Agentic AI for Enquiries, Trials, Belt Progress & Renewals
Converiqo automates enquiries, trial sessions, batch allocations, belt program updates, fee reminders, and renewals so martial arts academies run smoother and communicate clearly with every student and parent.
Pressure points
Key Challenges for Martial Arts Academies & Dojos
Automation organizes enquiries, classes, belt journeys, and communication into clear, repeatable workflows.
Unstructured Enquiries & Trial Bookings
Parents and adults ask about timings, fees, age groups, and disciplines across WhatsApp, calls, and walk-ins, staff struggle to log, qualify, and book trials consistently.
Batch Scheduling & Reschedule Chaos
Managing multiple batches, instructors, and locations manually leads to clashes, confusion on make-up classes, and constant “what time is my class?” questions.
Belt Progress & Grading Visibility
Parents and students rarely have clear visibility into eligibility, grading dates, required curriculum, and next steps in the belt journey, causing anxiety and drop-offs.
Fee Reminders, Renewals & Follow-Ups
Manual reminders for due fees, renewals, and package expiries result in delays, revenue leakage, and uncomfortable one-on-one conversations.
Tournament, Camp & Event Coordination
Registrations, waivers, payments, and updates for tournaments, gradings, and camps are scattered across sheets, chats, and forms with no single source of truth.
Support, Complaints & One-Off Requests
Uniform issues, class change requests, injury pauses, and instructor feedback are handled informally via chats with no tracking, SLAs, or structured ticketing.
How Converiqo Transforms Martial Arts Academy Operations
Automation & AI synchronize every step from enquiry and trial to belt grading, events, and renewals.
AI-Powered Lead & Enrollment Engine
Capture, qualify, and convert enquiries into trial bookings and enrollments with structured journeys across age groups, disciplines, and locations.
Student & Parent Self-Service Hub
Give parents and students instant answers on schedules, batch changes, belt eligibility, fees, and events across WhatsApp, web, and email.
Unified Ticketing for Issues & Requests
Turn class changes, complaints, injury pauses, and uniform queries into trackable tickets with SLAs, escalations, and clear ownership.
Engagement, Events & Renewal Automation
Automate campaigns for new batches, belt gradings, tournaments, summer camps, and renewals to boost participation and retention.
Core module
Modules Tailored for Martial Arts Academies
Automated enquiry capture, trial booking, and enrolment workflows for martial arts academies and dojos.
Automation Flow
Sales / Leads Engine: Enquiries, Trials & Enrolments
Capture enquiries from website forms, WhatsApp, walk-ins, phone calls, demo days, social media, and referrals with automatic source tagging.
Auto-profile leads by age group, discipline (karate, taekwondo, MMA, kickboxing, self-defence), location, goals (fitness, competition, confidence), and urgency.
Offer real-time trial slot suggestions based on branch, batch, instructor availability, and preferred days/time of the week.
Send instant confirmations for trial sessions with maps, dress code, what-to-carry guidelines, and waiver/consent links.
Automate follow-ups after trials with structured flows: attended vs missed trial, re-scheduling, objections handling, and enrolment nudges.
Convert confirmed enrollments into selected programs with mapped fee plans, contracts, and batch allocation, without duplicate data entry.
Automation Flow
Customer Self-Service: Schedules, Progress & Day-to-Day Queries
Parents and students can instantly check class timings, branch schedules, and batch details via WhatsApp, web widget, or SMS without calling the academy.
Provide self-service access to attendance history, make-up class eligibility, and upcoming sessions, reducing repetitive “did my child attend?” queries.
Expose belt roadmap and grading eligibility criteria per discipline so families know exactly what is required at each level.
Offer transparent fee plan information: due dates, paid history, upcoming instalments, offers, and renewal options with secure payment links.
Automate proactive reminders for grading days, tournaments, camps, and academy closures, so students always stay informed.
Allow parents and adult students to submit requests for batch changes, temporary injury pauses, and profile updates, which route into structured workflows.
Automation Flow
Feedback / Survey: Class Quality, Instructors & Experience
Trigger feedback forms after trials, first month of enrolment, belt gradings, camps, and tournaments to understand perceived value and experience.
