Every BlackBeltCRM feature, in one list
All 122 features in 16 groups, each in two or three plain sentences: members and families, billing, card processing, the front desk, the schedule, communication, leads, reports and the member portal. Every one is on every plan, from $49 a month.
Members & families
More detail:Members and families
Member list with saved views
Everyone at a location, with how each person is doing, not only who they are. Saved views show who is at risk, who owes, who is new and who has not visited, and every row opens the record, an email or a payment.
Family list
See who pays, how to reach them, what they owe and whether anyone in the family is slipping away. Take a payment, write an email or edit the family from the row.
Add a member in one pass
Sign up a new member or a whole family in a single flow: who is joining, contact and billing, membership, documents and the first payment. Nothing is saved until the last step, so a half-finished sign-up never leaves loose records.
Add a member to an existing family
Add a new person or a new enrollment to a family already on file and go straight to the membership, documents and payment.
Member record
One page per member with the family, memberships, programs, registrations, documents, attendance, contacts and a timeline of everything that happened. Money owed and the next step are always in view.
Change or end a membership
Change a membership's price, discount, next charge date, billing frequency, term and auto-renew, and preview the next charges before saving. End a membership with the billing handled for you.
Class and event registrations
Enroll a member in a class, camp or event from the record, or remove a registration.
Transactions register and statements
Every charge and payment of a family with a running balance, like an accounting customer register. Export it, or print or email a statement on your letterhead.
Edit a member / edit a family
Keep names, birthdays, contacts, barcodes, sizes, notes, statement delivery, tax ID and preferred language current. Status changes have their own button and explain why a family is Active, Suspended or Inactive.
Billing contacts
A family can have more than one person who pays; the card, bank account, address and credit follow the contact you choose.
Tasks and notes
Add a task or note on a member so follow-ups have an owner and a date.
Member and family history
Every email, text, letter, payment and change is written to the family's history, so anyone on the team can see what was said and done.
Bulk member tools
Change billing dates, discounts, status or charges for many members at once, move a family to another location, or delete a duplicate family, with a review before anything is saved.
Member referrals
Record the friends your families refer, follow each one until it joins and stays, and reward the referring family with account credit when your rule is met.
Lists
Keep the employers, clubs and organizations your members belong to and the interests prospects pick from, and choose which locations offer each.
Billing & payments
More detail:Billing and paymentsMartial arts billing software
Automatic billing
Memberships and services bill themselves every night on the schedule you set, so you can always answer "why was this family charged?"
Billing preview and runs
See every charge the next run will create and why, create the ones you select, skip a period, turn automatic billing on or off, and read what past runs did.
Autopay
Cards and bank accounts on file are charged automatically early each morning. Declines get a clear next step for staff, and a card that can never succeed is not retried.
Collect payments now
Charge the cards saved for autopay right away instead of waiting for the morning run. See who is ready, who waits and why, confirm once and read the result for every family.
Autopay receipts
Every successful autopay charge sends the family a receipt.
Bill on the 1st or on the start date
Bill every monthly membership on the 1st with a fair first month worked out from the join day, or bill from each member's start date. Your choice, per location.
Bill a family ahead
Charge several future periods in one step so a family can pay ahead; nightly billing will not charge them again for those periods.
Packages
Create, copy, change and archive the memberships and packages you sell, see what a member will pay before you save, and choose which locations offer each.
Services you bill
Extras billed apart from the membership, such as private lessons, lockers or testing fees, with their frequency, fee and income account.
Late fees and returned-payment fees
Choose per location which late fee and returned-payment fee are added, and the system applies them for you.
Card surcharge
Pass card fees to members where the law allows. The location page shows the legal limit and blocks a rate above it, and debit and prepaid cards are never surcharged.
Customer credit
See a family's credit history with a running balance, add credit with a reason or remove it, and spend it at the Cashier.
Partial payments
Take part of a balance; the money goes to the oldest charge first unless you choose, and tax is split correctly.
Refunds and voids
Return a payment by answering what happened. The system chooses a void or a refund through the account that took the payment, and the button names the amount and the card.
