Martial arts school enrollment that turns trial classes into families who stay.
For most schools, the path is the same: a parent or adult inquires, tries a class and decides. Alcreo replies to inquiries quickly, books trial classes with waivers signed ahead, follows up with a clear enrollment offer, bills tuition automatically and keeps families engaged through belt tests and events.
Schools grow when trial students enroll and families stay for years
Parents and adults inquire, try a class and then get busy. These are the gaps that cost enrollments:
Slow replies to parents
A parent fills out your form after dinner. A callback the next afternoon may come after they've booked a trial elsewhere.
Trial no-shows
Trial classes get booked and missed because nobody sent a reminder.
Trials without a clear offer
A child loves the trial, but the parent never gets a clear enrollment offer.
Tuition billing exceptions
Failed payments, family plans and freezes are handled by hand.
Families who drift
Attendance drops before a cancellation, and nobody reaches out in time.
Few reviews
Parents love the school but rarely leave a review unless asked.
Inquiries, enrollment and family communication
If you track ranks and attendance in school software, keep it. These tools handle inquiries, enrollment and billing.
A website for parents and adults
Pages for kids, teens and adult programs, instructors, schedule and a trial class offer.
Quick inquiry replies
Web and ad leads get a text and email within a minute with a trial booking link.
Trial class booking
Parents and adults book a trial class online, with reminders and what-to-bring details.
Waivers before the trial
Waivers, including parent or guardian signatures for minors, are signed online before the first class.
Enrollment follow-up
After the trial, families get a clear enrollment offer and a short follow-up sequence.
Tuition and family plans
Bill tuition automatically by card or ACH, with family plans and failed-payment alerts.
Attendance check-ins
Students who haven't attended in a while get a friendly check-in, and parents stay informed.
Belt tests and events
Registration and reminders for belt tests, tournaments, camps and birthday parties.
Reviews and referrals
Families get review requests and buddy-day referral offers.
From a parent's inquiry to an enrolled student
A parent wants their 7-year-old to build confidence and fills out your form on a Sunday night. Here's how it could go.
Families who don't enroll get an invitation to a camp or buddy day.
This is an illustration of how the system can work, not a specific customer's results.
- Sun 8:40 PMInquiryThe parent fills out your form. A text with a trial booking link goes out within a minute.
- Sun 8:50 PMTrial bookedThey book Wednesday at 5 PM. Waiver and what-to-bring details go out.
- WedTrialTheir child enjoys class, and the instructor adds a note to the record.
- ThuEnrollment offerThe parent gets your enrollment offer. They want to talk it over at home.
- MonEnrolledA follow-up answers their question about schedules, and they enroll online with autopay.
- Month 3Belt testBelt test registration and reminders keep the family engaged.
Set up for the programs you teach
Kids programs, adult classes and camps each need a different flow.
Kids and teens
Parents make the decisions.
- Parent-focused trial booking
- Guardian waivers
- Enrollment follow-up
- Belt test and event reminders
Adult programs
BJJ, kickboxing, Muay Thai and more.
- Trial class booking
- Membership billing
- Attendance check-ins
- Referral offers
Camps and events
Summer camps, parties and seminars.
- Event registration and payment
- Reminders
- Waivers per event
- Follow-up to enrollment
Keep your school software if it works. Improve enrollment.
Some schools track attendance and ranks in dedicated software. That's fine. Alcreo can run alongside it.
What school software often doesn't do well is enrollment and engagement: quick inquiry replies, trial reminders, enrollment follow-up, attendance check-ins and review requests.
Smaller schools often run booking, tuition and events entirely in Alcreo. Either way, during setup we import your families and students.
Is Alcreo a good fit for your school?
It's built for independent martial arts schools and academies.
A good fit if
- Parent inquiries don't always get a fast reply
- Trials don't reliably turn into enrollments
- You handle tuition exceptions by hand
- You want more families at belt tests and events
Probably not the right tool if
- You need tournament bracket or rank certification software
- You're part of an association with required systems
- Your school software already handles enrollment follow-up well
Communication with the right adults
Parents trust you with their children. The setup keeps communication with parents and guardians.
Guardian waivers on file
Parent or guardian waivers are signed before the first class and attached to the student record.
Consent on every form
Forms include clear, unchecked texting consent with links to your privacy policy and terms. STOP replies are honored automatically.
Registered business texting
We help you register your number for A2P 10DLC, which mobile carriers require for business texting from local numbers.
Policies that stay current
Growth includes an auto-updating privacy policy, terms and cookie consent for your website. On Launch it's a $20/month add-on.
