Belts, gradings and every age on one roll.

A grading is an event with a date, a fee, a capacity and a list of students.

• Families say yesEach yes raises one invoice for that student. Places are counted as entries accepted, so the first twelve families to say yes take twelve places.
• WithdrawalsIf a family withdraws before paying, the invoice is voided and the place goes back. If they’ve already paid, you get a notice, because refund or credit is your call.
• Record who passedA pass moves the student to the next belt and sends their family a message. The class and day counts for the next belt start from that date.
• “Not yet” changes nothingIt never moves anybody down.
• Tournaments and demonstrationsThe same event type covers them, with a placing and a note in place of a pass.

Most schools run kids in the late afternoon, adults in the evening and a family class at the weekend.

• Say who you teachChoose children, adults or both when you set up the school, and the registration form follows.
• Adults register themselvesAn adult ticks a box to say the participant is them, so their name isn’t asked twice. A parent registering a child sees the usual guardian steps.
• Programme types and disciplinesLabel programmes as kids, teens, adults, family, competition team, fitness or self-defence, and list the discipline, such as karate or Brazilian jiu-jitsu, on each class.
• Filter by ageParents can narrow the programme grid by age, and the chips only offer ages you really teach.
• Households that train togetherA parent training beside two children works the same way, and each person has their own belt.

Students tend to drift away quietly rather than cancel.

• A list of people to ringThe overview names students who were expected at classes in the last two weeks and were present at none. Nothing is sent automatically.
• Only when you take attendanceThe list appears only if registers are being marked, so a school that never takes attendance isn’t shown a list naming everybody.
• Drop-in lessonsSwitch them on per class for visitors who want to try a session. They’re billed without a season registration or a registration fee.

More detail: class registration and waitlists.

Bill monthly, by the term or by the grade cycle, and sell uniforms from the same place.

• Choose how you billMonthly, by the term, or by the grade cycle. Compare term and monthly pricing.
• Uniforms, belts and sparring gearAn optional shop with sizes and stock counts. It’s included on the larger plans and an add-on on the smaller ones; see the pricing page.
• Interac e-Transfer, matched for youGympillar reads the bank’s deposit emails, matches the reference code on each invoice and confirms exact matches itself. Anything uncertain waits for a person.
• Card and ACH, collected for youFamilies save a card or a bank account once, and each bill is collected on its due date. Every payment shows against its invoice.
• What e-Transfer can’t doThere’s no consumer Interac API, so this removes the reconciliation, not the transfer, and recurring collection can’t run on e-Transfer. See the limits.

More detail: invoicing and billing. Leaving a spreadsheet behind? Read moving from spreadsheets.