Payments received
Every payment at a location by day; search by name, card, amount or approval code and open a payment to see what it paid for and what happened to it.
Who owes you (aging)
Every open balance by how long it has been due, with take a payment, send an email or start a follow-up from the same row.
Collections follow-up
Log every call or message to a late family, record a promise to pay and spot promises that were missed, so nobody is chased twice or forgotten.
Balance letters
Put the amount due, the oldest due date, days late and a pay button into an email, filled in for each family from the same numbers as the balances page.
Billing agency payments
Record what a collection agency paid against the families it bills, and keep the list of agencies.
Income, expenses and vendors
Record rent, utilities, bank fees and other money outside member billing, and keep your vendor list with what you spent with each.
Chart of accounts
Sort income and expenses into your own numbered accounts with accounting names, ready for your accountant.
Financial summary
What came in, what went out and what is left, compared with last year, exportable and printable as a profit and loss.
Card processing & disputes
More detail:Billing and payments
Integrated card and bank payments
Take cards and bank transfers through our own payment gateway, with the card stored safely for autopay and future payments.
Online merchant application
Apply for card payments from inside the app, save and finish later, and see where the application stands. Cash and checks work while you wait.
Card processing view
See what the processor did with a payment, why a card was declined, what went into each deposit, and where the processor and your books disagree, without logging into another portal.
Unrecorded card sales
When a card was charged but your books have no payment, the system finds it overnight and you record it on the right family in two clicks, or mark it as not yours. The card is never charged twice.
Card dispute cases
Open a dispute, record it from the bank notice, send the evidence the page gathers for you, and record the result. Nothing changes on an account unless you confirm it.
Front desk
More detail:Cashier and storeCheck-in kiosk
Cashier
Find the family, see open charges with those due already selected, pay by card on file, new card, bank, cash, check or credit, and print or email the receipt.
Statements and charge corrections at the Cashier
View or email a family's statement, email a receipt after a payment, or remove charges that should not be there, by permission.
Store
Pick a family or prospect, tap or scan the items, then charge the sale to their account or take payment at the Cashier. Out-of-stock items still sell as back orders.
Check-in kiosk
Put a tablet, computer or TV at the door; members check in by scanning its code with their own phone, with their card or tag, or by name, and a parent can check in the whole family with one scan. The kiosk locks so it shows nothing else.
Kiosk-only staff access
A front-desk sign-in that opens only the check-in kiosk.
Scheduling & calendar
More detail:Scheduling and eventsAttendance
Business calendar
Every class, event and appointment in one calendar, by day, week or month, printable.
Weekly class schedule
Set up the weekly timetable, rooms, instructors, closed days and time off.
Reservations with waitlist
Members reserve a spot in a class; when it is full they join a waitlist.
Appointments
Book intro and private lessons into staff calendars.
Booking reminders
When you turn them on, members get an email reminder before each booking, 24 hours ahead by default.
My calendar
Each instructor sees their own classes, takes attendance and can ask for a substitute.
Events and classes
Set up the things people sign up for at a set time (classes, camps, seminars, workshops) with price, capacity and income account, and see who is registered.
Attendance
Every check-in is recorded and feeds the at-risk signals; locations that do not track attendance can hide it.
Programs, ranks & promotions
For programs with ranks or levels.
More detail:Belt tracking software
Programs
Add the programs or styles you teach, rename or retire them.
Rank ladders
Build the ladder members climb and choose whether the next rank is earned by time or by number of classes; reorder by dragging.
Member ranks
Start a member in a program, change a rank, promote, or undo a promotion from the record, with the full rank history kept.
Promotion candidates
See who is due to test for the month you are planning, add them to an exam, print the candidates list and export it.
Exams / test days
Run an exam: who is on it, promote or mark "not this time", remove unpaid members, print the exam sheet, rank order and labels, and complete it.
Exam invitations
Invite families by email or text, see who confirmed, declined or has not answered, remind only those who have not, and read each parent's answers and signature. Families reply from their phone and pay the fee where offered.
