Trial to Member Pipeline
- 1Lead submits web form for free week trial
- 2SMS sends calendar link to book first class
- 3Digital waiver sent 2 hours before arrival
- 4Post-class follow up with membership options
Systems for Senseis
Modern Systems for Martial Arts Schools
Martial arts academies generate revenue through recurring tuition, testing fees, and equipment sales. Profit leaks occur when intro class leads go cold, belt eligibility is tracked manually, and failed monthly billing goes unnoticed.
Education & Childcare
- Instant Trial Booking
- Rank Eligibility Alerts
- Automated Billing Recovery
- Absence Triggers
- Belt Testing Campaigns
How the business actually works
How the work flows, start to finish.
- 01
Intro Inquiry
A prospect submits a request for a trial class or a beginner special.
- 02
Trial Booking
The system schedules the first lesson and sends waiver documentation automatically.
- 03
Mat Orientation
The student arrives for their first session and is checked into the attendance roster.
- 04
Enrollment
The trial converts to a full membership with a recurring tuition agreement.
- 05
Skill Progression
Instructors track attendance and curriculum requirements for the next rank.
- 06
Testing Cycle
Eligible students receive invitations to register and pay for belt examinations.
- 07
Promotion
The student achieves a new rank and their profile is updated for new curriculum access.
- 08
Retention
Ongoing engagement through newsletters and attendance milestone celebrations.
Where it leaks
Common problems for martial arts schools.
01
Stagnant Trials
Many prospective students express interest but never actually set foot on the mat. Without immediate follow up to book the intro lesson, they lose momentum and look at other activities.
02
Manual Promotion Tracking
Tracking stripes and belt requirements on paper cards or spreadsheets leads to errors and frustration. Students may feel overlooked if they meet requirements but are not invited to test.
03
Failed Tuition Recovery
Expired credit cards and insufficient funds cause quiet revenue loss every month. Manually chasing parents for updated payment information takes the owner away from teaching.
04
Attendance Gaps
When a student stops showing up, it is often weeks before the instructor notices the absence. By that time, the student has already checked out mentally and is likely to cancel.
05
Equipment Friction
Selling gis, sparring gear, and academy apparel often involves chaotic verbal orders and manual billing. This creates inventory discrepancies and missed sales opportunities during busy class turnovers.
What LATTICE can build
Systems built around how you work.
Instant Trial Booking
Automated workflows immediately respond to website inquiries to book intro lessons and collect digital waivers before they arrive.
Rank Eligibility Alerts
The system monitors attendance and time in grade, notifying instructors when a student has met the criteria for their next stripe or belt.
Automated Billing Recovery
If a monthly tuition payment fails, the system automatically texts the member to update their card through a secure portal.
Absence Triggers
If a student misses three consecutive classes, an automated check-in message is sent to encourage them back to the dojo.
Belt Testing Campaigns
Send mass invitations to eligible students for upcoming graduation ceremonies, including links for testing fees and size requirements.
Digital Student Portal
Provide a dedicated area where students can view curriculum videos, track their progress, and update contact information.
AI Front Desk
An AI receptionist answers common questions about class times, pricing, and age groups, even during live instruction hours.
Example systems
What it looks like in practice.
Belt Promotion Workflow
- 1Student reaches 20 class attendance milestone
- 2Instructor receives notification to verify skills
- 3Student receives invitation to Saturday testing
- 4Tuition auto-updates if rank change increases dues
Churn Prevention
- 1System detects 10 days of zero attendance
- 2Sensei receives task to call the family
- 3Automated 'We Miss You' text sent with class schedule
- 4Incentive offered for returning to the mat
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from martial arts schools
How does this help with belt testing logistics?
The system identifies exactly who is eligible based on your specific requirements, such as hours trained or weeks since the last promotion. It then handles the registration and payment collection so you only have to focus on the technical evaluation.
Can it manage different programs like BJJ and Muay Thai?
Yes, the platform allows you to segment your roster by discipline. You can set different attendance requirements and automated communication paths for each program you offer.
What happens if a parent's card expires?
LATTICE triggers a sequence of reminders via SMS and email that direct the parent to a secure link. They can update their billing profile on their phone without needing to call the school office.
Does this replace my physical sign-in sheet?
It transitions your school to a digital check-in system. Students can scan a code or check in on a tablet, which instantly updates their rank progression data and triggers attendance-based automations.
Can I send videos to my students through the system?
You can use the student portal and automated emails to distribute curriculum videos. This helps students practice at home and adds significant value to their monthly membership.