The platform
Everything it takes to run the school, in one place
Rosterra replaces the spreadsheets, payment links, group texts, and clipboards. Here's what's inside.
Roster & leads
One source of truth for every member, guardian, and lead
From the first trial inquiry to a decade-long member, each person has one record. The lead pipeline tracks where prospects are and never lets a follow-up slip.
- Linked guardian and member records for family households
- Lead pipeline with stages, sources, and conversion reporting
- Trial-to-member funnel with drop-off visibility
- Marketing attribution: which campaign, landing page, or staff member drove the signup
Attendance & kiosk
A tablet at the door does the check-in for you
Members tap in on a kiosk; staff teach the class instead of taking roll. Headcounts, streaks, and at-risk attendance patterns update in real time.
- Self-serve kiosk check-in on any tablet
- Live headcounts and class rosters
- Make-up class tracking when a member misses a session
- At-risk reports flag members whose attendance is slipping
Progression tracking
The feature no generic gym software has
Define your own ladder: belts, levels, stages, grades. Rosterra knows where every member sits and who's ready to move up.
- Configurable progression schemes per program
- Automatic eligibility based on time, attendance, and curriculum
- Rank tests and assessments run as scheduled events
- Printable certificates issued on advancement
Billing & payments
Recurring revenue that doesn't quietly leak
Tuition bills itself. When a card or ACH payment fails, you know the same day, not at the end of the month when the deposit comes up short.
- Recurring memberships with card and ACH autopay
- Same-day past-due alerts and one-click reminders
- Family and sibling discounts applied automatically
- Square POS for pro-shop and retail, reconciled in one ledger
- Accounting stays clean with a two-way Zoho Books sync
Events & parties
Seminars, tests, tournaments, and birthday parties
One events engine covers everything you charge for outside of class, including public birthday-party bookings that pay a deposit up front.
- Public booking pages for parties and open events
- Deposit at booking, balance auto-charged before the event
- Capacity limits, rank eligibility, and tournament divisions
- Automatic calendar invites with .ics attachments
Communications
Email and SMS, sent at the right moment
Class canceled tonight? One message reaches every affected family. Payment reminders, promotion notices, and event invites go out on their own.
- Email and SMS from one composer (SMS via your own provider)
- Automated payment-failed and promotion-eligible notices
- Class-cancellation blasts to the right roster
- Every message logged on the member's timeline
Parent portal & app
Families get their own window in
Parents see schedules, progress, invoices, and waivers without calling the front desk, in a web portal or your school's own branded app.
- Self-serve schedules, progress, and billing for families
- Digital waivers and document signing
- White-label parent app on the App Store and Google Play
- Push notifications for cancellations and advancements
Reports & insight
The numbers an owner actually checks
Not a wall of charts, just the handful of metrics that tell you whether the business is healthy this month.
- Month-to-date revenue and past-due exposure
- Retention cohorts and lifecycle analysis
- Trial conversion and lead-source performance
- Instructor, curriculum, and headcount reporting
Under the hood
Serious software, built to be trusted with your business
Built multi-tenant & secure
Row-level security isolates every organization's data at the database. Your roster is yours alone.
Free, guided migration
We import members, memberships, ranks, and payment history from your current software at no charge.
Ships continuously
Rosterra improves every week. New features land without upgrades, downtime, or migration projects.
And the rest
Quality-of-life details that add up
The small things that mean you're not reaching for another tool.
Digital waivers
Liability waivers and consent forms signed online, stored on the member record.
Pro-shop & retail
Sell uniforms and gear through Square POS, with inventory and low-stock alerts.
Appointments
Intro lessons and private sessions booked into a clean staff calendar.
Google Calendar sync
Events and classes flow to staff and family calendars automatically.
See Rosterra on your own roster.
A 30-minute walkthrough with your real programs and pricing. No slideware. We'll import a sample of your data so you can see it live.