Counting classes before every grading. A queue at the roll book. Parents asking how close their child is. Chasing fees at pick-up. WeeksPro handles each of these in one system — and this page shows exactly how, problem by problem.
You're in, Mia!
Juniors Karate · 4:28 pm
18 of 30 toward Green
12 to go
Junior 10-class pack: 4 of 10 classes used
6 left
Tap anywhere for the next person
Attendance log · today
Mia T.
Juniors Karate 4:30pm
Josh K.
Juniors Karate 4:30pm
Priya S.
Adults Karate 6:00pmCorrected
Liam O.
Adults Karate 6:00pm
Ten things every dojo owner hears — or says — every week. Pick one to jump straight to the fix.
Problem 1 · Grading
“How many classes has she done since her last grading?”
The week before every grading someone sits down with the roll book and counts. Students who trained at the other location, came to open mat, or were ticked on a sheet that went home in an instructor’s bag get missed — and the parent who’s sure their child has done enough classes is usually right.
Ranks · Eligibility
Example data
Set it up
Problem 2 · Grading day
“Can you send me the grading details again?”
Knowing who’s ready is half the job. You still have to tell them, collect the fee and work out who’s actually coming — usually a group message, a cash tin and a list on the back of an envelope.
Email · sent automatically
Mia, you're ready to grade for Green
Hi Mia,
You've now attended 30 of the 30 classes needed since your last promotion — you're eligible to grade for your Green belt.
The next grading is on Saturday 18 October, 10:00 am.
Please bring your full uniform. Grading fee is payable when you book.
Grading detailsExample data
Set it up
Problem 3 · Attendance
“Sorry — I’ll fill in the roll after class.”
A paper roll works until the whole 4:30 juniors’ class arrives at once. Then it’s a queue at the desk, or ticks filled in afterwards from memory — and every missed tick is a class that won’t count toward a belt.
Front-door tablet · three ways in
Juniors Karate 4:30 pm · check-in open from 3:45 pm
Example data
Set it up
Problem 4 · Disputes
“But he was definitely here on Tuesday!”
Children tap the wrong class. Coaches tick the wrong roll. Some nights a student trains and forgets to check in at all. When the count decides a belt, every one of those becomes a conversation at the door — and crossing things out leaves no record of who changed what.
Member page · Attendance history
Corrected Moved from Adults Karate to Juniors Karate by Kate
Added as a missed check-in by Kate
Example data
Set it up
Problem 5 · Syllabus
“Is that the junior grading or the adult one?”
Most schools run a junior system with tags or stripes and an adult one with full belts, often with different class requirements. One spreadsheet for both gets confusing fast, and a junior counted against the adult syllabus is exactly the kind of mistake parents notice.
Ranks · two ladders
Juniors
Adults
Example data
Set it up
Problem 6 · Billing
“I’ll transfer it on Friday, I promise.”
Bank transfers that arrive late or not at all, a list of who still owes for the term, and an awkward conversation at pick-up. The owner becomes the debt collector, which is nobody’s reason for opening a dojo.
What comes out of each payment
Example data
Set it up
Problem 7 · Packs & vouchers
“How many classes are left on our pack?”
Casual packs, five-class trials and junior terms paid with a sport voucher are all promises of a set number of classes. On a tally card in a drawer, nobody knows where anyone is up to until the end of term.
Class pass · Junior 10-class pack
Example data
Set it up
Problem 8 · Paperwork
“Did we ever get the sparring form back?”
The student who arrives late trains before they’ve signed anything, and when a parent later asks what they agreed to, the answer is somewhere in a filing cabinet.
Waivers · Signatures
Liam O.
General waiver · version 3 · At signup
Priya S.
Sparring waiver · version 1 · Joining Fight Team
Josh K.
Grading day terms · version 2 · Booking an event
Example data
Set it up
Problem 9 · New students
“Did anyone call back the family who tried Tuesday’s class?”
Enquiries arrive by phone, Instagram and the website. Trials get booked and then forgotten, and nobody can say how many walk-ins became students.
Leads · board
4
New
3
Trial booked
2
Trialing
6
Won
Example data
Set it up
Problem 10 · Switching
“We can’t change systems — everyone’s grading history is in there.”
The reason most schools put off changing software: years of belts, class counts and payment arrangements that live in someone’s head and three spreadsheets. Nobody wants to tell a brown belt they’re starting again.
Switching checklist
Example data
Set it up
Monday
Forty juniors arrive for the 4:30 class within ten minutes. Most tap their name on the tablet at the north dojo; nobody queues at the desk, and the instructor starts on time.
