Martial Arts Academies – Staff Attendance + Multi-Shift + Head Instructors/Assistant Coaches/Batch Trainers/Reception/Counsellors/Back Office Role Mapping + Late/Early Rules + OT Approval + Batch/Class Schedule Tracking + Belt Test & Grading Accountability + Trial Class & Enquiry Logging + Dojo Access Control + Audit-Ready Logs + Payroll Export Automation | Modi Group ✅
Martial arts academy me attendance sirf HR nahi — class discipline, instructor punctuality, batch continuity, trial class handling, student retention aur belt test/grading integrity sab schedule tracking + role mapping se linked hota hai. Agar multi-shift + trial logs + grading accountability + OT approvals strong nahi hoga toh missed classes, unhappy students, negative reviews aur payroll disputes create hote hain.
Updated: Feb 2026
Best for: Karate / Taekwondo / MMA / Judo / Kickboxing Dojos
Use-cases: Batch Discipline / Instructor Coverage / Trial Logs / Belt Tests / Payroll Export
Quick TOC
1) Requirements — Martial Arts Academy Setup
A) Roles (Dojo + Front Desk)
- Dojo/Academy Manager (daily ops + discipline)
- Reception / Front Desk (check-ins + enquiries + payments)
- Sales Counsellor (trial conversion + renewals)
- Head Instructor (curriculum + quality)
- Assistant Coach (support batches + warmups)
- Batch Trainer (kids/teens/adults batches)
- Grading Coordinator (belt tests + records)
- Housekeeping (mat hygiene + washroom)
- Back Office / Accounts (payroll export)
B) Shift Inputs (Batch Practical)
- Morning Batches (optional)
- After-School Kids Batches (4pm–7pm)
- Adult Batches (7pm–10pm)
- Weekend Special Sessions (Sat/Sun)
- Belt Test / Event Shift (OT as per event)
C) Policies (Quality + Safety + Accountability)
- Grace time (example: 5–10 min)
- Late/Early rules (class start strict)
- Half-day (example: <50% shift)
- OT slab (30 min rounding)
- OT approval (Manager → Owner/HR)
- Batch mapping (which coach ran which batch)
- Trial class logging (enquiry → trial → conversion)
- Belt test & grading accountability (date + panel + results)
- Audit log (edits + approvals record)
D) Device + Network Requirements
- Face Attendance / Biometric (anti-proxy + fast)
- LAN/WiFi internet (cloud dashboard)
- UPS backup (class start no downtime)
- Admin PC/Laptop (reports + payroll export)
2) Use Cases (Martial Arts Real Scenarios)
1) Class Start Discipline (No Delays)
Students wait na kare: batch punctuality proof.
2) Coach Availability + Substitute Control
Continuity: coach roster + punch proof.
3) Trial Class Conversion
Admissions improve: enquiry + trial logging.
4) Belt Test & Grading Integrity
Transparency: grading accountability logs.
5) Event / Seminar OT Control
Events me approved OT only payroll me add.
