Martial Arts Belt Tracking Software
Know exactly where every student stands on the way to their next belt. ClubTide tracks classes attended, time at rank, curriculum skills, minimum age and coach approval, shows who is ready to test, and keeps a permanent record of every belt and stripe. Your instructors still make every promotion decision.
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Belt progression without the notebook
Most schools track belts in a mix of paper cards, spreadsheets and the head instructor's memory. That works with thirty students. With a hundred and fifty, spread across kids and adult programs and several coaches, questions start slipping through: has this student really trained enough since the last test, when did they get their second stripe, and which skills are they still missing?
ClubTide connects your rank system to the rest of your school. Every check-in counts toward the next belt, curriculum progress lives on the student's profile, and the requirements you set for each rank are checked continuously. When you plan a belt test, the list of eligible students is already there.
What ClubTide does not do is decide for you. It shows eligibility against the requirements you defined, and a coach or admin confirms every promotion. Martial arts rank is earned on the mat, and the software is there to keep the record straight.
Promotion readiness at a glance
Each rank can have its own requirements. ClubTide checks every student against the requirements of their next rank and shows a readiness percentage, what is already met and what is still missing. Coaches get a ready-to-promote list for their groups instead of counting cards before every test.
Readiness is a guide, not a trigger. Nothing changes on a student's record until someone with promotion rights confirms it.
- Readiness percentage and a clear list of missing requirements
- Ready-to-promote lists for each group and rank system
- Individual or bulk promotion, always confirmed by a person
Attendance requirements that count themselves
Set a minimum number of classes for a rank, for example 40 classes before orange belt. Classes marked present, late or trial since the student's last promotion count toward it, and cancelled sessions are left out.
Because coaches take attendance in ClubTide anyway, there is nothing extra to log. The count is always current, and parents can see their child's attendance history in the portal.
- Minimum classes attended per rank
- Counted from the date of the last promotion
- Built on the attendance your coaches already take
Minimum time at rank and minimum age
Many schools want students to spend a minimum number of months at each belt, and some ranks, like junior black belt, need a minimum age. Both are simple settings on the rank. ClubTide calculates months at the current rank from the promotion date and age from the date of birth on the member profile.
- Minimum months at the current rank
- Minimum age for any rank
- Calculated automatically from promotion dates and birth dates
Curriculum requirements and skill tracking
Organize each rank's curriculum into sections and skills: kata or forms, techniques, self-defense, sparring drills, terminology. Mark which skills are required for the next rank, and coaches record each student's progress as they go.
When a rank requires its curriculum, readiness stays incomplete until the required skills are done. Students and parents stop asking "what do I need for my next belt", because the answer is on the profile.
- Curriculum sections and skills for every rank
- Required and optional skills
- Per-student progress recorded by coaches
Instructor approval built into the rules
Numbers never tell the whole story. Turn on coach approval for a rank and a student only shows as eligible once a coach has recommended them. It is the software version of the head instructor saying "yes, they are ready".
Staff roles decide who can do what: coaches can record progress and promote, the front desk cannot, and only owners and admins change the rank system itself.
- Optional coach recommendation per rank
- Promotion rights controlled by staff role
- Coaches only see the students in the groups they teach
A belt and stripe history you can trust
Every promotion is recorded with the date, the previous rank, the stripes, who promoted the student and, when it happened at a test, which belt test it was. Rank history entries cannot be edited afterwards, so the record stays trustworthy for years, even when students move between coaches or programs.
Stripes and other in-between markers are part of the rank system: you choose the marker name and how many a belt can hold, for example up to four stripes on a Brazilian jiu-jitsu belt.
- Date, previous rank, stripes and who promoted
- Linked to the belt test when there was one
- History entries cannot be changed after the fact
Belt testing, from invitation to promotion
Create a belt test with a date, location, capacity, registration deadline and an optional testing fee. Pick the candidates, often straight from the ready-to-promote list, and send invitations by email.
Parents register their child from the parent portal before the deadline. When the test has a fee, registration adds it as an invoice the family can pay online. After the test you record each result as passed, failed or absent, then promote everyone who passed in one bulk action.
- Email invitations with date, location and fee
- Registration from the parent portal, with a deadline and capacity
- Optional testing fee invoiced to the family
- Results: passed, failed or absent
- Bulk promotion of the candidates who passed
Parents see progress in the portal
Parents sign in to a mobile-friendly portal and see their child's current belt, progress toward the next one, attendance history and upcoming belt tests. They register for tests and pay testing fees there too, so the front desk spends less time answering the same questions after every class.
- Current rank and progress toward the next belt
- Belt test invitations and registration
- Testing fees paid online by card
Start from a rank preset, then make it yours
You do not have to build your belt system from zero. ClubTide includes starting templates for karate, judo, taekwondo, Brazilian jiu-jitsu for adults and for kids (with stripes), and Qwan Ki Do. Rename belts, change colors, add or remove ranks and set your own requirements.
A school can run several rank systems side by side, for example a kids system and an adult system, or different styles under one roof, each with its own curriculum and rules.
- Templates: karate, judo, taekwondo, BJJ adults, BJJ kids, Qwan Ki Do
- Custom colors, order, stripe counts and requirements
- Several rank systems in one school
Set up belt tracking in an afternoon
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1
Pick a rank system
Start from a template or build your own belts, stripes and colors.
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2
Set the requirements
Classes, months at rank, minimum age, curriculum skills and coach approval, per rank.
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3
Let readiness build up
Attendance and skill progress update readiness. You run the test and confirm the promotions.
Belt tracking works best with the rest of ClubTide
Readiness is built on attendance, testing fees go through billing and parents follow along in the portal. Explore the pieces that connect to your rank system, or see how it fits your style.
Does ClubTide promote students automatically?
No. ClubTide shows which students meet the requirements you set for their next rank, but every promotion is confirmed by a coach, an admin or the owner. You can also promote a student who does not meet every requirement if you decide they are ready.
Which promotion requirements can I set?
Per rank: a minimum number of classes attended since the last promotion, minimum months at the current rank, a minimum age, completion of the required curriculum skills, and coach approval. Use any combination, or none.
Can I track stripes as well as belts?
Yes. Each rank system has an optional marker, such as stripes, with a maximum number per belt. Stripe changes are saved in the student's rank history just like belt promotions.
Can I change a promotion that was recorded by mistake?
Rank history entries cannot be edited, which keeps the record trustworthy. If a mistake happens, you record a new, correct rank entry, so the history always shows what happened and when.
How do belt tests work for parents?
Invited families get an email and see the test in the parent portal, where they register their child before the deadline. If the test has a fee, registration creates an invoice they can pay online by card.
Which martial arts styles are supported?
Any style with ranks. There are ready-made templates for karate, judo, taekwondo, Brazilian jiu-jitsu (adults and kids) and Qwan Ki Do, and you can build any other system from scratch.
Spend less time on spreadsheets and more time on the mat
Set up your club in two minutes and try every feature free for 14 days.
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