Martial Arts Membership Software
Keep every student, family and membership in one place. ClubTide gives you complete student profiles linked to their parents, clear statuses from trial to archived, membership plans with discounts and pauses, online registration with signed waivers, and a CSV importer to bring your existing list over in minutes.
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Your member list is the foundation of the school
Every other job in a martial arts school depends on an accurate member list: who is training, which group they belong to, who pays for them, who to call in an emergency and what waivers they have signed. When that list lives in three spreadsheets and a binder, everything built on top of it wobbles.
Martial arts schools also have a shape generic tools ignore. Most students are children, and the person you talk to is a parent. Siblings train in different groups but share one bill. Prospective students come for a trial class before they commit. Families pause for the summer and come back in September.
ClubTide models all of that directly. Families hold guardians and students, memberships hold prices and discounts, and statuses tell you at a glance who is on the mat and who is not.
Students, families and guardians
Each student belongs to a family. Guardians are the billing and emergency contacts, each with their own language and notification preferences, so a parent who prefers Romanian gets emails in Romanian. Siblings share a family, which keeps billing and communication in one place even when they train in different groups.
Children never need their own login. Parents sign in to the parent portal and see all of their kids together.
- Families with several guardians and students
- Billing and emergency contacts on every family
- Language and notification preferences per guardian
Clear statuses, from trial student to archived
Every member has a status: trial, active, paused, inactive or archived. Trial students are easy to spot and follow up with after their first classes, and paused students stay on your books without being mixed in with the active roster.
Deleting a student archives them instead. Their attendance, rank history and payments stay available, and archived members do not count toward your plan's member limit.
- Statuses: trial, active, paused, inactive, archived
- Archiving keeps history without counting toward your limit
- Trial classes marked separately in attendance
Complete profiles and custom fields
Profiles hold the basics, the groups a student trains in, their rank, attendance and invoices. Add custom fields for anything else your school tracks, such as uniform size, school grade or federation number.
Medical details such as allergies, restrictions and emergency notes are visible only to staff with permission to see them, and coaches only see the students in the groups they teach.
- Custom fields for anything your school tracks
- Medical details restricted to authorized staff
- Groups with a capacity limit and assigned coaches
Membership plans, discounts and pauses
Define your plans once: price, billing interval (weekly, monthly, quarterly, annual or one-time), due day, setup fee and trial days. Assign a plan to a student and the membership starts invoicing on schedule.
Give a sibling or scholarship discount as a percentage with a reason, change the price for one student, or pause a membership during an injury or a summer break and resume it later. Past-due memberships are flagged after the grace period, but students are never locked out of class.
- Plans with interval, due day, setup fee and trial days
- Percentage discounts for family, scholarship or staff
- Pause and resume memberships
Online registration with signed waivers
Publish a registration form with its own link and share it on your website or social media. Parents fill in their details and their children's, answer your custom questions and accept your waiver and privacy consent online.
You review each submission and approve it in one click. ClubTide then creates the family, the guardian, the students, the signed consent and the group placement for you, with no retyping.
- Public registration forms with custom fields
- Waiver and privacy consent accepted online
- One-click approval creates family, students and group
Versioned waivers and consent forms
Store your waivers, photo consents and privacy forms in ClubTide. Every signature keeps a snapshot of the exact text, the version, the guardian who signed and when, with a PDF copy you can download. When you change the wording, the form gets a new version, and you can ask families to accept it again.
Parents can sign and withdraw consents from the portal, and the privacy tools help with data export, anonymization and retention.
- Signed text snapshot, version and PDF copy
- Re-acceptance when a form changes
- Data export, anonymization and retention tools
Bring your members over with CSV import
Export your current list from a spreadsheet or your old system and upload it. ClubTide analyzes the file, lets you match its columns to member fields, shows a preview of what will be created and then imports it. Duplicates are skipped automatically, so you can run it again safely.
Need the data elsewhere? Export your members to CSV at any time.
- Column matching and a preview before import
- Duplicates skipped automatically
- CSV export of your members whenever you need it
Your whole member list, ready on day one
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1
Set up your groups
Programs, class groups, locations and coaches.
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2
Import or register members
Upload a CSV or share your online registration form.
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3
Assign memberships
Pick a plan for each student, add discounts, and invoicing starts on schedule.
Members are where everything else starts
Attendance, belts, billing and the parent portal all build on your member records. See how the rest of ClubTide uses them.
How do I handle trial students?
Add them with the trial status, or let them sign up through your registration form. In attendance, mark their first classes as trial so you can see who came to try you out and follow up before they decide.
Can siblings share one account?
Yes. Siblings belong to the same family with the same guardians, so parents see all their children in one portal, and you can give each child a family discount.
What happens when I delete a student?
They are archived rather than erased, so their attendance, rank history and payments are kept. Archived members do not count toward your plan's member limit.
Can I import members from a spreadsheet?
Yes. Upload a CSV file, match the columns, check the preview and import. Duplicates are skipped automatically.
Can members pause their membership?
Yes. Pause a membership for an injury, a vacation or the summer, and resume it when the student returns.
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.
No credit card required to sign up.