Free OpenClaw Skill for Martial Arts Studios: Retention and Promotion Agent (Download)

What this skill does for your martial arts studios

• Tracks every active student's class attendance and time-in-rank against the curriculum (ATA, USTF, Gracie Barra, BJJ Federation) to flag who is ready for the next stripe or belt test.
• Runs the trial-to-membership conversion cadence at day 1, day 4, day 10, and day 14 of an intro program, tuned to whether the prospect is a kid, teen, or adult.
• Catches at-risk students (attendance drop of more than 30% in 30 days) before they cancel, with a Sensei-voice check-in template the instructor approves.
• Owns the Black Belt Club and leadership-track recruitment cadence, with parent-facing messaging for kids programs and student-facing messaging for adults.
• Drafts the every-other-month belt test invitation and family viewing logistics, pre-filled with each student's promotion criteria from the curriculum.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: martial-arts-retention
description: Retention, belt promotion, and trial conversion agent for martial arts studios. Tracks attendance vs curriculum, runs at-risk outreach, manages trial-to-membership conversion, and identifies Black Belt Club candidates. Integrates with Kicksite, ZenPlanner, Pike13.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/martial-arts-studios
---

# OpenClaw Skill: Martial Arts Studio Retention and Promotion Agent

## Overview

This skill turns the OpenClaw agent into a retention and promotion analyst
for your martial arts studio. It does not replace the head instructor, the
studio manager, or the front desk: it amplifies them. The skill owns the 50
to 120 weekly texts (attendance check-ins, trial reminders, belt test
invitations) so the human team spends their time on the mat, in intake
conversations, and on the program design.

Designed for traditional martial arts (TKD, karate), BJJ academies, modern
striking gyms, and multi-discipline studios, running on Kicksite,
ZenPlanner, Pike13, Mindbody, or ClubReady.

## What this skill does

1. Tracks attendance and curriculum coverage per student against the studio's belt or stripe system
2. Flags at-risk students (attendance drop >30% in 30 days) before they cancel
3. Runs the trial-to-membership conversion cadence (day 1, 4, 10, 14)
4. Identifies students who have hit the criteria for next promotion
5. Drafts Black Belt Club and leadership-track recruitment invitations
6. Owns the every-other-month belt test invitation and family viewing logistics

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 8 * * 1"            # Mondays 8am
    action: compile_at_risk_roster

  - type: heartbeat
    schedule: "0 9 * * *"            # Daily 9am
    action: review_trial_conversion_queue

  - type: heartbeat
    schedule: "0 7 1,15 * *"         # 1st and 15th 7am
    action: belt_test_invitation_pass

  - type: on_event
    event: scheduler.student_checked_in
    action: log_attendance_to_memory

  - type: on_event
    event: scheduler.trial_started
    action: enter_trial_conversion_cadence

  - type: on_event
    event: scheduler.membership_cancelled
    action: enter_winback_cadence
```

## Workflow: at-risk roster

Every Monday at 8am the agent:

1. Pulls the full active member list from Kicksite / ZenPlanner / Pike13
2. For each student, computes 30-day class count vs trailing 90-day baseline
3. Flags any student whose 30-day count is more than 30% below their baseline
4. Differentiates kids (parent-facing) vs teens vs adults (student-facing)
5. References the last class the student attended and what they worked on
6. Drafts a Sensei-voice or instructor-voice check-in routed to the instructor for approval

A representative 200-student studio sees 8 to 15 at-risk flags a week. Catching them early (before the cancellation conversation) is the highest-leverage retention move in this niche.

## Workflow: trial-to-membership conversion

When a new trial starts in the scheduler, the agent enters the conversion cadence:

- Day 1: welcome from the head instructor with what to bring for class 2
- Day 4: progress check after first 2 classes, parent-facing for kids and student-facing for adults
- Day 10: membership presentation invitation with the studio's actual program tiers
- Day 14: last-day-of-trial choose-your-program message with the front desk's hold-the-slot offer
- Day 14 + 7 (if no decision): no-pressure win-back

Each message references the specific drills, partner work, or sparring round the student did. The skill does not generic-blast trial participants.

## Workflow: belt and stripe promotion tracking

The skill tracks per-student:

1. Attendance count since last promotion
2. Time-in-rank against the curriculum minimum
3. Curriculum coverage (which forms, techniques, or positions the student has been exposed to per attendance log)
4. Character or leadership criteria if your studio uses them (helping in class, demonstrating respect, mentorship roles)

Every two weeks, the agent compiles a "ready for promotion" list with each student's criteria status. The head instructor decides who actually tests; the agent only surfaces the candidates and drafts the test invitation.

## Workflow: Black Belt Club and leadership track

The skill identifies eligible students for the Black Belt Club, Leadership Track, or your equivalent advanced program. Default criteria (editable):

- Currently ranked at or above the qualifying belt
- 90-day attendance above 80% of the studio average
- No outstanding billing issues
- Instructor character note in good standing

The agent drafts the invitation; the head instructor leads the conversation. Black Belt Club retention is often the difference between a 200-student studio and a 350-student studio.

## Message templates

