# AI for martial arts schools: check bookings and package records after an approved group change

An instructor approves a member's move to another group. Reception updates the timetable, but the package and guardian communication still refer to the earlier arrangement. The administrative work needs to follow the instructor's decision consistently.
Once the instructor approves a group and effective date, use AI to check the timetable and package records that need to follow that decision. The instructor remains responsible for the member's level and appropriate group.

Canonical: https://areinum.com/ai-for-martial-arts-schools/
Language: en
Updated: 2026-11-04

## Illustrative example (fictional)

The owner's request: What remains after this group change?

Information provided:
- Fictional member MA-3 is approved for group B from 10 May.
- The booking list still shows group A for 12 May.

Example result: The recorded booking conflicts with the approved effective date. Reception needs to check and correct the arrangement through the club's process.

The next step: The administrator confirms the booking and communicates the checked details.

## Start with the instructor's decision

Record the approved group, effective date and the person who made the instructional decision. Keep a member's request separate from that approval. If the date or group is unclear, ask for clarification before changing administrative records.


## Compare timetable and package effects

Use the club's supplied terms to identify the records affected by the change. Keep membership, class bookings and any agreed financial adjustment distinct. The assistant can show a mismatch, but it should not invent a fee or entitlement.


## Confirm the handoff

Prepare the relevant message for the member or authorised guardian under the club's process. Track the actual response and the checked booking state. A draft message does not prove that the person knows which class to attend.


## Work you can get help with

Illustrative scenario using sample information.

### Start with the instructor's decision

What you provide: Member reference, approved group and effective date.
The useful result: A checked group-change instruction with missing details identified.
When the task is complete: The instructor confirms the instruction to be implemented.

### Compare timetable and package effects

What you provide: Approved change, timetable, package and supplied terms.
The useful result: A list of administrative records needing alignment.
When the task is complete: The administrator checks and records the agreed changes.

### Confirm the handoff

What you provide: Approved arrangement, authorised contact and response status.
The useful result: A handoff draft and confirmation checklist.
When the task is complete: The club records the communication and verifies the updated arrangement.

## Questions you may have

### What should we check before changing a member's class bookings?

Use the instructor's approved group and effective date. If either is unclear, ask for clarification before changing the administrative record.

### Can it assume a guardian has agreed?

Use the actual authorised-contact and acknowledgement records. A blank status is not consent.

## Sources and further reading

- [ZKS Martial Arts Missed Class & Class Change Policy](https://www.zksmartialarts.co.uk/Documents/Missedclass2022-2023.pdf): A martial arts school describes changing an enrolled class, the risk of losing the old place, and a membership fee change from the next billing cycle. This is one school's policy, not a universal rule. UNKNOWN whether an unused package balance is retained or how the instructor's decision about level is documented. (2026-11-04)

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- [Review the next step before it affects someone else](https://areinum.com/product/decisions-and-control/)
- [Find what is missing before a client project starts](https://areinum.com/guides/missing-client-project-information/)

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