Say goodbye to rigid, one-size-fits-all belt tracking. Create custom belts, design authentic rank styles, set automated promotion criteria, and streamline gradings for any martial art or fitness program.
Everything you need to configure, automate, and safeguard rank progressions in your academy.
Accidentally deleting a belt or reorganizing a syllabus shouldn't erase years of member progress. Gym Admin provides built-in safety guardrails:
GymAdmin’s new Belt System gives academy owners total freedom over student progression. Whether you teach traditional martial arts like BJJ, Judo, and Karate, or operate custom multi-discipline level systems:
Every promotion is backed by data. Instructors can see eligible students instantly on mobile, tablet, or web — eliminating spreadsheets and clipboard chaos forever.
Rank promotions are the heartbeat of any martial arts dojo or academy. A belt is far more than a piece of colored cloth — it symbolizes hundreds of hours of sweat, dedication, and technical mastery. However, traditional belt tracking on paper cards or rigid software creates friction that hurts student retention and wastes administrative hours.
Most generic gym software treats belt promotions as an afterthought or locks you into a rigid hierarchy that doesn't fit your lineage. If you teach Brazilian Jiu-Jitsu, your system requires 4 stripes per belt, adult vs. youth curriculums, and professor sleeves. If you teach Karate, Taekwondo, or Judo, your colors, rank names, and tip requirements are completely different. Gym Admin gives you total control to tailor every single belt, color swatch, degree count, and requirement to your academy's exact standards.
Promotions based purely on memory invite suspicion of favoritism and lead to forgotten students. With Gym Admin, you define class attendance milestones for each belt and individual degree. As students scan in via our kiosk or check in with coaches, their mat hours automatically tally toward their next stripe. When they hit their target, Gym Admin triggers an automated alert, guaranteeing that no dedicated practitioner is ever overlooked.
For children, waiting months or years between promotions can lead to frustration and lost motivation. Gym Admin's configurable youth systems — supporting 3, 4, or the official IBJJF 11-stripe model (white, red, and black stripes) — allow instructors to celebrate frequent, incremental wins. Kids stay engaged, and parents visibly see the value of their children's martial arts education.
Belt records are sacred history. Our smart integrity protection ensures that active student records or automated graduation notifications linked to a belt system cannot be accidentally wiped out by a misclick. You maintain clean, accurate promotion records spanning decades.
Start setting up your custom belt system today. Free for up to 50 students, with no credit card required.
Get Started FreeWe make setup seamless whether you're switching systems or just starting out.
Getting started on Gym Admin App is super simple and you can do it yourself. Simply download the app, create your gym profile, a timetable and set up your membership payments on Stripe.
Open the App nowWe offer full migration support to move your existing student details, attendance records, and billing history across safely and accurately.
Get in touch nowWe'll give you full setup support. Contact us and let us help you set up your billings and timetable from scratch, ensuring everything is perfect on day one.
Contact us to get startedChoose the plan that fits your growth stage.
Starter
Free
For up to 50 students
Core feature access
Comprehensive billing features
Attendance & rank tracking
Student App Access
No credit card required
Truly free forever for up to 50 active students — no trial limits, no contracts, and no credit card required. We only grow when you grow.
Pro Plan
*billed monthly in USD, 1% Transaction fee + Stripe fees
The perfect solution for growing and large gyms with unlimited students.
Analyzes your gym's attendance, retention, and revenue to pinpoint what works, what doesn't, and actionable growth steps.
Unlimited students
Up to 1000 Email per month
Kiosk Mode with Custom Logo
And all other premium features
Get in touch with us today.
Gym Admin is an app that helps you manage your gym operations like billings and payments, class scheduling, student attendance and self check-in, belt and rank tracking, and sending communications to students who are new, absent, or to inform them of upcoming competitions and events.
Yes! It is truly 100% free with no time limit for up to 50 active students — no credit card required. We want to support new dojos and boutique academies as they get off the ground. You only upgrade to the Pro plan once you exceed 50 students or want advanced features like broadcast email campaigns.
Absolutely not! Our plan is paid monthly. You can cancel your subscription at any time from your account settings. No hidden fees or lock-in periods.
Yes, you can set up your belt system or other rankings and be notified when your students are ready to graduate.
Staff can mark attendance manually on the app or students can check in by themselves after they download the app and set up their Student profile.
We integrate directly with Stripe to support Credit Cards, Debit Cards, low-fee ACH Direct Debit (US Bank Transfers), Apple Pay, and Google Pay. All payments are processed securely with bank-grade encryption.
We charge a simple 1% fee for each transaction plus standard Stripe processing fees (including low-fee ACH bank transfers capped at $5). There are no expensive hidden monthly software leases or lock-in contracts. For Stripe's detailed pricing, visit here.
Yes! We offer full migration support to safely and accurately move your existing student details and attendance records. Just contact us through the form to discuss your specific migration needs.
Yes! Students can sign digital liability waivers and membership agreements directly from their mobile phone during onboarding or at your front desk kiosk before stepping on the mats.
Gym Admin features embedded AI directly in the app to analyze your gym's unique attendance, retention, and revenue data. It highlights what is working, identifies what is not working, and generates clear recommendations to grow your gym. This feature is exclusive to our Pro Plan, with more advanced AI tools coming soon!
"I’ve spent over 20 years on the mats and just as long working in software for the world’s biggest tech companies. I know that running a gym is a labour of love, but the admin shouldn't be a fight.
My partner Mariana and I built Gym Admin to bring enterprise-grade reliability to community-focused gyms. We don't just write the code; we live the lifestyle. We are committed to helping you spend less time on screens and more time with your students."
Anderson & Mariana
Co-Founders, Gym Admin
Android
iPhone / iPad / Mac