BudopassYour dojo, without the paper register
Members, attendance, grades, calendar — from the browser on the big screen, or in your pocket from the app when you're on the tatami. Not “how many members do I have”: what's on tonight, what you need to do, how it's going.
Three questions, not a table
You open it and see tonight (the lesson about to start), what needs doing — with names, not just a number — and how it's going, one line per course. Red means someone can't train, amber means money to collect: never the same colour.
“Affiliations: 2” tells you something's there. “Bianchi, Conti — the oldest for 3 days” prompts you to act.
- “Dojo health”: average attendance in a ring and the numbers for the period — present today, active members, lessons held, last lesson. You choose the period by tapping the label: season, calendar year, last 12 months or a range of your own. It applies to the whole dojo.
- “Students to keep an eye on” names the people who are drifting away. You decide the two thresholds, in “Organisation settings”: after how many missed lessons, and below what attendance percentage. “Never” turns the alert off.
- It counts lessons, not weeks: if the dojo is closed or the member is on a break, nobody is flagged for an absence that isn't theirs.
The list you filter and sort
All members in a single list. Search by first or last name, filter who needs attention, and sort as you need: by grade, by surname or by attendance — to see at once who is drifting away.
- Grade, attendance and deadlines on the same row
- Red for anyone who's blocked, amber for anyone who owes a fee
- Three filters in a tap: “All”, “Needs attention”, “Suspended”
- With several disciplines, one pill per art narrows the list
Everything about a person, in one record
Open a member's record and everything is in order: affiliation and deadlines, medical certificate, grades with dates and who signed them, attendance and fees. From here you renew the membership card and fee, or award a grade.
At the bottom of the record, the “Internal notes”: a diary of dated, signed entries — injuries, fee arrangements, technical notes — shared among those who run the dojo. The student doesn't see them.
One person, one record
Someone who practises in two dojos, or arrives with the app after you'd already entered them from the enrolment form, shouldn't become two rows. Budopass points it out, and lets you decide.
- “Link”, not a duplicate
- An affiliation request arrives from someone you already have on record: “Link” merges it with the existing record. The data in your register stays — membership card number, member code, enrolment date.
- “Accept as new member” and “Decline” are still there, with the reason and a note the applicant will be able to read.
- Two records that are the same person
- “These may be the same person” appears at the top of the member list, with the two dates of birth side by side. If it's wrong, “Not the same person” silences it for that pair, for good.
- You can also merge by hand, from the record: “Merge with another record”. Before confirming, you see in figures what gets moved across — attendance, grades, certificate, notes, enrolments. The record that remains keeps its own name and its own member code.
- They keep their own data
- Members with an account update their own personal details and medical certificate: you can read them in their record, but not rewrite them. That way two dojos don't overwrite each other — it's one and the same person.
- Records without an account are still yours to edit, from the app too.
- A pause, an ending, a mistake
- “Suspend membership” and “End membership” ask from which day: from then on lessons no longer count as expected, and attendance figures stay true. A pause can also apply to a single course.
- “Delete the member” is something else: it's for someone who was never actually a member.
A QR in the hall, and the register fills itself
The dojo has one permanent QR. You print it as a poster — an A4 PDF, in the language of whoever will read it — and hang it in the hall. Or you show it from a screen, on the web or from the app: it works just the same.
Anyone with the app scans it and is recognised straight away; anyone without it scans it with the camera and types their member code. The practitioner's side →
- When it's open: from 20 minutes before the lesson starts to 20 minutes after it ends. Anyone enrolled in that lesson's course can stamp in
- The member code: six characters, different for each member. It's only needed by those who stamp in without the app, and you'll find it in their record
- Every check-in goes straight into the lesson's register
You verify, you don't take the register
The lesson opens already full of the check-ins made with the QR. It says 10 out of 14, names who's missing and shows where each attendance comes from — the QR or marked by hand. “Who's missing?” is already answered.
- Before the start, the lesson already carries three counts: who has stamped in, who said “I'll be there”, who “I won't be there”
- You mark anyone who hasn't stamped in yourself, and they show as “By hand”. Anyone who stamped in by mistake can remove it themselves while check-in is open
- Someone who isn't a member can still be marked: “Add an attendance”, write who they are and, if they're trying it out, switch on “Trial lesson”. No one gets added to the member list
- If they then enrol, “Assign attendance” from their record moves those evenings across: they count in their attendance
The month, at a glance
The month grid with lessons coloured by status — held in green, scheduled in the accent colour, closures dashed. Click a day and the side panel opens the lesson: time, hall, expected, status — and from there you enter the register. To add a lesson, use the ＋ on that day.
- “Generate the lessons”, from the course: choose from when to when, and the closure days in that period are skipped
- A closure applies to “The whole dojo” or to “Only some courses”. Before creating it you see how many lessons will be cancelled and from which course; the other courses are left alone
- A lesson that is moved or cancelled notifies those enrolled: with the new time and the old one, the course and the day
In the app the same calendar becomes a scrolling agenda — the surface changes shape, not content.
