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Instructor rota for martial arts schools with RotaCloud

Show who is leading and assisting each class, so children's classes have the adults you need. RotaCloud, £120 a year for 1 to 5 people.

At a glance

  • What it costs£10–12 a month

  • Worth, in extra profit or time saved in the worked example£21 a month

  • Pays for itselfIn about two weeks

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

Children's classes need enough adults, and cover is arranged by text. If a club has 10 classes a week and 5 cover swaps a month take 15 minutes each of messages, that's 75 minutes, 1.25 hours, and a missed swap leaves a class short of adults.

What the AI does

RotaCloud's pricing page lists a drag-and-drop rota, shift notifications, a free mobile app, shift swapping, staff availability and holiday management on Standard. Put the head instructor and assistant coaches on one rota, with each class showing who leads and who assists. Coaches enter availability and request swaps in the app. Your safeguarding policy sets how many adults a class needs; the rota helps you see that. RotaCloud is not a record of DBS checks, first aid or coaching qualifications. Keep those dates in your main records and check them yourself.

A worked example

A martial arts school in Doncaster has a head instructor and 4 assistant coaches, 5 people in all, running 10 classes a week, mostly for children. About 5 cover swaps a month happen by text.

Before

5 swaps a month at 15 minutes of messages: 75 minutes, 1.25 hours

After

About 5 minutes each to approve in the app: 25 minutes, 0.4 hours

What it's worth

About 0.8 hours a month saved (50 minutes), worth about £21 at £25 an hour, which covers the plan. For 1 to 5 employees RotaCloud's Standard plan is £120 a year, about £10 a month, and £20 a year more if you pay monthly (about £12 a month, the arithmetic), with a 30-day free trial.

How to set it up

  1. Start the 30-day free trial, which doesn't need payment details.
  2. Add your instructor and coaches, and ask them to enter their availability.
  3. Build the weekly class timetable as a template, with a leader and an assistant on each class.
  4. Agree that swaps happen in the app and the head instructor approves them.
  5. Record DBS, first aid and qualification dates in your primary system, with a human check, not in the rota.

What goes wrong

  • The rota doesn't check DBS, first aid or qualifications. An automation or rota is at most a secondary reminder; the primary record and a regular human check come first.
  • Safeguarding decisions, including how many adults a class needs, are people's, not the software's.
  • Check whether volunteers or self-employed coaches count towards RotaCloud's employee pricing.
  • A swap approved in the app still needs a confirmation to the coach on the day.

More ideas for Martial Arts Schools

Parent letters and kit lists for martial arts schools

Draft kit lists, grading notices and term letters for parents with an AI assistant, then check them. ChatGPT, Claude or Gemini: free to about £20 a month.

  • Costs Free–£20/mo
  • Worth £33/mo
  • Pays for itself in about two weeks
  • Easy to set up

Last updated 17 October 2026.