Communication
More detail:Communications
Email to families
Pick who gets it, write once with English and Spanish versions, preview how a family will see it, and send now or later. Every family gets its own email and a history row.
Email delivery queue
See everything sent, waiting or scheduled, and every email that did not arrive with the reason in plain words and a way to fix it.
Send from your own domain
Send through us with nothing to set up, or from your own domain by adding three records the page checks for you. Replies always reach you.
Letters and templates
Keep your letters in English and Spanish together, copy a standard letter to make it your own, and start any email from a letter.
Email signatures
One professional signature look for the whole team; each person adds a photo, title, phone, sign-off and a handwritten signature.
Texting (two-way)
A shared inbox for every conversation with families and prospects, showing who is waiting for an answer and what happened to every text. Paid add-on per location, with carrier approval guided step by step.
Group texts
Text a group of families, one text per family, and see before you send who will not get it and why and what it uses from your plan.
Birthday and come-back cards
Send a birthday card to members with a birthday coming up, or a come-back card to members who have not been in for a while, with a preview of exactly what the family receives.
Review requests
Add your Google review link once, ask families automatically at the right moment or by hand from the record, and see why a family was or was not asked. Families can opt out.
Leads, sign-up & online join
More detail:Leads and trialsMartial arts CRM
Prospect pipeline
Everyone who asked about your business in one place: where each one is, who to call next, a card for every prospect, trials, sign-ups, cold leads, spam, tags, follow-ups and file import.
Add a prospect in under a minute
Take a call or walk-in and save who is asking, who will attend, what they want, the next step and a welcome email in one pass.
Fast response to new prospects
Choose who is told the moment a prospect arrives, send an instant email reply, share new prospects in turn, and alert the owner again if nobody has called after 15 minutes.
Daily call list by email
Each morning, staff get one email with the prospects to call that day.
Website prospect forms
Build a form, preview it, and paste two lines on your website; every submission lands in Prospects with consent recorded.
Connect other tools
Send prospects from other tools, such as social media lead ads through Zapier, straight into Prospects with a private address. Nobody is added twice.
Lead sources and tracking links
Turn your own sources on and off, see how each performs over 12 months, and make a tracking link with a QR code for a flyer, a post or an event.
Prospect results
See which source brings members who stay, how fast you reach new prospects and whether it matters, why prospects say no, and what a new member costs you.
Intro lesson booking page
One link or QR code where people pick a free time from your calendar and book an intro lesson. They arrive in Prospects with the booking made and a confirmation email sent.
Online join page
A join page that shows the memberships you choose and offers a free class; share the link, QR code or a button on your website. Visitors book the free class or leave their details, and arrive in Prospects ready for follow-up.
Trials
Start a prospect on a trial and follow up before it ends.
Documents & agreements
More detail:The member portal
Waivers, policies and agreements
Write your documents, require them for new members, and publish a new version without losing anyone's earlier signature.
Import a document from Word or PDF
Bring in your own waiver or agreement instead of retyping it, and check the fields it fills in for each family.
Sign anywhere
Get documents signed in person on screen, by email link, or in the member portal; send a signing link to everyone who has not signed.
Membership agreements
Each membership carries its agreement with the terms the member signed.
Reports & insight
More detail:Retention analyticsMembers at risk
Home page
Opens on what matters today: income, members, prospects, programs and your reach, with dates and comparison you choose.
Needs you now
Failed payments, unsigned waivers, trial follow-ups, tasks, memberships ending, birthdays and unrecorded card sales, each handled in place: log a call, send an email or snooze.
Business health score
One score for the health of the business, with the diagnosis behind it and up to three things to do today.
Members at risk
Members whose visits have dropped against their own usual pace, with the reason in words, so you can call before they cancel.
Retention you can measure
Churn as a monthly rate, how each year's new members stayed at 3, 6, 12 and 24 months, how long members last before they cancel, and how many survive their first 90 days.
Growth and revenue
Members joined and left each month, what a member is worth, and how the year moves.
