Features

One record per person: name, date of birth, sex, contact details, address, emergency contact, member number, join date and membership expiry.

A parent or guardian holds, renews and books for their children and for adults needing oversight, from one login. Children turning 18 move to their own credentials without losing their history.

Members see their own membership, grade history, licence, upcoming sessions and events, bookings, bills and attendance.

One login can hold memberships in more than one association and switch between them.

Active, on a break, admin-only, left or suspended — so people who stop training are not lost and are not chased for renewal.

Set duration, which club types can buy, age-banded pricing, and whether an NGB licence is included.

Renew in the portal, or without logging in using a member number and surname. Scheduled reminder emails before expiry.

Licence numbers allocated automatically at purchase, from ranges the association has bought or from monthly blocks issued by the governing body. Low-stock alerts before you run out.

Generate, check and submit licence returns to the governing body on their template.

Printable PDF slip with a QR code, in a layout you set — with a separate layout per governing body where they differ.

Ordered levels per discipline, with age windows, minimum months since last grade and minimum training hours.

Any event can grade — including a course that grades its students on the day. Candidates are loaded, assessed and awarded from one screen.

Passed, provisional or failed, with the target grade set per candidate; grades appear on member profiles once issued.

A full record per member, including grades transferred in from another association or imported from a previous system.

Recurring weekly slots per club and venue, with capacity and eligibility by age, grade and sex.

Open to any eligible member, by invitation only, or bookable with instructor confirmation.

Pay as you go, per session, or per block for a term, with age-banded price levels. Clubs that collect fees outside Dojo Kanri can leave payment off entirely.

Instructors mark the register and are the final authority; members can request a missed session be added, for an instructor to approve. Printable as a PDF.

Group sessions into a term block with its own dates, price and billing.

Close a single session, a venue, or the whole club for a date range — applied across the timetable with a log of what was cancelled.

One event framework, visible to the whole association, to one club, or to the public.

Separate tickets per role — participant, grading candidate, instructor, spectator, official, coach — each with price, capacity, sales window and eligibility rules.

Group tickets at a bundle price; apply percentage or fixed discounts, including family discounts.

Members book and pay in the portal; open events can be booked by anyone from a public link.

QR-code check-in on the door, attendee lists, and per-day passes on multi-day events.

Email a built audience about an event, one message per mailbox, with unsubscribe.

Reusable category types across tournaments; divisions set by age, grade, sex and weight, with entries matched to them automatically.

Pools, single elimination, repechage and medal rounds. Entries are frozen at a lock-off date so brackets stay valid.

Lay the day out across mats on a timeline, and see which mats are running and which are idle.

Fullscreen WKF-style scoring at the mat, with a second-screen scoreboard for spectators.

Results calculated per division with medal placings recorded.

Competitors from other associations entered by name, grade and affiliation without needing an account.

Every purchase and bill becomes an order with line items and a billing address. Owners see everything; instructors see their own clubs.

A bill can be raised against a member, a club or the association — so club-paid licence batches and member-paid renewals both work.

Take card payments through Square or Stripe using the association’s own account, or record bank transfers. No card details are held by Dojo Kanri.

Full or partial, processed through the provider or recorded as paid back another way.

Percentage, fixed amount, or free renewal, targeted at a role or at named members, for joining, renewing, events or sessions.

Every member sees what they owe, what they have paid, and for what.

Full clubs run through the association; associate clubs buy licences through it but run their own fees and billing contact. Multiple venues per club.

Roles at association and club level — head, instructor, assistant instructor, admin and assistant — including people who administer but do not teach.

First aid, DBS, safeguarding and PAR-Q recorded per instructor, with renewal dates derived from your own policy and a red/amber/green view of who is due.

Read-only or read-write per area — students, events, grading, config, licence returns — and per scope, association-wide or one club.

A report on the 1st of the month to the association and to each club: membership numbers, renewals, expiries, event bookings, licences and instructor compliance.

Bring members, grades, grading history and existing licence numbers across from a previous system by CSV, with club and grade mapping suggested for you.

Put a club finder, event listings and booking, membership sign-up, renewals and a member portal on the association’s own website.

Send through Dojo Kanri or through the association’s own mail server, with editable templates at association and club level.

Members raise a request in the portal; it is routed by category to the association or to their club.

Email and password, member number and password, or Sign in with Google. Two-factor authentication is available on any account. See below for what Google sign-in collects.

Why, and what happens to it

Matched against the email already held on your Dojo Kanri membership, to find your account. It is not added to any mailing list and no second copy is created.

Stored against your existing Dojo Kanri account the first time you sign in this way, so that later sign-ins recognise you directly. It is used for nothing else.

Returned as part of the standard sign-in response. Your Dojo Kanri record keeps the name your association holds — it is not overwritten.

Dojo Kanri requests only the three standard sign-in permissions (openid, email, profile). We do not request or receive Gmail, Drive, Calendar, Contacts, Photos or any other Google service data.

Why it is needed

Identifies the member. Date of birth drives age-banded pricing, age limits on sessions and events, junior and adult handling, and competition age categories.

Required to place a competitor in the correct competition division, and for sessions restricted by sex.

Signing in, renewal reminders, booking confirmations, receipts and messages from the association or club. For a child, the parent or guardian’s details are used.

Recorded on invoices and receipts, which UK law requires, and used by governing-body licence returns.

Available to instructors at training and at events.

The membership record itself: what grade is held, whether the licence is current, and training history for grading eligibility.

What was bought, by whom, for how much, and whether it is paid. Retained for accounting.

Not held. Card data goes directly to the payment provider — Square or Stripe — and Dojo Kanri only ever sees a token and the result of the charge.

First aid, DBS, safeguarding and PAR-Q issue dates, so the association can show who is qualified and in date.