Why Martial Arts Scheduling Is Different

In most children's activity businesses, scheduling is primarily about age groups and available time slots. Martial arts scheduling adds layers of complexity that other sports rarely encounter. A 10-year-old orange belt in karate should not be in the same sparring group as a 10-year-old brown belt. A 14-year-old blue belt in judo should not be doing randori with an 8-year-old who outweighs them by 20kg. A brand-new adult white belt in BJJ needs fundamentals, not the advanced guard-passing drills being taught in the competition class.

Getting your schedule right means every student is in a class that is appropriate for their age, rank, size, and goals. Getting it wrong means students feeling out of their depth, parents concerned about safety, and experienced students feeling held back by beginners. All of these lead to cancellations.

This guide covers the practical strategies for building a class schedule that works for a martial arts school of any size.

Belt-Level Filtering and Class Placement

Defining Class Grade Ranges

The first step is to define grade ranges for each class on your timetable. Common approaches include:

Beginners: White belt to first coloured belt (typically covering the first 3 to 6 months of training). Focus on fundamentals, etiquette, and basic partner work.
Intermediate: Lower to mid coloured belts (e.g., orange to green belt in karate, yellow to orange belt in judo). Students have basic competency and can handle more complex techniques and controlled partner work.
Advanced: Senior coloured belts to black belt (e.g., purple belt and above in karate, green belt and above in judo). Focused technical development, advanced kata, and competitive sparring.
Open/all grades: Sessions where all grades train together, typically focusing on fundamentals or fitness. These are useful for schools with smaller student numbers that cannot sustain separate classes for every level.

Enforcing Grade Restrictions

Your booking system should enforce grade restrictions at the point of enrolment. When a parent tries to book their white belt child into an advanced class, the system should prevent the booking and suggest the appropriate beginner or intermediate session. This is not just about convenience; it is a safeguarding and safety measure. A management platform like AMES can filter available classes based on the student's current grade, showing only the sessions they are eligible to attend.

Grade-restricted booking is a safety feature, not an administrative preference. A beginner in an advanced sparring class is an injury risk to themselves and others.

Age Group Considerations

Common Age Groupings

Most martial arts schools segment classes by age as well as grade. Typical groupings are:

Tiny Tigers / Little Warriors (ages 4 to 6): Pre-school and reception-age children. Short sessions (30 to 40 minutes) focused on coordination, discipline, and fun. No sparring.
Juniors (ages 7 to 12): The core junior programme. Sessions of 45 to 60 minutes with structured syllabus work, partner drills, and age-appropriate sparring with full protective equipment.
Teens (ages 13 to 16): An often-overlooked age group that benefits from their own sessions. Physical development varies hugely in this range, and social dynamics differ from younger juniors. Sessions of 60 minutes with more intense training and competition preparation.
Adults (ages 16+): Sessions of 60 to 90 minutes. Some schools set the adult threshold at 14 for physically mature teenagers with parental consent.

Managing the Overlap Zones

The boundaries between age groups are never clean. A physically large, mature 12-year-old brown belt may be better served in the teen class, while a small 13-year-old beginner might be safer in the junior session. Your scheduling system should allow exceptions to age-based placement where an instructor has assessed the student and determined that an alternative class is more appropriate. Document these exceptions and obtain parental consent.

Capacity Management and Mat Space

Setting Safe Class Sizes

Mat space directly limits class size. The general guideline for martial arts is a minimum of 4 square metres per student for standing arts (karate, taekwondo) and 6 to 8 square metres per student for grappling arts (judo, BJJ) where students need room to fall, throw, and roll. A training space of 100 square metres can safely accommodate 25 karate students or 12 to 16 judo students.

Beyond physical space, instructor-to-student ratios matter. For children's classes, a ratio of 1:12 to 1:15 is typical, with an assistant instructor recommended for classes above 10 students. For adult classes, higher ratios are acceptable because adults are better at self-regulating and following instructions.

Waitlists and Overflow Management

Popular time slots will fill up. Rather than turning students away, operate a waitlist system that automatically offers places when cancellations occur. If a particular session is consistently full with a waitlist, this is a clear signal to add another session at a similar time. Your management system should track waitlist depth per class so you can make data-driven decisions about when to add capacity.

New Student Onboarding and Trial Sessions

New students require special scheduling consideration. Dropping a complete beginner into a mixed-rank class without preparation is a poor first experience. Best practice is to offer an introductory session, either a dedicated beginners' class or a one-to-one induction with an instructor, that covers basic etiquette, fundamental stances and movements, breakfall technique (essential for judo and BJJ), how to tie their belt, and what to expect in a regular class.

After the induction, place the student in the appropriate beginner class. If you only run mixed-rank classes, brief the instructor on the new starter so they can pair them with a patient senior student and monitor them closely during their first few sessions.

Trial sessions should be free or heavily discounted (£5 or free) and require minimal commitment. Capture the parent's contact details at booking and follow up within 24 hours of the trial. The conversion window from trial to enrolled student is narrow, and speed of follow-up is the strongest predictor of conversion.

Key Takeaways

Define grade ranges for every class and enforce them through your booking system to prevent unsafe placements.
Segment classes by age group (4-6, 7-12, 13-16, 16+) with flexibility for exceptions assessed by an instructor.
Calculate capacity based on mat space: 4 square metres per student for standing arts, 6 to 8 for grappling arts, with instructor ratios of 1:12 to 1:15 for children.
Operate waitlists on full classes and use waitlist depth as a trigger for adding new sessions.
Create a structured onboarding process for new students that covers fundamentals and etiquette before they join a regular class.
Follow up trial sessions within 24 hours to maximise conversion from trial to enrolled student.