Gym Admin

Gym Admin manages billing and payments, class scheduling, attendance and self check-in, belt and rank tracking, and student communications. It is designed for martial arts academies, dojos, boutique academies, and gyms. Memberships can bill weekly, every two weeks, or monthly. Students can check in through kiosk mode, while coaches can mark attendance on their phones; the system also flags members who have not attended recently. Owners can customize belt colors and stripe designs, set attendance milestones, and track promotions. Digital liability waivers can be signed on a phone or front-desk tablet and stored in the cloud with a student's profile. Gym Admin integrates with Stripe and accepts credit cards, debit cards, ACH direct debit, Apple Pay, and Google Pay. Transactions carry a 1% fee plus standard Stripe processing fees, and ACH fees are capped at $5. The free Starter plan covers up to 50 active students. Pro is $59 a month and includes unlimited students and up to 1,000 emails monthly. The app is available on Android, iOS, macOS, and the web.

Gym Admin covers gym operations from recurring billing to attendance and rank tracking. The free plan has a student cap, and payment transactions carry additional fees.

Gym Admin suits martial arts schools and other gyms that need membership billing, attendance tracking, and rank progression tools. Its free Starter plan may fit organizations with up to 50 active students.

Overview

Gym Admin is a management platform for martial arts schools and gyms that brings membership administration together with student progression. It suits academies that want billing, attendance, waivers and rank tracking in one system. Its free plan makes a small-school starting point possible, but the 50-student ceiling and payment fees are important constraints.

Recurring billing, class scheduling and student communications cover everyday operations, while student app access and digital waivers support member-facing tasks. The balance is strongest for martial arts programs that use belt promotions and attendance milestones; gyms that do not need rank tracking may find that emphasis less useful.

Key features

Billing and payments

Memberships can bill weekly, every two weeks or monthly, giving schools flexibility in how they collect dues. Stripe processing supports credit and debit cards, ACH direct debit, Apple Pay and Google Pay. Gym Admin charges a 1% transaction fee in addition to standard Stripe processing fees; ACH bank transfer fees are capped at $5. Those charges should be part of the cost calculation for schools with substantial payment volume.

Attendance and check-in

Students can check in at a kiosk, coaches can record attendance from their phones, and the system flags members who have not attended recently. That combination gives staff both a way to record visits and a prompt to follow up on lapses. Pro adds kiosk mode with a custom logo, so schools that want branded kiosk check-in need the paid plan.

Rank tracking, waivers and student records

Owners can tailor belt colors and stripe designs, set attendance milestones and track promotions. That makes the rank system more adaptable to a school's progression structure than a basic attendance log. Students can sign liability waivers on a phone or front-desk tablet, with signed forms stored in the cloud alongside the student profile.

The maker says Gym Admin does not directly store full card numbers and uses encryption, access controls and secure server infrastructure. It also offers free migration of student details, attendance records and billing history, plus setup support for new gyms. That assistance can reduce the administrative burden of changing systems.

Pricing

Starter: free. It includes core features, billing, attendance and rank tracking, and student app access, with up to 50 active students. This is a credible entry point for a small academy, but the cap makes it unsuitable once the active roster grows beyond 50.

Pro Plan: $59 a month, billed monthly in USD, with a 1% transaction fee plus Stripe fees. It removes the student limit and adds up to 1,000 emails per month, kiosk mode with custom logo and embedded AI insights. The unlimited-student allowance suits growing schools, while the email quota and payment charges remain relevant operating limits. There is no free trial.

Platforms

Gym Admin is available on Android, iOS, macOS and the web, covering mobile access for students and coaches as well as desktop use.

Who it's for

Martial arts academies, dojos and boutique gyms are the clearest fit, particularly those that need configurable belt progression alongside recurring billing and attendance. Schools moving from another system may also value free migration support. A small organization can start on Starter; a larger one will need Pro to avoid the 50-active-student cap. Organizations that do not need rank management or that want to avoid per-transaction charges should weigh other options.

Pros and cons

• Pros: Starter combines billing, attendance, rank tracking and student app access at no subscription cost, making it useful for schools with up to 50 active students.
• Pros: Configurable belts and attendance milestones support martial arts promotion workflows, while digital waivers stay with student profiles.
• Pros: Free migration support covers student details, attendance and billing history, easing a system change.
• Cons: Starter stops at 50 active students, so a growing school must move to Pro.
• Cons: Pro costs $59 a month and transactions add a 1% fee plus Stripe processing fees; the plan also caps email at 1,000 per month.
• Cons: Kiosk mode with custom branding is reserved for Pro, limiting the free plan's check-in presentation.

Alternatives

For a broader category comparison, see Martial Arts School Software or Gym Waiver Software.

Clubworx is worth comparing if a free plan for up to 20 active members, online booking and self-check-in kiosk matter more than Gym Admin's 50-student free allowance. OLM offers free platform access with payment charges that vary by transaction type, so it may suit a school comparing a no-subscription approach against Gym Admin's free tier and 1% fee.

GymMaster is a paid option starting at $89 a month for 100 current members; consider it if that member-based paid tier is a better fit than Gym Admin's $59 monthly Pro plan. Kombat Evolve starts at €59 a month for up to 100 active members, a relevant alternative for schools comparing a euro-priced paid entry tier.

Sport School Manager has a School Plan at $89 a month with unlimited students, priority support, dedicated onboarding and a 90-day free trial, which may appeal to schools prioritizing onboarding and trial time. Zen Planner is another paid option for readers comparing gym-management software.

BJJLINK offers a $49 monthly BLACK plan with unlimited students and a 1% service fee, making it a direct price-and-fee comparison for schools weighing unlimited membership against Gym Admin's Pro plan. Gymdesk starts at $75 a month for up to 50 members, an option for readers comparing paid plans at that roster size.

Verdict

Gym Admin is a strong fit for martial arts schools that want billing, attendance, waivers and configurable rank progression under one roof, with a free tier for rosters up to 50 active students. Choose it if those connected workflows and migration support matter more than avoiding transaction fees. Look elsewhere if the free cap is too restrictive or the 1% fee plus Stripe charges would make payment volume costly.