Capture structured ratings on instructor communication, discipline, technique clarity, safety, environment, and overall satisfaction.
Collect parent-specific feedback on confidence-building, discipline, focus, and behaviour impact at home and school.
Use pulse surveys to identify early warning signs: low motivation, schedule misfit, or dissatisfaction, before a student drops out.
Aggregate feedback by branch, discipline, and instructor to identify coaching gaps and best-performing programs.
Feed insights into continuous improvement loops for curriculum, communication style, events calendar, and academy policies.
Automation Flow
Marketing Module: Batches, Events, Camps & Renewals
Run campaigns for new beginner, intermediate, and advanced batches segmented by age, location, and discipline interest.
Promote trial weeks, open houses, and “bring-a-friend” days with automated reminders and referral tracking.
Market summer camps, self-defence workshops, tournament prep clinics, and grading bootcamps via multi-channel outreach.
Set up renewal journeys that detect upcoming contract expiries and send gentle reminders, offers, and follow-up nudges.
Retarget inactive students and past enquirers with tailored messages, new timings, new branches, or new program types.
Track campaign performance in one place: enquiries generated, trials booked, enrolments closed, and revenue influenced by each campaign.
Automation Flow
Workflow Automation: Belt, Attendance, Fees & Ticketing
Standardize enrolment workflows from enquiry to active student across branches so every lead is handled consistently.
Automate attendance capture feeds into risk dashboards that flag frequent absentees and trigger re-engagement messages.
Connect belt program workflows to eligibility checks, grading schedules, assessor allocation, results entry, and certificate generation.
Streamline fee reminders, overdue notifications, and receipts, with rules for instalments, sibling discounts, and pause/cancellation journeys.
Route requests like class reschedules, injury pauses, uniform issues, and instructor feedback into a unified ticketing system with SLAs.
Unify student journey data, enquiries, attendance, belt history, payments, events, and feedback, into a single view for instructors and owners.
Stakeholder outcomes
Benefits Across Martial Arts Leadership, Coaches & Families
Owners, instructors, coordinators, parents, and students all benefit from structured communication and automation.
Academy Owners & Directors
- Get real-time visibility into enquiries, trials, enrollments, attendance, and revenue across all branches and disciplines.
- Reduce dependence on manual follow-ups and individual coordinators through standardized automation across the student lifecycle.
- Use insights on churn risk, belt progression, and event participation to guide investments in coaches, locations, and programs.
Head Instructors & Coaches
- See structured rosters, attendance patterns, and belt eligibility lists before every class or grading session.
- Spend more time coaching and less time answering administrative questions on timings, fees, or eligibility.
- Access a unified view of each student’s history to personalize guidance, feedback, and progression plans.
Front Desk & Coordinators
- Let AI handle repetitive questions on schedules, fees, and events so staff can focus on high-value conversations.
- Use guided workflows for enrolments, renewals, and ticket handling instead of juggling spreadsheets and chats.
- Reduce errors in batch allocation, grading communication, and event registrations with structured journeys.
Parents & Adult Students
- Get timely, clear updates on class timings, attendance, belt progress, fees, and events without chasing staff.
- Enjoy transparent communication and self-service access to key information from a channel you already use, WhatsApp.
- Feel more confident about safety, quality, and structure with a clearly visible progression and communication system.
Marketing & Growth Teams
- Launch targeted campaigns for new batches, gradings, camps, and referral drives with clean segmentation.
- Measure which channels, messages, and offers convert best from enquiry to enrolment and renewal.
- Maintain consistent branding and messaging across locations while allowing local personalization.
IT & Systems Teams
- Use an API-first platform that connects with existing CRMs, payment gateways, and communication tools where required.
- Reduce ad-hoc tools, unmanaged spreadsheets, and shadow systems with a unified workflow automation layer.
- Lower long-term support overhead by using configurable workflows instead of custom one-off builds.
Deployment fit
Capabilities for Every Martial Arts Academy Setup
From single-branch dojos to multi-location chains and school-attached programs.
