Karena runs the administration for martial arts schools, multi-location companies and federations on one platform.
Members, contracts, billing, training, competitions, graduations and learning content. Connected through one organization graph that holds schools, companies and federations together.
One platform, one organization graph
In Karena, dojos, companies and federations are organizations in the same graph. Three kinds of relation connect them, and they do not mean the same thing.
- Govern
- The upper federation acts on behalf of the lower organization: it sees and manages its data within its role scope, and its certifications stay valid further down, through a state body as well.
- Franchise
- Brand and content such as academy and campaigns go to the locations; each location runs its own members and billing.
- Member
- The member uses what the federation offers – competitions, seminars, licences – and stays independent; the federation does not see its data unless the member grants it a role explicitly.
A company is normally a member of a federation: it uses the federation's competitions, seminars and licences and remains fully independent. Multiple memberships are possible, say kickboxing and karate. Members, contracts, billing and training stay its own; the federation sees it only as an entry in its member list and as a registering organization at its events.
Govern is for structures that really are hierarchical: a national federation and its state bodies, or a federation with dojos of its own. Whether it is governed is always the lower organization's decision – never the federation's.
For dojos and gyms
The daily work of a martial arts school: contracts, billing, training and leads in one place.
- Members and contracts
- Tariffs and contracts with trial period, minimum term, notice period and pauses. Families with guardians and one consolidated invoice per paying parent.
- Online enrollment
- Digital contract signing with SEPA mandate, withdrawal notice and the cancellation button required by § 312k BGB.
- Billing
- Monthly billing runs, SEPA direct debit as a pain.008 file for your own bank, payment tracking, return debits and a dunning worklist.
- Training
- Groups, weekly timetable, trainer assignment, attendance and tablet check-in.
- Leads and trial sessions
- Capture enquiries, book trial sessions, follow up, track member referrals and convert them into an enrollment.
- Member self-service
- Members see their invoices and contract, update contact and bank details and request pauses or cancellations. Guardians see their family.
- Communication
- Welcome mails, reminders, dunning notices and contract lifecycle messages, sent over the channels each organization chooses.
For companies and franchises
Several locations, one graph. Content and standards flow from headquarters to the locations, and each location stays its own organization.
- Locations in the organization graph
- Each location is its own organization with its own contracts and billing. The franchise relation links it to headquarters.
- Content downstream
- Courses and learning paths authored at headquarters appear at every location. Members learn from the same material everywhere.
- Campaigns for every location
- Campaign templates are created centrally. Locations generate print and digital material from them in their own branding.
- Permissions per organization
- Staff at headquarters switch explicitly into a location's context. Roles and permissions apply per organization.
- Your own brand
- Your own domain and appearance per host, in German and English.
For federations and organizers
Competitions, graduations and learning content that apply to every dojo you govern.
- Competitions
- Reusable categories by age, weight, ruleset and forms style, with division templates owned by the federation. Multi-organization events with explicit eligibility lists: the host and the registering dojo are separate.
- Registration by the dojos
- Dojos register their own competitors into divisions, with weigh-in and competing nationality per event. In development Brackets, pools, live results and standings are in development.
- Certifications and graduations
- Certification types with ranks and prerequisites, role-based grant limits and validity that propagates through governance. Certificates from a visual template designer, generated as PDF.
- Academy
- Courses built from video, document and quiz lessons, learning paths, per-lesson progress and sequential unlock. Content reaches every governed dojo.
- Campaigns
- The federation writes campaign templates. Dojos generate print and digital material from them in their own branding.
For athletes and members
A personal area built for the phone, covering everything about your own training.
- Contract and invoices
- Your own invoices, contract, contact and bank details. Pauses and cancellations as requests.
- Family
- Guardians see and manage their children's contracts.
- Certificates
- Graduations and certificates you hold, with validity, as PDF.
- Courses and workouts
- Lessons with progress, learning paths and workouts in the player.
- Competitions
- Competition registrations, entered by your own dojo.
- Attendance
- Tablet check-in at the dojo, attendance per training session.
Built for German administration
What Karena brings for accounting and legal requirements in Germany.
- GoBD-compliant billing
- Gapless invoice numbers. Issued invoices are immutable, corrections run only through a cancellation invoice (Storno).
- SEPA without a payment provider
- Direct debits as pain.008 XML for your own bank. No provider in between, no lock-in.
- § 312k BGB and withdrawal
- Cancellation button for contracts closed online and the withdrawal notice (Widerrufsbelehrung) in the enrollment flow.
- Encrypted bank data
- Bank data is encrypted at rest.
- German and English
- The whole interface in both languages, for administration and for members.
In development
What we are working on now. Not yet available.
- In developmentSeminar booking with waitlist
- In developmentReporting and analytics with cross-organization rollups
- In developmentCompetition brackets, pools, live results and standings
- In developmentPayment-provider integration with automatic reconciliation
Request access
We show Karena in a call and set up access for your organization.