```yaml
templates:
  at_risk_kid_parent:
    body: |
      Hi {parent_first_name},

      Coach {instructor_first_name} here. {student_first_name} has not been
      on the mat for {days_since_last_class} days, and we are missing them
      in class. Last time they were in, they worked on {last_class_focus}
      and were really starting to get it.

      Is something going on with the schedule, or anything we can help with?

      Open class slots this week:
      {open_classes}

      {instructor_first_name}

  at_risk_adult:
    body: |
      Hey {student_first_name},

      Coach {instructor_first_name}. Noticed it has been {days_since_last_class}
      days off the mat. The {focus_area} drill we did last time is the kind
      of thing that fades fast if you skip too long.

      Here is what is on the schedule this week:
      {open_classes}

      Tell me if there is something I can do to make it easier to get in.

  trial_day_4:
    body: |
      Hi {parent_first_name},

      Quick update: {student_first_name} has had {classes_attended_in_trial}
      classes so far and is doing great. Highlight this week was
      {personalized_class_highlight}.

      Coming up: belt test viewing on {next_belt_test_date}. We always
      invite trial families so kids can see where this leads. Want me to
      hold spots for you?

      {instructor_first_name}

  trial_day_10_membership_presentation:
    body: |
      Hi {parent_first_name},

      {student_first_name} is on day 10 of the trial. At this point most
      families have a sense of whether this is the right fit. If you are
      leaning yes, I would love to walk you through the program options.

      Could you come by 15 minutes early on {next_class_date}? I will have
      Coach {instructor_first_name} there to answer any technical questions
      and we can pick the program that works for your family.

      {front_desk_first_name}

  promotion_ready_invitation:
    body: |
      Hi {parent_first_name},

      Coach {instructor_first_name}. {student_first_name} has hit the
      attendance and curriculum requirements for {next_belt_rank} testing.
      We are running tests on {belt_test_date}.

      Cost: {test_fee}. Family is invited.

      Reply yes and I will put {student_first_name} on the test list.

  black_belt_club_invitation:
    body: |
      Hi {parent_first_name},

      Coach {instructor_first_name}. I have been watching {student_first_name}
      in class for the past few months and I think they would be a great fit
      for our {black_belt_club_program_name}.

      It is a smaller-group leadership track for students who are committed
      to the journey to black belt. {black_belt_club_one_liner}

      Can we set up a quick conversation after class this week?

  win_back_cancelled:
    body: |
      Hi {parent_first_name},

      It has been about a month since {student_first_name} stopped coming
      to class, and I wanted to check in. No sales pitch, just curious how
      they are doing.

      If schedule, cost, or anything else is the blocker, I would love to
      talk through it. We have a couple of flexible options I did not
      mention the last time.

