few combat classes among many others will find a gym product fits better.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Card and wallet payments
- Accounting export
- Barcode or QR check-in
Questions owners ask before a demo.
Does it support more than one style at a school?
Yes. Each style has its own ladder of grades and syllabus. Belts in karate and judo can sit on one record.
Who decides if a student may grade?
The head instructor does. The system lists classes attended, forms signed off and fees paid, and the instructor accepts or holds each name.
Can children be signed into class by a guardian?
Yes. The guardian marks the child present on arrival, and the instructor sees the medical flag on the roll before the warm-up.
How do belt certificates work?
The grading result is saved with date and examiner, and a certificate can be printed on the school’s own layout. Association-issued certificates stay with the association.
Can a student who moves branch keep their history?
Yes. The belt history, waiver and fee account travel with the student. Each branch sees only the classes it teaches.
Does it submit entries to the federation?
No. It holds the licence number, class and fee for each entrant, and the school sends the entry to the federation.
Can a fee month be frozen for an injured student?
Yes. The month is marked on hold with a reason, the injury is logged, and the next bill follows the school’s own freeze rule.
Can the uniform counter and the fee desk use the same system?
Yes. A gi, a belt and a grading fee can be billed on one receipt, and the size drops from the shelf count.
What does it cost?
The quotation follows the number of students, styles and branches. A sample grading list and class roll are shown first, and only then is a quote written for the school’s size.
Can we leave with our records?
Yes. Belt, class and fee sheets download directly. The layout is set in the proposal before work begins.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Martial Arts School Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
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