BJJ academy software · run by AI, built by people who train
BJJ Track answers the phone at 11pm, catches the Instagram DM you missed while you were teaching, brings the failed card back, and warns you about the student who's about to drift — before they're gone. One saved member pays for the year.
No card. Cancel any time.
Maria Reyes · prospect parent
Apex BJJ Academy · after-hours
BJJ software
One platform for the searches academy owners actually make.
Sunday · 11:47 PM
Sofia's mom DMs you about Saturday kids class. You're asleep.
Smart Voice books the trial. The confirmation SMS lands. Tuesday, Sofia shows up. A kids membership runs ~$120/month for 24 months on average.
That's one $1,063 enrollment you would have missed if your phone was the only place to find you.
Hi! My daughter Sofia is 7, she's been asking about BJJ classes — do you do a Saturday kids class?
Also — what's the trial cost? She's pretty shy 🙈
Smart Voice replied · auto
Hey Maria — yes, Kids BJJ runs Saturday at 10am. First trial class is free, no commitment. I just booked Sofia for this Saturday — confirmation SMS is on its way. See you on the mats 🥋
Omg perfect 🙏 thank you!! See you Saturday
The front-desk agent · Smart Voice
The front-desk agent answers at 11pm. Every call, every trial — even mid-roll.
Drag-and-drop the path a call takes — greeting, AI conversation, dial coach, voicemail, after-hours forward. Smart Voice knows your schedule, your prices, your kids program. Every call recorded, transcribed, and an AI Coach whispers tips to your front desk during live calls.
Phone rings at 11:47 PM
Front desk closed. Owner is teaching. Smart Voice picks up on the second ring with the gym's real voice.
AI books the trial
Caller asks about kids program. AI knows your Saturday schedule, your prices, your trial offer. Books Sofia for 10am.
SMS confirmation
Mom gets a confirmation SMS while you finish your roll. Tuesday Sofia walks in for her trial.
The retention agent · before it costs you
The retention agent sees the student about to drift before they're gone.
Seven days without a check-in, the alert is yellow. Fourteen, orange. Thirty, red. The orchestrator can fire the win-back text the moment yellow lights up — or you can pick up the phone yourself.
Yellow
Quiet nudge. The orchestrator sends a "haven't seen you" text.
Orange
Personal text from the head coach. Most members come back here.
Red
Coach calls. By now the cost of saving them is much higher.
Saved
A few drifts caught at day 14 more than pays for the software.
The billing agent · stop the awkwardness
The billing agent brings cards back without the awkward conversation.
When a payment fails, the past-due journey runs — friendly text, payment update link, second reminder, staff alert. Family billing rolls multiple kids and parents onto one charge, so the kid's mom pays on time, not the 8-year-old.
Past-due recovery
A payment-link text goes out the moment a card declines.
Friendly text. One-tap update. 24-hour reminder. Staff alert if still failing. Most cards come back before you ever have to mention it.
14s
to first text
4 min
median recovery
$79
avg recovered
Family billing
Three kids. One mom. One card charge. On time.
The family account rolls multiple students under one primary payer. The kid keeps their own progress and belt history. The parent gets one invoice.
1
enrollments
0
monthly charge
100%
on time
Built around the belt
The system already knows when your blue belts are 6 months from purple.
IBJJF time-at-rank, classes-at-rank, stripes — all tracked automatically. Promotion ceremonies become a list you can read on Friday morning instead of a memory in your head. Members who feel their progress is being seen are members who stay.
Riley Chen
Time at rank
2y 4mo
Classes at rank
312
The system knows who's due before you do. See belt management in the live demo.
- Website formsite
- Phone · Smart Voice
- Instagram DM
- Two-way SMS
- Website chat + Voice AIsite
- Member portal
Maria & Sofia Reyes
Lead → Member · family
Phone, SMS, email, Instagram, WhatsApp, your website & portal — one inbox, one profile. See it in the live demo.
Every channel · one profile
Every conversation, every channel — on one profile.
Missed call, SMS, Instagram DM, WhatsApp, a form or chat on your website — it all lands in one inbox and resolves to one person. No duplicate contacts, no five tabs. The front-desk agent answers in your gym's voice and books a trial; billing only starts when they become a member. One human, one story, every channel.
The Manager · one brain, many agents
Your gym runs itself. You see only what needs you.
The Manager dispatches the front-desk, retention, and billing agents all day — 30+ ready-made journeys in BJJ-instructor voice — logs every action, and packages the handful of real decisions into one weekly brief. You approve; they do the work.
Front-desk agent
Answered an after-hours call and booked a trial — Sofia, Sat 10am
Manager
Asked you 1 question it wasn’t sure about — in your weekly brief
Billing agent
Rolled 3 siblings onto one family bill — Reyes family
Retention agent
Flagged 3 blue belts 6 months from their next stripe
Front-desk agent
Confirmed Saturday trial attendance with 4 parents
You approve the calls that matter. The agents do the rest.
Card-declined recovery
Friendly text + email with a payment link → 24h reminder → staff follow-up. Most cards come back before the awkward conversation.
Inactive-member win-back
Personal note from the head coach with one quick comeback prompt. Saved member pays for the software for 3 months.
Belt-test reminder
Quiet ping to the member + a heads-up to the professor. Students who keep testing keep training.
After-hours call handler
Smart Voice greets, qualifies, books the trial, and sends a confirmation SMS while you finish your roll.
Family-member welcome
Welcome the kid by name, tag the parent, link the existing family account. No duplicate billing.
Stripe promotion celebration
Auto-fires an oxblood-on-paper Instagram story draft + a member portal badge. Public recognition lifts retention.
The migration agent · switching gym software
The migration agent moves your gym in an afternoon.
Switching is real work — so an agent does it. It knows your old software, maps every member, family, belt, and payment method, QA-checks each row, and verifies it actually landed before you go live. No old software? The setup agent builds your academy from a conversation instead.
You send your export
Tell us what you’re on, drop the file — that’s your whole job.
The migration agent maps it
It already knows your old software’s format — members, families, belts, attendance, plans.
QA checks, Verifier confirms
Every row checked before it’s written, then read back from the database. No “we processed it” unless it’s really there.
You go live
PINs, belt history, cards on file — all intact. Members never see the seam.
Honest pricing
One saved member pays for the year.
Three plans. No setup fees. Cancel any time. The first month of recovered failed payments usually covers the software for the year.
Starter
$99/mo
For the academy of 1–80 active members. Everything you need to stop losing trials.
Growth
$199/mo
For 80–200. Smart Voice + the full orchestrator + Instagram automation.
Pro
$349/mo
For 200+. Multi-location, AI Coach on calls, white-glove migration.
Open the real thing
More members.
More money kept.
More time on the mats.
Thirty days. No card. Cancel any time. If it doesn't pay for itself by the third member it saves, walk away — no hard feelings.