Keep Families Informed, Get Time Back, and Keep Your Social Media Steady
More families staying, more time for you, and more new students from a steady social presence
A family communications and operations system for Zang TKD
- Date
- October 19, 2026
- Prepared for
- Grand Master Zang, Zang TKD, 155 Lake Drive, Suite 202, Wexford, PA 15090
- Prepared by
- Bryan Whittington, The RevGen System
Zang TKD is a family-oriented Taekwon-Do school following ITF traditions, with schools in Wexford and Greentree.
You teach most classes personally, and you run the school too.
A lot of what families need from you is timing.
Belt testing sign-up runs on a paper application or SignUpGenius, with a registration deadline, and families pay by cash, check or your online system.
Friday and Saturday classes may be cancelled for belt testings, workshops and tournaments, so families are asked to check the calendar, bulletins and the Facebook page.
Your students compete at outside tournaments, regionally and nationally.
And every year you host your own event, the Zang TKD Invitational Martial Arts Championship.
The 16th Invitational was held on Saturday, February 28, 2026.
You already have the channels in place:
Your YouTube channel holds 30 videos, and the most recent upload is December 22, 2022.
Your website, zangtkd.com, does not have a calendar page or a tournament page today.
When the owner teaches and also runs the school, a few things tend to pile up.
Owner time. The owner teaches the busiest hours and also answers the messages.
Family messages. Cancellations, closures and reminders go out on several channels, often at short notice, and each location needs its own version.
Belt testing. Each test means weeks of eligibility checks, notices, deadlines, payments and reminders.
Tournaments and events. A season of registration deadlines, plus months of planning to host your own event.
Social media. Posting is often the last job of a long day, so the busiest weeks leave the feed quietest.
Most owners follow good advice.
- They block out admin time,
- write down procedures,
- add school software
- and try a scheduling tool for posts.
None of that is wrong.
But each tool does one job, and someone still has to write every message and remember every deadline. Usually that is the owner. Busy weeks hit everything at once, so the plan slips right when it matters most.
That is a capacity problem, not a discipline problem.
Most owners don't know there is another way:
a small bot team, set up in your own accounts, that does the planning and the first drafts.
You stay the one who decides what goes out.
Time back for you
You review and approve drafts instead of writing every message from scratch. Your inbox, calendar and weekly plan are organized for you to check.
Clear, consistent, on-time family communication
Every notice, reminder and post is drafted ahead and waits for your OK. Messages are drafted per audience, such as students eligible to test, and can be split by location.
Events planned from the date backward
Each belt test, your tournament season and the 17th Zang Invitational get a back-plan with deadlines, reminders and a registration list, so students hear about deadlines in time.
We design, build, and train, and your team owns it.
When the build is done, Zang TKD owns a system its own team runs. Your bots, documents and student data live in your own accounts, in your name.
How it works
How it works
Operations bots, all drafts only
Chief of Staff
Organizes your inbox and calendar and drafts parent replies, reminders and a weekly plan. It is the only bot with gated email and calendar access.
Family Communications
Drafts cancellation notices, announcements, reminders, a weekly bulletin, and Mailchimp and Facebook drafts, including urgent same-day notices as soon as you ask, and you can always send directly without it. Telephone and text options exist and can be explored with you. These are not part of this build.
Operations bots, all drafts only
Events and Testing Coordinator
Back-plans each belt test from the date you set, keeps a sheet of who registered and paid from the information you give it, tracks tournament deadlines, and builds the Invitational back-plan. We can explore a website update to bring more of this process online.
Continuous Improvement
Tracks how the system performs during the trial run and drafts check-in updates, with suggested changes for you to approve.
Website rebuild Optional
This is optional and included only if you choose it. If you are not happy with your current website, we can rebuild it in a website account in your name.
A Website Builder bot, used only with this option, drafts the copy and page layouts. It never publishes; nothing goes live without your go.
Website care is included for 3 months, starting at kickoff on day 1.
Sign-up pages, part of the website rebuild
Belt testing sign-up takes online payment through a payment processor account in your name. The bots never touch payments or see card data, and we never handle payments.
You approve and publish every page.
Social media help: YouTube, Instagram and TikTok.
Build and setup, all as drafts for your approval:
Ongoing help is discussed after the build. Filming and editing are not included.
Acceptance and support.
The build is accepted on delivery, not on trial-run results, once
- you approve each piece in writing (email is fine),
- each bot completes a test task,
- training is done
- and we confirm system operation.
Optional support is available after handoff.
It starts with how you run the school. The Operations Review and discovery workshop map your process before anything is built.
It runs on your dates and your voice. Reverse-engineered plans start from dates you set, and messages start from templates you approved.
It is tried on real work first. The trial run covers your next belt test and the planning of the 17th Zang Invitational, with scheduled check-ins.
You stay in control. Everything sits in your accounts, your team is trained to run it, and you decide which suggested improvements to make.
Open your own accounts on Day 1, in your name and on your card, and clear every login.
Share your belt-test dates, eligibility rule, tournament list and Invitational date.
Name one approver (you or a staff member) and keep a fixed daily review time.
Own your Bot Operating Rules document and pay your own tool bills directly.
Provide photos, logos and facts for the social drafts, and keep control of your domain and social media accounts.
Decide whether to take the website rebuild.
This work is complimentary, covered as part of Services Covered by Gratitude. It covers the whole engagement: the build, the social media setup and optional support after handoff. If you choose the website rebuild, it also covers the rebuild with its sign-up pages and 3 months of website care, starting at kickoff on day 1. Added work is covered as part of Services Covered by Gratitude too; any technology it needs sits in accounts in your name.
The only cost to you is your monthly technology, in accounts in your name. Estimated technology costs: $100 to $200 a month, to be finalized once we settle the scope and the tools together.
Card processing fees for online belt-test payments are separate: a pay-as-you-go cost on your own processor account that depends on belt-test sales. Part of the scope is to identify lower-fee ways to take payments.
Let’s set up a time to discuss and determine if this will be helpful for you.