Annual planning checklist for your school

Once a year, walk through your QuickKicks account end to end. Many schools do this in early winter, when things slow down.

Pricing

• Open Admin › Settings › Programs.
• For each program, ask whether the price is still right. Many schools raise tuition 3 to 7 percent a year to keep up with rent, wages and insurance.
• Decide how to handle current members. A common path is to keep current rates for existing members and use new rates for new sign-ups. Tell families clearly.

Schedule

• Open Programs › Schedule.
• Drop classes that consistently have fewer than 5 students.
• Add classes where demand is growing.
• Check that every class has an instructor for the coming year.

Ranks and curriculum

• Open Admin › Settings › Ranks & progression and check the ladder still matches what you teach.
• Update techniques in Admin › Settings › Curriculum.

Waivers

• Open Communications › Waivers and read your current waiver. Is it still accurate?
• If you moved, changed disciplines or had a legal review, update the waiver.
• To ask families to sign the new version, use Bulk send on the Waivers page. It skips families who already have a current or pending signature for that waiver.

Discounts and promotions

• Open Admin › Settings › Family discounts and Coupons. Are they still working for you?
• Plan any seasonal promotions for the year.

Branding

• Open Admin › Settings › Appearance & branding.
• Refresh your logo, photos and colors if anything changed.

Communications

• Open Communications and read your email templates. Are phone numbers, addresses and staff names still right?
• Check Admin › Settings › Email notifications for the automatic emails families receive.
• Review your journeys under Communications › Journeys.

Staff

• Open Admin › Settings › Staff users.
• Make sure every active person should still have access. Untick Active for anyone who left.
• Check roles. New head instructor? Update their role or permissions.
• Remind owners and admins to turn on two-factor sign-in in Admin › Settings › Account security.

Reporting checkpoint

• Reports › Cohort retention: what share of last year's new members are still active?
• Reports › Revenue: compare month by month with last year.
• Reports › Lifecycle: new memberships, cancellations and the net change each month.
• Reports › Trial conversion: how many trials became members.

Planning ahead

• Put the year's belt tests, events, tournaments and holidays on your calendar.
• Add known closures in advance in Programs › Closures. Families are notified when you add them.

Setting goals

Pick 3 things to focus on, for example:

• Grow active membership by a set percent.
• Improve trial-to-member conversion.
• Reduce payment disputes.

Write them down and revisit them each quarter.