More arts, one dojo
In “Organisation setup”, under “Disciplines”, you choose from the catalogue the arts the dojo practises: up to six. From then on everything knows which art it belongs to.
- Each course has its own discipline; in the member's record grades and exams are read discipline by discipline
- Each teacher signs only the arts you assign them, in “Teachers” under “Arts they sign for”
- Existing members can also request affiliation for another discipline
- A discipline can't be removed while it has active courses
Need a discipline that isn't on the list? Ask Budopass, which creates it with its kanji and its grade scale. And some arts have more than one scale: grade branches →
One discipline, several grade scales
Some arts have a second scale alongside the main one: weapons in Aikido, Ki in Ki Aikido, Den in Jujutsu. In Budopass they are branches: you switch them on in “Disciplines”, under the discipline, and each course chooses which to follow. A branch grade doesn't move the belt: it sits beside the main grade, with its own name.
Disciplines and branches can be added. If your art isn't in the catalogue, or your school has a scale that's missing here — even one reserved for your organisation alone — write to info@budopass.app: we'll create it, with its symbol and its grades.
Grades, awarded your way
You award a grade from the member's record: the level is chosen from a sheet with the belts, the ones they already have are greyed out with their date, and the next one is already suggested. Then the examiner, the panel, the stamp.
- Grade branches: if the discipline has them, the grade is chosen from the same list, grouped by branch. The branches →
- Half belts: a simple yes or no in the course's “Grades” section. If no, they aren't offered to those enrolled only there; anyone who already has them keeps them
- Several stamps per teacher: each with its own label, and one as the default. When you sign you choose which to apply; a teacher without a stamp can still sign
Qualifications, like grades
“＋ Award a qualification” from the member's record. You type the name, and as you type, the ones your organisation has already awarded appear: so the same title is spelt the same way for everyone. Then date, place, the teacher who attests it and their stamp, optional.
“Ratifications and validations”, with the history
The grades, qualifications and seminars that members declare arrive in “Ratifications and validations”. You ratify what your organisation issued; you validate what another one issued, vouching that you've seen the proof. You decide entry by entry, choosing the teacher who signs; declining rejects the request, it doesn't fail the grade. In “History” you search for the student by name, and a signature given by mistake can be revoked, stating the reason: the entry goes back to “declared” and the student is notified. What each word means →
A grade issued by someone else
If you record a grade a member earned elsewhere, for example at the federation, you say so: tick “It was issued by another organisation” and it's recorded as “Validated”, with your stamp but naming who actually awarded it.
You decide what to track
Membership cards, fees, certificates: three switches in “Organisation settings”, under “What the organisation tracks”. If another club handles cards and payments for you, switch them off: dates, alarms and columns disappear from management. The data isn't deleted — switch back on, and it reappears.
| Switch | On | On renewal |
|---|---|---|
| Membership expiry | Membership cards have an expiry date to renew and can lapse. The card number and affiliation stay regardless. | The date is already suggested by the mode you chose — calendar year, sports season, federal year with your own day and month, 12 months from joining — and you can always change it. |
| Fees | Renewal and expiry of the course fee, and the reminder for those who paid only in part.
Fee overdueFee incomplete |
Choose how many months to add: the new expiry is already filled in, and editable. |
| Medical certificate | You see who has none recorded, whose certificate expires in the next 30 days, whose has expired — in the member list, in the record and on the dashboard.
Certificate missingCertificate expiringCertificate expired |
Members with an account update it themselves — expiry, issue date, type — and the dojo is notified of the change. |
How the world sees you
Every dojo has a public page: anyone looking for an organisation opens and reads it, even without an account, before asking for affiliation. What appears there is up to you.
- Logo, cover, description
- You upload them in “Organisation settings”. Logo and cover go through an automatic check as you upload them, and go online at once, without waiting for manual approval. The description is the text shown on the page.
- Teachers
- Portrait, name, grade, the arts they sign for, “TD” for the technical director. You write the biography in the teacher's form, and on the page it opens with a tap on “Biography”.
- Courses and timetable, if you want them
- The “Courses and timetable on the public page” switch is off until you turn it on. Once on, the page shows active courses with days, times, hall and teacher, grouped by discipline. Enrolled members and attendance stay yours.
- Where you are
- The location with the exact position on the map, and directions to get there.
- The dojo's privacy notice
- You upload the PDF of your notice in the organisation's settings: anyone applying for affiliation reads it before sending the request, and which version they read is recorded.
- Until you've published it, the dashboard's “To do” reminds you.
- The news
- What you publish reaches your members and those who follow your organisation, even if they aren't affiliated.
Bring your dojo to Budopass
You sign up like everyone, then open your organisation: you declare the disciplines, the teachers, the courses. You don't need a separate account to run it: the manager role comes with approval, and only applies there. Your role depends on the context →
During the pilot phase, what you open is a dojo: the application is reviewed, and once approved you become its manager. Anyone who already manages one can open another.
A judo teacher issues judo grades; the manager looks after members, attendance and grades. Each to their own role.