Single-Branch Martial Arts Academies
Independent academies use Converiqo to manage enquiries, trials, schedules, and belt programs without adding admin headcount.
Multi-Location Martial Arts Chains
Chains and franchises standardize enrolment, attendance, belt tracking, and communication across branches while keeping local flexibility.
Dojo Programs Inside Schools & Colleges
School-based martial arts programs use workflows to coordinate with school calendars, attendance, and parent communication policies.
Fitness Centres with Martial Arts Programs
Gyms and fitness clubs running martial arts classes use automation to distinguish between general fitness and structured belt programs.
MMA, Kickboxing & Combat Sports Centres
High-intensity combat sports centres orchestrate trials, intense training cycles, fight camps, and competition journeys with structured workflows.
Kids-Focused Martial Arts Academies
Child-focused academies use segmented communication for parents, age-based batches, and progression journeys tuned for younger students.
Proof of impact
Real Martial Arts Leaders on Operational Discipline
Dojos Run Smoother on Converiqo
3x
Faster enquiry-to-enrolment handling
40-50%
Reduction in manual follow-ups & reminders
25-35%
Improvement in on-time fee collections
30%+
Increase in student & parent engagement rates
Customer voice
“Before Converiqo, our instructors and coordinators were buried in WhatsApp messages about timings, gradings, and fees. Now enquiries, trials, belt progress, and renewals are structured journeys. Parents feel informed, and our team finally has time to focus on teaching.”
Sensei Arjun Mehta, Founder, Phoenix Martial Arts Academy
Need-to-know
Frequently Asked Questions
Answers for academy owners, head instructors, and coordinators.
How can agentic AI support martial arts academies?
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Agentic AI automates inquiries, organizes class schedules, and improves communication between instructors, coordinators, and students. It helps academies manage enrollments, progress tracking, event updates, and follow-ups seamlessly.
What challenges do martial arts academies face daily?
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Academies struggle with missed classes, inconsistent communication, unclear belt progression, repetitive questions, billing delays, and no-shows. Automation centralizes updates and makes coordination smoother for both students and trainers.
Can automation improve student progress and attendance management?
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Yes. Automation tracks attendance, assigns batches, sends reminders, monitors belt progress, and schedules grading events. It ensures structured learning and predictable progression for all students.
How does AI improve communication with martial arts students?
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AI sends automated updates about class timings, grading events, uniform requirements, cancellations, and ticket resolution. Students get timely information without depending on manual messages.
Which KPIs should martial arts academies track using automation?
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Key KPIs include inquiry-to-enrollment conversion, attendance percentage, belt progression success, event participation, ticket resolution time, and student satisfaction. These insights strengthen academic and operational performance.
How does Converiqo’s Lead Engine increase academy enrollments?
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The Lead Engine captures inquiries from websites, walk-ins, social media, demos, and referrals. It tags age group, training preference, discipline type, urgency, and fitness level, helping academies convert more high-intent prospects.
How does Customer Self-Service empower martial arts students?
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Customer Self-Service enables students to check schedules, track progress, raise concerns, review policies, and stay updated on events. It reduces repetitive communication and enhances engagement.
Why should martial arts academies adopt Converiqo’s Ticketing System?
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The Ticketing System organizes issues like class-change requests, uniform complaints, event queries, billing concerns, and instructor feedback. It ensures transparent, quick, and structured resolution.
How does Converiqo’s Marketing Module boost academy visibility?
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The Marketing Module runs campaigns for new batches, demo days, belt ceremonies, summer camps, and fitness programs. It segments audiences by age and interest, driving higher engagement and enrollments.
How does workflow automation and feedback improve academy operations?
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Workflow Automation standardizes enrollment, grading cycles, attendance routines, and event scheduling. Feedback and survey insights help academies enhance instructor quality, curriculum design, and overall student experience.
Academy discipline
Ready to Automate Enquiries, Trials, Belt Progress & Renewals?
Plug Converiqo into your martial arts academy workflows to streamline enquiries, class schedules, belt programs, fee journeys, events, and day-to-day communication across WhatsApp, web, and email.