3) Common Problems (Martial Arts Academies)
- Late class start → parent/student complaints
- Instructor absence → cancellations + dropouts
- Trial follow-up weak → lost admissions
- Unapproved OT → payroll disputes
- Grading records missing → trust issues
- Front desk accountability weak → lead leakage
4) Academy Workflow Mapping
Pre-Class (Opening)
- Reception + coaches punch-in
- Batch schedule confirmation
- Dojo readiness checklist (mats/safety/hygiene)
During Classes
- Batch-wise coach mapping
- Trial class entries + follow-up assignment
- Dojo access control (staff-only zones optional)
Grading / Events
- Belt test roster + attendance proof
- Grading entry (panel + results) with audit trail
- OT request (event) → approval
Closing
- Punch-out discipline
- OT auto calculation + approval
- Daily summary (late/absent/batches/trials) report
5) Software Features (Must-Have)
- Role-based attendance (instructors/reception/counsellors/back office)
- Multi-shift roster (kids/adults/weekend)
- Late/Early rules with grace
- OT approval workflow
- Batch/Class schedule tracking (slot-wise mapping)
- Trial class & enquiry logging (enquiry → trial → conversion)
- Belt test & grading accountability (date/panel/results)
- Mobile dashboard (owner/manager)
- Payroll export Excel/CSV
- Audit log (edits + approvals)
Optional Add-ons
- Dojo access control (staff-only zones)
- Daily WhatsApp report (late/absent/OT + batches/trials)
- CCTV integration (reception + dojo entry)
6) Shift + OT Policy (Recommended)
| Item | Recommended | Why it matters |
|---|---|---|
| Grace | 5–10 min | Practical reporting |
| Class Start Rule | After grace → strict | Student trust + retention |
| Trial Follow-up | Same-day | Admissions boost |
| Half Day | < 50% shift | Fair payroll logic |
| OT Slab | 30 min rounding | Standard OT |
| OT Approval | Manager → Owner/HR | Disputes reduce |
7) Recommendations (Owner Control Tips)
- Batch schedule lock rakho (no last-minute chaos)
- Backup coach roster ready rakho
- Trial logging daily compulsory karo
- Grading records digital + audit trail rakho
- OT approvals mandatory rakho (events)
- Daily WhatsApp report owner ko auto bhejo
8) Example Setup (Sample Dojo)
- Shifts: Kids (4–7), Adults (7–10), Weekend (special)
- Grace: 10 min
- OT slab: 30 min
- Approval: Manager → Owner
- Payroll: Monthly Excel export + audit
Batch/Role Mapping Example
| Role | Shift | Slot | Mapping |
|---|---|---|---|
| Reception | Evening | 4–9 | Enquiry + Check-ins |
| Head Instructor | Evening | 7–8 | Advanced Batch |
| Assistant Coach | Evening | 4–5 | Kids Beginner |
| Sales Counsellor | Evening | 5–9 | Trials + Conversions |
| Grading Coordinator | Event | Belt Test | Panel + Records |
9) Reports (Owner-Friendly)
- Daily attendance (present/absent/late)
- Shift-wise coverage (kids/adults/weekend)
- Batch schedule report (conducted/cancelled)
- Trial & enquiry log (new leads + follow-ups)
- Belt test & grading report (date + results)
- OT requested vs approved
- Monthly payroll export (Excel/CSV)
Payroll Export Columns (Recommended)
- Employee ID / Name
- Role (Instructor/Coach/Reception/Sales/Back Office)
- Shift tag
- Present/Absent/WO
- Late count + minutes
- Approved OT hours
- Payable days / remarks
10) Implementation (Modi Group Process)
- Requirement discussion (shifts, roles, batches, grading flow)
- Device placement (entry/front desk)
- Device install (Face/Bio) + testing
- Policy setup (late/OT approvals)
- Batch + role mapping (instructors/classes)
- Trial logging setup (lead → trial → conversion)
- Grading accountability setup (belt tests)
- Test payroll export
- Go-live + support
11) FAQs
Q1) Multi-shift supported?
Yes, kids/adults/weekend shifts supported.
Q2) Batch/Class schedule tracking possible?
Yes, slot-wise tracking enabled.
Q3) Trial class logging?
Yes, enquiry → trial → conversion logging supported.
Q4) Belt test & grading accountability?
Yes, panel/date/results audit-ready logs supported.
Q5) OT approval?
Approved OT only payroll me count hota hai.
Q6) Payroll export?
Excel/CSV export ready milta hai.
12) Contact / Demo – Ahmedabad
Share for exact quote: staff count, shifts, roles (instructors/reception/sales), batch timings, belt test frequency, OT policy, payroll format.
📞 9664988206 / 7405851025
📧 modigroupahm@gmail.com
Quick Quote
- Staff count (instructors/coaches/reception/sales)
- Shifts (kids/adults/weekend)
- Batch timings + styles (Karate/MMA etc.)
- Belt test & grading tracking required?
- Trial logging required?
- OT policy (approval?)
- Payroll format
