Features
35+ Features Built for Martial Arts Gyms
Not generic gym software. Every feature is built for the way martial arts academies actually work.
Belt Rank Engine
The most complete belt tracking system available for martial arts software. GymCore models the full adult BJJ system — White, Blue, Purple, Brown, and Black belts, each with four stripe levels — plus a dedicated kids curriculum supporting 13 belt colors with four stripes each. Promotion eligibility is calculated automatically against mat time minimums, age thresholds, and coach review flags. When a member qualifies, coaches receive an alert and can schedule a stripe ceremony directly from the dashboard. Every promotion is stamped with a date, the certifying instructor, and a notes field, so rank history is always audit-ready.
- Multi-discipline support — BJJ, Karate, Muay Thai, and custom systems
- Automated eligibility rules with configurable mat-time thresholds
- Promotion ceremony notifications via SMS and member dashboard
- Full belt history tracking with instructor attribution
BELT RANK TRACKER — BJJ ADULT
White ○ ● ● ● 3 stripes
Blue ○ ○ ○ ○ 0 stripes ← next promotion
Purple ─ ─ ─ ─
Brown ─ ─ ─ ─
Black ─ ─ ─ ─
Mat time since last stripe: 94 days
Minimum required: 90 days ✓
Coach review flag: CLEARED ✓
→ Eligible for Blue BeltATTENDANCE HEATMAP — LAST 12 WEEKS
Mon ████ ████ ████ ████ ████ ████
Tue ████ ░░░░ ████ ████ ████ ████
Wed ████ ████ ████ ░░░░ ████ ████
Thu ████ ████ ░░░░ ████ ████ ████
Fri ████ ████ ████ ████ ░░░░ ████
Current streak: 14 days 🔥
All-time best: 31 daysMember Management
Every member gets a full profile with attendance heatmap, streak tracking, belt history, and emergency contacts. Parents log in to a dedicated portal to monitor their child’s attendance and rank progress without sharing account credentials. Members update their own profile photos, emergency contacts, and signed waivers directly — no admin bottleneck. Streak recognition keeps motivation high: automated milestones trigger celebration SMS at 7, 30, and 100 days.
- Attendance tracking with 12-week heatmap visualization
- Streak recognition with automated milestone celebrations
- Parent/child accounts with dedicated parent portal
- Member-to-member emergency contacts
- Profile photos and self-service document uploads
- Digital emergency contact and medical consent forms
Class Scheduling
Build your weekly schedule once as a recurring template, then let GymCore handle enrollment, capacity, and reminders. The drag-and-drop calendar makes rescheduling a class or swapping coaches a 3-second operation. When a class fills up, members are automatically added to the waitlist and notified the moment a spot opens. SMS reminders fire 24 hours before class — no more no-shows, no more manual reminder blasts.
- Recurring class templates with drag-and-drop calendar
- Per-class capacity limits with overflow protection
- Waitlist auto-enrollment when spots open
- Automated 24-hour SMS reminder to enrolled members
- Coach assignment and substitution management
- Holiday and gym-closure blackout management
WEEKLY SCHEDULE — MONDAY
06:00 Fundamentals Coach Maria 12/16
09:30 Kids BJJ (Gi) Coach Luis 8/10 ← FULL
12:00 Open Mat — 22/30
17:30 Advanced No-Gi Coach Maria 14/20
19:00 Beginner BJJ Coach Luis 11/16
20:30 Competition Prep Coach Maria 6/10
Waitlist active on Kids BJJ: 3 membersPAYMENT PROCESSOR COMPARISON
Platform Fee
Mindbody +0.5–1.5% ❌
Zen Planner +1.0% ❌
Spark +0.75% ❌
GymCore (any) 0% ✓
WooPayments 2.9%+$0.30
PayPal 2.9%+$0.30
Stripe 2.9%+$0.30
Square 2.6%+$0.10
Authorize.net 2.9%+$0.30Payment Freedom — Your Processor, Your Rates
GymCore adds zero platform markup to any transaction. Use the processor you already have a relationship with, or set up WooPayments in minutes. You keep the rate you negotiated — GymCore never takes a cut. For gyms processing $20,000/month, that’s $200–300 back in your pocket every single month compared to platforms that tack on a percentage fee.
- WooPayments — recommended, native WooCommerce integration
- PayPal — widely trusted, fast onboarding
- Stripe — developer-friendly, advanced fraud tools
- Square — great for in-person POS at front desk
- Authorize.net — enterprise-grade recurring billing
- Zero platform markup on every transaction — ever
GymCore AI — 24/7 Academy Intelligence
Members get a conversational AI assistant that knows your schedule, your belt requirements, and their own attendance history. Instead of texting the front desk at 9pm to ask what belt comes after blue, they ask GymCore AI and get the answer instantly. It handles the repetitive questions so your coaches can focus on the mat.
- Natural language class queries — “What classes are open tonight?”
- Belt requirement answers drawn from your actual curriculum
- Schedule lookups with live availability data
- Personal attendance summaries for members on demand
GymCore AI
Member: "Am I close to my blue belt?"
AI: You're at White Belt, 3 stripes.
Mat time since last stripe: 94 days.
Minimum required: 90 days ✓
Coach review: CLEARED ✓
You are eligible for Blue Belt
promotion. Talk to Coach Maria
at your next class.
Member: "What class should I go to?"
AI: Tonight at 7pm — Beginner BJJ
with Coach Luis. 5 spots open.
Your attendance this week: 2/3
target. You're on track. 🥋KIOSK CHECK-IN FLOW
┌─────────────────────────────┐
│ TAP YOUR NAME OR SCAN QR │
│ │
│ [ Marcus T. ] ← 44px+ │
│ [ Sarah K. ] │
│ [ David R. ] │
│ [ Priya M. ] │
│ │
│ ✓ Photo confirmed │
│ ✓ Roster updated │
│ ✓ Coach notified │
│ │
│ Welcome back, Marcus! 🥋 │
└─────────────────────────────┘iPad Kiosk Check-In
Mount an iPad at your entrance and let members check themselves in. Tap targets are engineered for gis, wraps, and sweaty hands — all interactive elements are at least 44px. The kiosk confirms identity with the member’s profile photo before logging attendance, so there are no accidental check-ins. Coach attendance view updates in real time so instructors know who’s on the mat before class starts.
- Large touch targets — minimum 44px for gloved or taped hands
- Member photo confirmation before logging attendance
- Auto roster update — real-time sync to class record
- Coach attendance view on any device during class