Report library
Daily report, monthly billing results, revenue by source, member history, services billed, payments received, electronic payments, attendance log, absenteeism, attendance by program, registrations, missing registrations, missing signatures, family labels and member badges, all exportable and printable.
Store & inventory
More detail:Cashier and store
Stock and items
Keep items with sizes, colors, codes and prices; receive and count stock and move it between locations.
Sales and returns
See every sale with what it still owes, fill back orders when stock arrives, and return an item with stock and money handled correctly.
Member portal
Members' phones.
More detail:The member portal
Member home
Shows the balance and due date and any documents waiting for a signature, or "You're all set."
Billing, statements and receipts
Charges, payment history, a yearly statement and receipts as PDF.
Pay online
Members pay open charges with the card already on file.
Sign documents
Read and sign waivers and agreements on the phone and keep the signed copy.
Activity
The family's check-in history and how often they come.
Check in with a QR code
Scan the code at the door and pick who is checking in and for which class.
Exam replies
Answer an exam invitation, sign, and pay the fee where offered.
Training materials
Guides, curricula and handouts you share, visible by program, by rank or to everyone.
Your branding
The portal shows your business name and logo, in English or Spanish.
Staff preview
Staff can see exactly what a family sees, read-only.
AI helper
More detail:AI in BlackBeltCRM
Ask AI
Ask how to do something in your own words from any page. The answer comes only from our help articles, names the article and menu path it used, says plainly when a feature does not exist, and can turn that into an idea request.
Help library
A full searchable library of how-to articles in English and Spanish, linked from every page.
Security & multi-location
More detail:Multi-locationTrust and security
Multi-location
Run many locations from one account; each page works for one location at a time and data never mixes. Packages, lists and series can be shared across locations.
Staff roles per location
Invite a team member, choose what they can do at each location, send a sign-in link, unlock or deactivate, with every change written to history.
Two-step sign-in
Require a second sign-in step for staff: authenticator app, text message or email code, with recovery codes.
Account protection
Sign-in throttling, lockout after failed attempts, confirmed changes of sign-in email, and no record numbers exposed in web addresses.
Setup & import
More detail:Switching from another system
Business information
Name, address, contacts, time zone, money and date format, taxes, check address and logo, with a preview of how members see you.
Location settings
How a location bills, its late and returned-payment fees, surcharge, what the member portal offers, how check-in works and when an absence needs attention; add a location or delete an empty one.
Import from your old system
Bring members, families and who pays from your old system's export, check every row before anything is saved, and undo the whole import if something looks wrong.
Setup checklist for new accounts
A guided list of first steps that can each be marked done or not needed.
English and Spanish throughout
Staff and members each use the language they prefer.
14-day free trial
Every new account starts with a 14-day trial.
Your account & support
More detail:Support
Plan and billing
See what you pay and why, update the card on file, read your statements and check your locations on one page.
Support requests
Report a problem, ask about payments or send an idea with screenshots, and see a "Here's what we heard" summary before it reaches us.
Request tracking
Follow each request on its timeline, read and answer our replies, reopen or cancel, and see the requests of all your locations.
Secure support access
When you ask for help, our team can open your account only with a stated reason, for a limited time, and every session is logged.
Refer a business and earn
Share your link with another membership business, follow each referral and see when your reward is paid.
Cancel or change your mind
Clear cancellation with the exact closing date, what to export first, and how to come back.
All of it, on every plan
From $49 a month. No feature tiers, no per-staff charges, no setup fee and no contract. List verified against the app in November 2026.
Every member who quits unseen is tuition you do not get back.
The warning was in your attendance all along. Start the trial and see it on your own members.
- Switching is a file, not a project
- Import your members from your old system’s export, free at any size. You see every member before anything is saved, and you can undo it.
- No contract, no card to start
- Free to try. Export your members to CSV or Excel any time, without asking us.
- $49 a month, every feature
- Priced by the size of your membership. No setup fee, no per-staff charge, no feature held for a higher plan.
- English and Spanish
- Each person on your team picks English or Spanish, and emails go out in each member’s language.