Gym Admin

Overview

Gym Admin is a management platform for martial arts schools and other gyms that need to handle member administration alongside belt progression. It is best suited to academies that want billing, attendance, waivers, and rank tracking in one system. Its free tier offers a practical starting point, while the 50-student cap and transaction fees shape the decision to upgrade.

Recurring memberships can bill weekly, every two weeks, or monthly, and student attendance can be recorded by coaches or through kiosk check-in. The product also includes class scheduling and student communications, bringing routine administrative work into the same system as student progression.

Key features

Billing and payment processing

Gym Admin connects to Stripe and accepts credit and debit cards, ACH direct debit, Apple Pay, and Google Pay. Flexible billing cycles suit gyms with different membership arrangements. The trade-off is a 1% transaction fee on top of standard Stripe processing fees; ACH bank transfer fees are capped at $5. Those costs matter for a gym processing a high volume of recurring payments.

Attendance and student check-in

Students can check in through kiosk mode, while coaches can mark attendance on their phones. Gym Admin also flags members who have not attended recently, helping staff spot lapses in participation rather than relying only on check-in records. Kiosk mode with a custom logo is a Pro feature, so gyms wanting branded self-service check-in need the paid plan.

Rank tracking and waivers

Owners can customize belt colors and stripe designs, set attendance milestones, and track promotions. That makes the software more relevant to martial arts academies than a billing tool without progression tracking. Students can also sign digital liability forms on a phone or front-desk tablet; the forms are stored in the cloud with each student profile.

Migration and payment security

Gym Admin offers free migration support for student details, attendance records, and billing history, as well as setup support for new gyms. Its privacy policy says the service does not directly store full card numbers and describes safeguards including encryption, access controls, and secure server infrastructure.

Pricing

The Starter plan is free and covers up to 50 active students, core features, billing, attendance and rank tracking, and student app access. It is a useful way for a small school to begin managing members without a subscription, but the active-student ceiling makes it a poor long-term fit for a growing academy.

Pro costs $59 a month, billed monthly in USD. It includes unlimited students, up to 1,000 emails per month, kiosk mode with a custom logo, and embedded AI insights. The email allowance remains a meaningful limit for a gym that communicates frequently with a large membership. Pro transactions also incur the 1% fee plus Stripe fees, so the subscription price is not the full payment-processing cost.

There is no free trial. Starter is the lower-cost choice for a school under the 50-student cap that can work without Pro features; Pro suits a larger operation or one that needs branded kiosk check-in and the added insights. Both plans share the payment transaction charge.

Platforms

Gym Admin is available on Android, iOS, macOS, and the web. The combination of mobile access and web availability supports both student check-in and staff administration across devices.

Who it's for

Martial arts academies and dojos are the clearest fit, particularly those that track belt and stripe progression alongside attendance. Boutique academies and gyms can also benefit from recurring billing, student communications, and digital waivers. A school with more than 50 active students will need Pro; a gym that does not need rank tracking or the martial-arts-specific progression tools may find the package less compelling.

Pros and cons

• Pro: Billing, attendance, rank tracking, and digital waivers sit together, which can reduce the need to manage core student records across separate systems.
• Pro: Weekly, bi-weekly, and monthly billing cycles accommodate different membership schedules.
• Pro: Free migration support covers student details, attendance records, and billing history, easing a switch from another system.
• Con: Starter stops at 50 active students, so a growing school must move to Pro to keep all members in the system.
• Con: The Pro subscription is accompanied by a 1% transaction fee and Stripe processing fees, adding cost as payment volume grows.
• Con: Pro includes up to 1,000 emails per month, which may constrain communication for a large or especially active membership.

Alternatives

Martial Arts School Software is a useful category shortlist for comparing tools aimed at martial arts schools. For a narrower waiver-focused search, see Gym Waiver Software.

• Clubworx is worth considering if a free plan with up to 20 active members, online booking, payments, emails and SMS, and self-check-in kiosk better matches a small club's needs.
• Spoteca may suit a very small operation that wants a free tier for up to 10 billable enrollments and access to all features, or a per-enrollment Growth plan.
• Kombat Evolve is an option for buyers who prefer a paid martial-arts platform with a free trial; its Starter plan is €59 a month for up to 100 active members, before VAT.
• GymMaster is a paid alternative with a Foundation plan at $89 a month for 100 current members; consider it if that member allowance better fits your budget and scale.
• Zen Planner starts with a paid Studio plan at $99 a month for 45 active members, making it another option for gyms comparing paid member-based plans.
• Gymdesk offers a paid plan at $75 a month for up to 50 members and a free trial, an alternative for a small gym that wants to evaluate a paid service.
• Martialytics starts at $69 a month for 0–50 students and includes unlimited locations, emails, and users, plus every feature and a free student app.
• QuickKicks has a $30 a month Core plan for up to 25 active members, a lower-priced paid option for a smaller membership.

Verdict

Gym Admin is a strong fit for martial arts schools that want billing, attendance, digital waivers, and customizable belt progression together, with migration support to help them move over. Choose Starter if 50 active students is enough; Pro is the route to unlimited students and branded kiosk mode, but its subscription and payment fees deserve a close look. Gyms that do not need rank tracking, or that want to avoid per-transaction charges, should compare alternatives before committing.