Gymnastics software
that gets the money right
A Level 6 moves up in October. Twelve training hours become sixteen and tuition reprices mid-month, with meet fees stacked on top. Cadence charges the new rate from the day you move her, and both her parents get a corrected invoice.
Last night at your gym
A credit card declined at 2 a.m.
The backup card on file covered it before anyone woke up
Cassie's dad asked to cover 40% of her tuition
He got his own invoice for his share, and mom's adjusted automatically
A family just dropped the 4:00 Level 5 class
The next family on the waitlist already got the offer
Coach Rivera called off sick
Thursday's classes are already covered by a qualified sub
Where most gym software falls apart
Tuition is the easy part. It’s the split households, the failed cards, and the meet fees that eat your Tuesday. Cadence was built starting there.
Two parents, two invoices
Most systems attach the money to one household account. Cadence attaches it to each child's enrollment instead, so the adults who pay for her can be billed separately. Each parent gets their own invoice for their own share, pays with their own card, and does not need the other one’s login.
- ✓Split it by percentage or by what each parent agreed to cover
- ✓Grandma can put money toward meet fees, and it can’t drift into tuition
- ✓Each parent signs their own payment authorization, so a disputed charge has a signature behind it
- ✓Booster clubs and scholarship funds can pay directly too
A declined card fixes itself
When a payment fails overnight, Cadence tries the backup card on file. If the other parent has agreed to cover a missed payment, their card is next in line. Everyone is told what happened before the doors open.
- ✓A failed bank draft gets caught and flagged, not quietly marked as paid
- ✓Your returned payment fee applies automatically, by your policy
- ✓No athlete trains three weeks on money that did not arrive
Every month sits next to the same month last year, so a December dip reads as a December dip and not as a problem.
Is the gym growing?
Answered on the screen, not rebuilt in a spreadsheet every quarter.
- ✓This month against the same month last year, so seasonality doesn’t fool you
- ✓Which coach turns trials into enrollments, as a rate rather than a raw count
- ✓“Email me revenue every Monday at 8 a.m.” and it just shows up
- ✓Ask in plain English: “who dropped after their first month this year?”
Tuition by program, rec through Level 10
Every program the gym runs, the tuition each one carries, and what preschool through optional team adds up to in a month.
Demo figures, not a real gym.
Filling classes without the phone tag
The waitlist works while you don’t
A spot opens in the 4:00 Level 5 and the next eligible family gets the offer automatically, with a window to claim it. If they pass, it moves down the list.
- ✓Parents can see where they actually are in line, so they stop calling to ask
- ✓A Level 2 can’t land in a Level 4 class by accident
- ✓Trials work either way, waitlist-controlled or open, whichever your gym does
- ✓Makeups, transfers, and schedule changes don’t break the billing
She can see the progress from home
A coach evaluates skills from the phone on the gym floor. The scores update immediately, and the parent sees progress bars, what is next, and a congratulations when a level is complete. Nobody chases a piece of paper or waits for a quarterly conference.
- ✓Coaches evaluate from the phone on the floor, not a clipboard they file later
- ✓Parents see progress bars and what comes next, live
- ✓A level-complete triggers a congratulations automatically
- ✓Advancement criteria are configurable: all skills, coach discretion, or a minimum attendance count
Meet season, without the spreadsheet
Entry fees, coach travel, leos, and tuition are four different kinds of money. Cadence keeps them apart so families know what the season costs before it starts, not after the charges show up.
What will this season actually cost?
Add your meets, set the entry fees and coach travel shares, and Cadence builds a cost breakdown for the whole season. Share it with families before the first event so nobody is surprised by a bill in February that was decided in September.
- ✓Season costs visible to families before the first charge hits
- ✓You choose how each line splits: per athlete, per group, or flat across the team
- ✓Add a meet mid-season and the numbers update for everyone
- ✓Printable, so it works at a parent meeting too
Camps and clinics run themselves
Summer camp, a Saturday tumbling clinic, and open gym are three different things that all work the same way in Cadence. Set the dates, capacity, price, and waiver requirement, and families register and pay on their own.
- ✓Families register and pay online without a phone call
- ✓Each event carries its own waiver, collected before checkout
- ✓A full event opens a waitlist automatically
- ✓Drop-in visitors and one-time campers do not raise your pricing tier
Coverage that thinks like your best scheduler
A coach calls off and every class she was on immediately shows up as needing someone, routed to whoever owns that schedule.
Coach Rivera calls off at 6 a.m.
She taps call off on her phone, and you get the notification the same minute: Rivera is out, and here are your options, each one already checked for qualification, certification, and hours. Sometimes the answer is one coach. Sometimes it is a swap: Ellis takes Davis's floor group, which frees Davis for the bars class, and Cadence works that out for you.
- ✓Call off from the phone; the supervisor is notified the same minute
- ✓Two or three cleared options, not a list of maybes
- ✓Suggestions include swaps, one coach freeing another so the right one lands on the class
- ✓Pick an option, tap Send Request, and everyone involved is notified
An expired SafeSport stops the assignment
Every certification and background check is tracked per coach with its expiration date. When something lapses, that coach cannot be assigned to a class until it is current. You find out from a warning on your screen, not from an auditor in your lobby.
