How 10th Planet Portland Achieved 288% Growth with Martial Arts School Software

From One Gym to Four—How 10th Planet Portland Grew Their Jiu Jitsu Empire 

Phill Schwartz didn’t start 10th Planet  Jiu Jitsu Portland with a polished system in place—he started with spreadsheets, endless paperwork, and lots of manual work. Like many gym owners, he had a passion for teaching but quickly found that managing the business side was just as important. Fast forward to today, Phill and his team now operates four thriving locations in the Portland area. How did he achieve 288% business growth from 2016 to 2024? It wasn’t magic — His journey from chaos to streamlined success wasn’t luck— it was Zen Planner and Engage, two powerful martial arts school software tools. These platforms help him streamline operations, boost member retention, and convert leads into loyal students. 

The Early Struggles and Breakthrough with Zen Planner 

When 10th Planet Portland opened in 2013, Phill was doing everything manually. Tracking payments? Handled in a messy spreadsheet. Memberships? Managed with sticky notes and a lot of stress. “I had no gym management experience at the start,” Phill recalls. “It was like being a teenage parent—figuring it all out on the fly.” 

It wasn’t sustainable. Even with just 20-30 students, managing everything was overwhelming. That’s when Phill switched to Zen Planner’s martial arts school software, and everything changed. “Zen Planner allowed me to stop chasing payments and actually run my gym like a business,” he says. 

For new gym owners, that’s a key lesson. You don’t want to spend hours buried in admin when you could be coaching. Zen Planner’s automated billing and attendance tracking let Phill focus on what matters most—training his students. 

Capitalizing on Peak Membership Months 

Every gym owner knows some months are busier than others. For 10th Planet Portland, January and May are when they see the most new members, with sign-ups 28% higher than other months. 

Instead of guessing why, Phill uses Zen Planner’s martial arts school software reporting tools to analyze trends and make data-driven decisions. “Being able to pull reports is huge. We can see when we’re getting the most memberships and plan marketing around that,” Phill explains. 

In 2023, 10th Planet Portland reached a new peak with over 350 Active memberships, a 15% increase over the previous year. That success didn’t happen by accident. By aligning marketing efforts with peak membership months and using Zen Planner to streamline the sign-up process, 10th Planet Portland was always prepared to welcome new students.  

Scaling to Multiple Locations with Zen Planner 

Managing one gym is hard enough, but scaling to four locations? That’s a different challenge. After finding success with his first gym, Phill’s team expanded quickly, opening three new locations in just three years. 

“Zen Planner made it possible to scale. I couldn’t have done it without software that handles everything—memberships, payments, attendance, and even belt tracking—all in one place,” he says. 

Managing over 700 members across multiple locations means you need your systems dialed in. Zen Planner’s martial arts school software lets Phill oversee all his gyms in real-time. Whether it’s tracking attendance, member renewals, or promotions, the data is always just a click away. 

For other gym owners looking to expand, having the right martial arts school software in place from the start is crucial. “If you plan to grow, set up Zen Planner from day one. Don’t wait until you’re managing multiple locations and scrambling to catch up,” Phill advises.  

Engage: The Secret Weapon for Lead Nurturing 

Getting new leads is one thing, but converting them into paying members? That’s the challenge. Before using Engage, 10th Planet Portland had a 30% conversion rate, meaning they were losing more than half of their leads each month. 

“Engage changed everything. It acts as a safety net for leads who don’t sign up right away. Now, no one slips through the cracks,” Phill says. 

Between December 2022 and August 2023, 10th Planet Portland improved their conversion rate to 51.8%, generating $108K in revenue from these leads. Engage’s automated follow-up messages kept conversations going with potential members, even if they didn’t sign up right after the first interaction. 

Reviving Dead Leads with Creative Campaigns 

Phill didn’t stop at automating follow-ups. He got creative with his outreach, sending offers like “Jiu-Jitsu Santa Claus wants to give you a $100 gift!” This playful approach helped bring back 40-60 inactive leads each time, converting them into active members. 

For new gym owners, these strategies are golden. Use tools like Engage to nurture leads—even if they don’t sign up right away. With automated reminders and creative outreach campaigns, you can win over members who might otherwise slip through the cracks. 

Keeping Members Engaged with Personalization 

Retaining members is just as important as acquiring new ones. Thanks to Engage, 10th Planet Portland’s email engagement rates have skyrocketed. In January 2023, their email open rate was just 14%, but by August, it had risen to 54%. 

What made the difference? “We started personalizing our communication. Instead of sending generic emails, we tailored our messages to different groups—kids’ programs, adults, and specific martial arts classes,” Phill explains. 

For new gym owners, the takeaway is simple: personalization works. Use your martial arts school software to gather member data and send targeted, relevant messages that make them feel valued and connected to your gym.  

Using Data to Drive Growth and Retention 

Phill is a firm believer in making data-driven decisions. “If you can measure it, you can manage it,” he says. That’s why he uses Zen Planner’s analytics to track everything from attendance to membership growth. 

With custom reports, 10th Planet Portland can easily identify members who haven’t attended in a while and reach out before they consider canceling. “We track who’s been gone for more than two weeks. That way, we can touch base and keep members engaged,” Phill shares. 

Zen Planner’s reporting tools also help manage belt promotions, ensuring students are recognized for their progress and stay motivated to keep training. 

Automating the Admin to Focus on What Matters 

One of the biggest advantages of martial arts school software like Zen Planner is how much time it saves. From automated billing reminders to attendance tracking, Phill no longer has to worry about every little administrative detail. “Zen Planner handles the backend stuff, so I can spend more time coaching and less time chasing payments,” he says. 

For new gym owners who are juggling multiple responsibilities, automating tasks through Zen Planner frees up time to focus on running an amazing gym and building a strong community. 

Ready to Grow Your Martial Arts School? Here’s How Zen Planner + Engage Can Help 

Whether you’re just starting out or looking to scale, Zen Planner and Engage provide all the tools you need to manage your gym, convert leads, and keep your members engaged. 10th Planet Portland’s growth story shows what’s possible when you combine passion with the right martial arts school software. 

If you’re ready to take your gym to the next level, sign up for a demo and see how Zen Planner + Engage can help you grow. 

Unlocking Growth with Martial Arts School Software 

From a small, single-location gym to a four-location powerhouse, 10th Planet Portland’s success shows the power of combining passion with the right tools. Using Zen Planner and Engage, Phill and his team grew by 288% and achieved consistent membership growth. 

If you’re a gym owner looking to take your business to the next level, Zen Planner’s martial arts school software can provide the automation, personalization, and data insights you need to boost conversions, engage your members, and sustain long-term growth.