Tuesday
A parent asks why her son is two classes short. His history shows two check-ins in the adults’ class by mistake. The instructor moves them with Change session, and his count is right before he’s changed into his gi.
Wednesday
The Eligibility tab, filtered to the junior ladder, shows twelve students ready for Saturday. Auto-invite has already emailed them, with a link to book the grading.
Saturday
Grading tickets were paid online, so there’s no cash tin. After the grading the instructor presses Promote twelve times; each student’s count restarts for their next belt.
Sunday
Nothing to type up. The roll book, the tally of who’s done what and the list of who’s paid are all the same record — and it was kept by the people checking in.
Illustrative example — names and figures are representative of typical schools, not a customer endorsement.
Better you hear it here than in week two. If one of these is a deal-breaker, tell us — founding partners’ requests go to the top of the list.
Family accounts
Each student needs their own email address to log in, so two children can’t share one parent’s login yet.
Time-in-grade rules
Requirements like “two years at first dan” are shown to students but not enforced. WeeksPro counts classes, not calendar time.
“Gone quiet” alerts
There’s no automatic at-risk notification. Filtering the attendance log to the last fortnight is a five-minute weekly habit.
Door access control
The kiosk is a check-in station, not a door system — no locks, turnstiles or RFID fobs.
A branded mobile app
It’s in development. Today students and parents use the member portal in their phone’s browser.
From A$89/month +GST for up to 50 members, up to A$279 for 500. The kiosk, grading eligibility, class passes, billing, waivers and your website are on every plan — no add-ons, no lock-in contract, and a 30-day free trial with no credit card.
Four things matter more than anything else for a dojo: belt tracking that is tied to real attendance (so eligibility counts itself), check-in that's faster than skipping it, billing your families actually use — in Australia that means BECS direct debit as well as cards — and published pricing so you know what you'll pay as you grow. WeeksPro does all four, from A$89/month +GST, hosted in Sydney.
Yes. Set the number of classes each belt requires and WeeksPro counts every check-in since each student's last grading, lists who's eligible on the Eligibility tab, and restarts the count when you promote them. It can also email eligible students an invitation with your next grading date — once per belt.
Yes. Any tablet with a web browser becomes a check-in kiosk: students use a PIN, the QR code in their portal, or tap their name. Each tablet can be set to one location's classes, and instructors can still take roll call on one screen.
Yes. Link each belt to a program and each program becomes its own ladder, with its own order and class requirements. Students progress on the ladder of the belt they hold.
Staff move it with Change session, from the attendance log or the student's page. The original time is kept and the row is marked Corrected with who changed it and when. Missed classes can be added from the student's page, and grading counts update straight away.
Yes. Families join their program from the member portal and pay by BECS direct debit or card. There's zero commission — each payment carries only the transaction fee: 1.3% + 30¢ by direct debit (debits over A$320: A$3.50 + 0.3%) or 1.95% + 30¢ on an Australian card. Money goes to your own Stripe account.
Yes, as class passes. Give a program a class count — a 10-class pack, a trial, a voucher-funded term — and every check-in uses one. Students see how many they've used on the tablet, and a used-up pass asks them to see the desk without blocking them.
Not yet. Each student needs their own email address to log in. You can still add a student to your member list before they have a login, so their belts, passes and check-ins are tracked from day one.
Yes. When you record a student's current belt you can enter the classes they've already done toward the next one, and class passes take an "already used" count. Founding partners get a free migration handled personally by the founder.
From A$89/month +GST for up to 50 members, up to A$279 for 500, with Enterprise from A$449. Every feature — kiosk, grading eligibility, class passes, billing, waivers, website — is on every plan, and there's a 30-day free trial with no credit card.
In Australia. WeeksPro runs on AWS in Sydney (ap-southeast-2), including backups.
How to start a martial arts school in Australia
Costs, space, insurance and marketing to families — for schools that aren't open yet.
ReadBelt & rank progression
Ladders, class requirements, eligibility and grading invitations in detail.
ReadAttendance tracking
The kiosk, roll call, corrections and class passes.
ReadDirect debit for gyms
How BECS direct debit works for memberships, and what it costs.
ReadDigital waivers
Versioned waivers attached to signup, programs and events.
ReadWeeksPro vs Clubworx
A side-by-side for schools comparing the two.
ReadSet up your belts, add your students with the classes they've already done, and let the Eligibility tab do the counting. 30-day free trial, every feature, no credit card.