- ✓Upload certs directly to the coach's profile
- ✓Expiring certs warn you 30 days out
- ✓A coach missing a required cert is blocked from assignment
- ✓The audit trail shows who was certified when, not just who is certified now
One app, three faces
Parents, athletes, and coaches need different things, so they see different screens. It is the same download, not three separate apps to talk anyone into installing.
Parents and athletes
Everything a parent calls the front desk about, without the call.
- ✓Schedule, invoices, and payment methods
- ✓Skills she has and what is left in her level
- ✓Absence and makeup requests
- ✓Waivers and forms signed on the phone
- ✓Turn her pro shop tab on or off
Taking roll on the floor
Coaches and front desk
Take roll on the floor instead of walking a clipboard back to the office.
- ✓Attendance from the floor, offline if the wifi drops
- ✓Clock in and out, or scan a QR code at the door
- ✓Her schedule and any coverage she has been offered
- ✓Skill sign-offs recorded at the event, not from memory
The stuff that happens at the counter
The pro shop rings up to the family account
A leotard, a pair of grips, and a water bottle go straight to the family's ledger with one scan. No separate transaction, no cash drawer math, no "I forgot my wallet." The charge shows up on their next invoice with everything else, and inventory updates automatically.
- ✓Charge to the family account or take payment at the counter, your choice per sale
- ✓Inventory counts update when something sells, not when someone remembers to count
- ✓Account charges appear on the family's regular invoice alongside tuition
- ✓Sales tax calculated automatically by location
Birthday parties book themselves
A parent picks a date and package, adds the extras, signs the waiver, and pays the deposit without your front desk touching anything. The rental blocks the gym on the schedule so nothing else gets booked on top of it, and a prep checklist hits the staff inbox the morning of.
- ✓Parents book, pick a package, add extras, and pay the deposit online
- ✓The party blocks the gym on the schedule automatically
- ✓A prep checklist hits the staff inbox the morning of the event
- ✓Facility rentals use the same flow for team events, open gym slots, and private sessions
The parent who needs Spanish gets Spanish
Not a translate button on the website. The actual product, in the language each person reads, one family at a time.
A waiver she can actually read
Cadence translates its own screens and buttons, but not your waivers and forms. That is why Cadence has a multi-lingual form generator, so you can create your waivers in any language you need, because a parent who signs a document she couldn’t read is a document you may not be able to enforce.
- ✓She signs the Spanish waiver you created, not one a computer produced
- ✓Medical forms and photo permissions work the same way
- ✓Your terms of service stay in English, which is how they stay enforceable
Set per person, not per gym
One mom reads her invoice in Spanish. The dad behind her reads his in English. The coach runs the admin screens in Japanese. Same gym, same afternoon, nobody compromises. Invoices, reminders, and the app all follow whatever each person picked.
- ✓Every notice you send arrives in the reader’s language, from one message you wrote once
- ✓Right to left languages are laid out properly, not bolted on
- ✓Your front desk sees which language a family reads before they pick up the phone
Cadence has the languages gyms actually need. Nineteen and counting at launch.
Marketing you won’t need a second tool for
Most gyms end up paying for an email service on the side. This is the part that makes that unnecessary.
Unsubscribing doesn’t break billing
A parent who opts out of your newsletter still gets invoices, closure notices, and schedule changes. Marketing and business messages are kept separate.
Worth checking: if one unsubscribe kills every message, you end up buying a second tool to work around it.Write it how you’d say it
Drag and drop your own emails with your colors and logo already in them, and edit any automatic message so it sounds like your gym instead of a template.
Lists that keep themselves current
The dad who booked a birthday party for his five year old is a lead. The dad whose daughter graduated out is not. Cadence works that out from what it already knows, so nobody has to tend a list.
Paid trials that filter
Charge a small trial fee and credit it toward tuition when she enrolls. Free for a real prospect, and enough to put off the family collecting free classes around town.
Push and email cost nothing
Notices through your own app and by email are included. Text and WhatsApp are there when you need them, and not charged to the parent.
Know which trials turn into athletes
Conversion as a rate by coach or by class time, worked out from who was actually on the floor, not from a guess about who taught it.
Coming from iClassPro or Jackrabbit
Your families, enrollments, balances, and history come with you. Do it yourself with our tools, or hand it to us and we’ll do it for you.
Do it yourself, or let us
There’s a step-by-step importer with plain instructions if you’d rather keep your hands on it. If you’d rather not, hand us the export and we’ll do the whole thing at no charge. Either way you check it over before anyone goes live.
Birthday parties don’t raise your bill
We count kids actively enrolled, not every name that ever passed through. Party guests and one-time open gym visitors don’t cost you anything.
Worth checking: some systems price on total records, so one-timers can move you into a higher tier.No fee ever reaches a parent
We make our money in the processing, not by adding a line to your parents’ checkout. Nothing extra shows up on their end.
Worth checking: some free tiers pass a percentage straight to the parent paying.You won’t need Mailchimp
Build and send your own emails from inside Cadence, and change any automatic message to say what you’d actually say.
Worth checking: if one unsubscribe kills every message, you end up paying for a second tool.Nothing gets written over
“Who coached Cassie in 2024?” is a question you can answer. Every change is kept as a dated record instead of replacing what was there.
One login, not four
Billing, schedules, waivers, meets, camps, and email in the same place. No exporting to a spreadsheet to run a meet.
Straight answers
See it with your own team accounts
A real walkthrough using your levels, your session setup, and your meet schedule, not a canned tour.