Gym Admin

Overview

Gym Admin is a management system for martial arts schools, dojos, boutique academies and gyms. It suits operators who want billing, attendance and belt progression in one place, with student-facing check-in and communications. Its broad administrative scope is useful, but the 50-active-student ceiling on the free plan and payment fees deserve close attention.

Alongside membership billing and class scheduling, Gym Admin handles attendance, digital waivers and rank tracking. That combination makes it a stronger fit for martial arts schools than for gyms that need only payment collection or waiver signing.

Key features

Membership billing and payments

Memberships can recur weekly, bi-weekly or monthly, giving schools room to match billing to their membership arrangements. Stripe processes payments by credit and debit card, ACH direct debit, Apple Pay and Google Pay. Gym Admin charges a 1% transaction fee in addition to standard Stripe fees; ACH bank transfer fees are capped at $5. Those charges can affect the economics of a busy school processing many recurring payments.

Attendance and rank progression

Students can check in at a kiosk, and coaches can record attendance from their phones. Gym Admin flags members who have not attended recently, which can help staff follow up before absences become harder to address. Owners can customize belt colors and stripe designs, set attendance milestones and track promotions, making this feature set particularly relevant to schools with structured martial arts progression.

Waivers and student access

Students can sign liability forms on a phone or front-desk tablet, with completed waivers stored in the cloud alongside their student profile. Student app access is included even on Starter. Family accounts and a student portal are also supported, extending the system beyond staff administration.

Migration, support and security

Gym Admin offers setup support for new gyms and free migration of student details, attendance records and billing history for schools changing systems. Its privacy policy says it does not directly store full credit card numbers and cites encryption, access controls and secure server infrastructure. These measures are relevant safeguards, though payment processing still runs through Stripe.

Pricing

Starter is a meaningful entry point for a small school: it includes core billing, attendance and rank tracking rather than restricting the product to a narrow demo. The 50-active-student cap makes it a poor fit once a school grows beyond that size. Pro removes the student ceiling and adds branded kiosk mode and AI insights, but its 1000-email monthly allowance remains a quota to consider. The transaction fee plus Stripe charges also applies to paid use, so the monthly price is not the full payment-processing cost. There is no free trial.

Platforms

Gym Admin supports Android, iOS, macOS and web. That reach accommodates students checking in by phone as well as staff working across mobile and desktop environments.

Who it's for

Gym Admin is best suited to martial arts academies and dojos that need belt and rank progression tied to attendance, alongside membership billing and student administration. Smaller schools can start on Starter; larger organizations may value Pro's unlimited student capacity. A gym primarily seeking standalone waiver collection or a system without per-transaction charges should weigh other options.

Pros and cons

• Pros: Billing, attendance, rank tracking and digital waivers share one system, reducing the need to split these jobs across separate tools.
• Pros: Flexible weekly, bi-weekly and monthly billing cycles suit different membership structures.
• Pros: Free migration support covers student details, attendance records and billing history, easing a switch from another system.
• Cons: Starter is capped at 50 active students, so growing schools may need to move to Pro.
• Cons: The 1% transaction fee sits on top of standard Stripe fees, adding a cost beyond the plan price.
• Cons: Pro limits monthly emails to 1000, despite allowing unlimited students.

Alternatives

For schools comparing martial arts platforms, Martial Arts School Software provides a broader category of options. If digital waivers are the priority, compare Gym Waiver Software.

DojoTrack is another freemium option with Android, iOS and web support; its paid plans start at $95 a month for up to 100 students, so Gym Admin's Pro price is lower and allows unlimited students, while DojoTrack may suit readers comparing a dedicated alternative with a free trial.

PushPress offers a free plan with no monthly fees and unlimited leads, admins, members and staff, but its listed payment rates are 4.99% + .30 CC and 2.89% + .30 ACH. Consider it when a no-monthly-fee starting point matters more than Gym Admin's lower stated transaction percentage.

RhinoFit Sign-In Kiosk is a freemium alternative with a free trial for readers focused on sign-in kiosk options. For waiver-centered workflows, WaiverFile, WaiverChaser, WaiverDrop, WaiverForever and SignShield are alternatives to compare.

Verdict

Gym Admin is a strong fit for martial arts schools that want membership billing, attendance and belt progression under one roof, especially smaller academies that can begin with Starter. Pro offers unlimited student capacity, but schools should budget for its transaction charges and consider whether the email quota fits their communications needs. Look elsewhere if the priority is a waiver-only product or avoiding an added percentage on transactions.