This is general information, not legal advice. Talk to your own advisor about the rules that apply to your business and your state.
What your martial arts school website could look like
A confident site that speaks to parents and adults and offers a trial class.
Program and city pages help you show up for searches like "karate for kids near me" and "Brazilian jiu-jitsu in [your city]." Instructor bios, a clear trial offer and reviews from families help people choose your school.
What happens after you sign up
You don't have to learn the software on your own. Here's what the first week looks like.
One onboarding call
We learn how your martial arts school works today, which tools you're keeping and what to fix first.
Your website and phone number
We build your website or connect your current one. Keep your number by forwarding or porting it, or get a new local number.
Your contacts and starter setup
We import your contacts, load the standard pipeline and turn on the starter automations that fit. You can rename stages and edit messages any time.
Live in under a week, with support after
Most accounts are running in under a week, though texting registration depends on the carriers. After launch, support helps when you want to change something.
Plans for martial arts schools
Both plans are month-to-month, set up for you, and your first 30 days are free.
Launch
$497 setup · first 30 days free
- ✓5–6 page website with program pages
- ✓CRM, enrollment pipeline and follow-up
- ✓Trial booking, waivers and texting
- ✓Tuition billing, events and reviews
- ✓Unlimited AI agents (fair use)
- ✓Up to 5 users
- ✓Compliance add-on: +$20/month
Growth
$997 setup · first 30 days free
- ✓Up to 35-page SEO website with program and city pages
- ✓Trial conversion, retention and event buildout
- ✓Everything in Launch
- ✓3 website edits every month
- ✓Unlimited users and priority support
- ✓Compliance included
Phone, texting, email and AI usage is billed separately based on what you use. If you cancel in the first 30 days, there's no monthly charge, but the setup fee isn't refunded. Moving from Launch to Growth costs the $500 difference in setup fees. Google ad spend is paid directly to Google. Google decides Local Services Ads eligibility for each business type and area.
AI for the routine work, with your team in charge
For a school, AI can answer parents' common questions at night, like age groups, class times or what to wear to a trial, and draft enrollment follow-ups for your team to approve.
You decide what AI handles. Anything that needs judgment, or a personal touch, stays with your team.
Describe a workflow in plain English
Type something like "the day after a trial class, text the parent the enrollment offer, email the next day and create a call task on day 3 unless they enroll" and the AI builder drafts the automation. You review it, adjust the timing or wording, and turn it on.
An assistant for routine questions
AI agents can answer common questions, collect details and book appointments by chat or text, in many languages. You decide what they say and when a person takes over.
Help drafting messages
Draft reminders and replies faster, then edit them to sound like your business.
Help when you want to change something
We show you the AI tools during onboarding, and support can help you adjust an automation later instead of starting over.
Questions from school owners
Don't see yours? Book a 15-minute call and ask us directly.
How quickly do parent inquiries get a reply?+
Within about a minute. Parents get a text and email with a trial booking link, and your team is notified.
Can parents sign waivers online?+
Yes. Parent or guardian waivers are signed before the first class and attached to the student record.
Can I bill tuition and family plans automatically?+
Yes. Tuition bills by card or ACH, with family plans and failed-payment alerts.
Can I run belt tests and events?+
Yes. Registration, payments and reminders for belt tests, tournaments, camps and parties run in the same system.
Can I keep my school software?+
Yes. Alcreo can run alongside it for inquiries, trials, enrollment follow-up and reviews.
How long does setup take?+
Most businesses are up and running in under a week, starting with one onboarding call. Texting registration is approved by the mobile carriers, and their timing varies.
Can I keep my phone number and my current website?+
Yes. We can forward or port your number, or set up a new local one. If you like your current website, we can connect it to your account at the same plan price.
What does it cost, and what's billed separately?+
Launch is $297 a month plus a $497 setup fee. Growth is $597 a month plus a $997 setup fee. Both are month-to-month with the first 30 days free. Phone, texting, email and AI usage is billed separately based on use.
What happens if I cancel?+
Cancel in the first 30 days and there's no monthly charge, though the setup fee isn't refunded. After that there's no long-term contract. Closed accounts are paused for 30 days, and we'll send your contacts and website code on request. Your domain stays yours.
Other fitness & coaching businesses we set up
Related: CRM & pipeline · Scheduling · Alcreo Payments · Automations · Funnels · Websites
More trial classes turn into enrolled families.
Book a free 15-minute demo and we'll start building your website live on the call.