      {instructor_first_name}
```

## Memory keys

```yaml
memory:
  - key: student.attendance_history[{student_id}]
    description: 30, 60, 90-day class counts
    schema: { count_30d: int, count_60d: int, count_90d: int, last_class: date }

  - key: student.curriculum_state[{student_id}]
    description: Belt or stripe, time-in-rank, curriculum coverage
    schema: { rank: string, time_in_rank_days: int, criteria_met: list }

  - key: student.trial_state[{student_id}]
    description: Active trial program state
    values: [day_0, day_4, day_10, day_14, converted, declined, follow_up]

  - key: student.at_risk_flag[{student_id}]
    description: Current at-risk status and last check-in
    schema: { flagged: bool, reason: string, last_outreach: date, instructor_notified: bool }

  - key: student.leadership_track[{student_id}]
    description: Black Belt Club / leadership track candidacy
    values: [not_eligible, eligible, invited, enrolled, declined]
```

## Required integrations

| Integration         | Purpose                                            | Read | Write |
|---------------------|----------------------------------------------------|------|-------|
| Kicksite            | Attendance, belt progression, curriculum tags      | yes  | optional |
| ZenPlanner          | Attendance, membership state, billing flags        | yes  | optional |
| Pike13              | Schedule, attendance, membership                   | yes  | optional |
| Mindbody            | Schedule and attendance (gym-generic)              | yes  | optional |
| ClubReady           | Schedule and member data                           | yes  | optional |
| Twilio (or similar) | Outbound SMS                                       | no   | yes   |
| Email provider      | Outbound email (SendGrid, Postmark, etc)           | no   | yes   |
| OpenClaw Memory     | Cross-run state                                    | yes  | yes   |
| OpenClaw Heartbeat  | Scheduled cadence triggers                         | yes  | yes   |

Write-backs to the MIS are optional. Most studios start read-only and have the front desk commit any membership or curriculum changes manually. Once you trust the agent, flip write access on for low-risk fields (attendance tags, trial state stamps).

## Curriculum modules

The skill ships pluggable curriculum modules for:

- ATA Taekwondo (white through black belt with the standard 9-color belt progression and stripes)
- USTF Taekwondo (traditional ITF lineage)
- Gracie Barra BJJ (white-blue-purple-brown-black with stripe progression)
- IBJJF BJJ (general)
- Shotokan Karate
- Goju Ryu Karate
- Krav Maga (civilian P levels)
- Modern striking and kickboxing (level-based rather than belt-based)

Each module ships the curriculum coverage criteria and time-in-rank defaults. The studio edits the criteria to match the head instructor's standards.

## Configuration

```yaml
config:
  studio_name: "Your Studio Name"
  curriculum: "ata_taekwondo"          # or "gracie_barra_bjj", "shotokan_karate", etc.
  head_instructor: "Sensei Hangal"
  programs:
    - name: "Little Tigers"
      age_range: [4, 6]
    - name: "Juniors"
      age_range: [7, 12]
    - name: "Teens"
      age_range: [13, 17]
    - name: "Adults"
      age_range: [18, 99]
  approval_mode: instructor_approves_all   # or "autonomous_after_2_weeks"
  at_risk_threshold_pct: 30
  trial_program:
    name: "2-week intro program"
    duration_days: 14
    cadence_days: [1, 4, 10, 14, 21]
  promotion_cadence: "every_other_month"
  black_belt_club:
    enabled: true
    qualifying_rank: "yellow_belt"
    attendance_floor_pct: 80
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv martial-arts-studios.md ~/.claude/skills/martial-arts-retention.md
# Edit the config block to match your studio
```

Launch OpenClaw and the skill is live. Run `compile at-risk roster` or
`run trial conversion queue` to invoke it on demand, or wait for Heartbeat
to fire it on the configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
curriculum, your specific intro program, and your specific instructor voice on
a fixed-price two-week clock, with the founder writing every line of the build,
the door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded martial-arts-studios.md as ~/.claude/skills/martial-arts-retention.md (or your project-level .claude/skills/ if you scope it per dojo or academy). OpenClaw picks up new skill files on next agent launch, no restart command required.

2. 2

   Connect your studio management system

   Edit the integrations block to point at your Kicksite, ZenPlanner, Pike13, or Mindbody export. Read-only is enough to start. The skill ships the prompts that translate your daily attendance log and student curriculum file into the agent's working memory.

3. 3

   Start in instructor approval mode, validate, then move to autonomous

   Run for two weeks with the head instructor or studio manager approving every outbound text. The skill defaults route any belt promotion decision, billing dispute, or parent complaint to a human. After two weeks, flip attendance check-ins and trial-day reminders to autonomous and keep promotion and finances human-only.

Example conversation

Common questions

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