Late entries cost real money
A meet host closes entries on a Sunday and the roster on your desk is two weeks behind the floor. You pay the late fee, or the athlete sits out.
$45 per late addFor competitive gymnastics and cheer programs
Every skill, every level, every meet entry out of the binder and into one roster
VaultChalk keeps skill progression, level placement, meet entries and season fees in a single record your whole coaching staff can open from the floor. Parents get their own view, so the questions stop landing at the chalk bowl five minutes before warmups.
- Used by 214 US gyms and all star programs
- 1,930 meet entries filed last season
- Set up between two practice blocks
9.4Level 5 beam
The part nobody puts in the brochure
The binder always knows more than the office does
Skills live in a coach's handwriting. Level placement lives in a group text. Entry deadlines live in an email from the meet host. When one of those three moves, the other two find out late.
Level placement gets argued
A parent asks why her daughter is repeating Level 4. Nobody can show which skills are still open, so the conversation becomes opinion against opinion.
3 meetings a monthSeason fees leak
Meet fees, coach travel and leotard deposits get collected in four different ways, and by February you cannot say who still owes what.
$6,400 uncollectedCoaching hours go to paperwork
Your team staff spends practice time rebuilding lists that already exist somewhere. That is floor time you are paying for and not using.
6 hours a weekHow it works
Four steps from the binder to a live roster
Most gyms are running their first squad inside VaultChalk before the week is out. You do not rebuild your program, you record it once.
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Load your levels and skill lists
Start from the compulsory and optional skill sets already built in, or paste your own progression for Xcel, developmental and all star tumbling. Each skill carries a status: introduced, spotted, connected, competition ready.
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Coaches mark the floor from a phone
A team coach taps a skill up a level between rotations. No login screen in the middle of practice, no laptop on the chalk bowl, no second copy to reconcile later.
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Build meet entries from the roster you already have
Pick the meet, and VaultChalk shows every athlete eligible by level and by skill status, with entry deadlines and per athlete fees already attached. Export the host's format in one click.
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Collect fees and open the parent view
Season fees, meet fees and travel splits post to each family with a due date. Parents see the same skill chart the coach sees, so the progress question answers itself.
Built for the way a team gym actually runs
Six things your staff will use every single week
Nothing here is borrowed from a generic class management tool. Every screen was drawn beside a coach with a clipboard in her hand.
Skill progression by level
Every athlete carries a live chart of her level requirements with four states per skill, dated by the coach who marked it. You can see at a glance which three girls are one connection away from scoring out.
Meet entry management
Hold every meet on the season calendar with its host, entry window, per athlete fee and session preferences. VaultChalk flags an athlete who is entered at a level her skill chart does not support yet.
Season fee collection
Post meet fees, coach travel shares, competition leo deposits and monthly team tuition to each family with a due date and a reminder schedule. The aging report tells you who is behind before the next entry deadline.
Parent facing progress
Families open a read only view of their own athlete: skills mastered this month, what the level above asks of her, meet schedule and account balance. No login for the gym to administer beyond an emailed link.
Squad and rotation planning
Group athletes into training squads, assign coaches by event and print a rotation board for the week. Substitutions carry through to the meet roster so the entry list never falls out of step.
Waivers, medical and safety records
Store signed waivers, insurance membership numbers, birth verification and injury notes on the athlete record with an expiry date. The meet checklist blocks an entry when a required document has lapsed.
What changes by the second month
Numbers our gyms report back
These come from 214 operating accounts across 31 states, measured against the season before they moved off paper.
0%
Of entries filed inside the window
Deadline alerts fire nine days out and again at 48 hours, with the eligible athlete list already attached, so nobody is chasing a host registrar on a Sunday night.
0h
Given back per week per program
Skill marking happens once, on the floor, on a phone. The office stops rekeying binder pages into spreadsheets and stops reconciling two versions of the same roster.
0%
Fewer level placement disputes
When a parent can see the exact skills still open and the date each one was last spotted, the conversation moves from feelings to a checklist in about two minutes.
0d
Faster on season fee collection
Family balances post with a due date and two automatic reminders. Gyms that switched cut their average days to payment from 41 to 24 across the fall competitive season.
From the floor
Owners and team coaches, in their own words
Three gyms that run competitive girls programs, all of them past their first full season on VaultChalk.
"I ran our optionals out of a red binder for eleven years. The first time a Level 7 mom asked why her daughter was not entered, I turned my phone around and showed her the two skills still open on bars. She said thank you. That had never happened before."
"Entry season used to eat my Sundays. Now I pull the eligible list per level, check the flags, and the host file is out in twenty minutes. We have not paid a late add fee since the Halloween Classic in 2024."
"The fee side is what sold my business partner. We carried about seven thousand dollars in stale meet fees every spring. This February we finished the season with under nine hundred outstanding, and I never had to send an awkward text."
0
US gyms and all star programs running their competitive season inside VaultChalk
0
Skill status changes marked on the floor by coaches last season
$0M
Season and meet fees collected through family accounts in the last twelve months
Pricing
One price per gym, not per athlete
Charging by athlete punishes you for growing the team. Every plan includes unlimited athletes, unlimited coaches and unlimited parent accounts.
Single Gym
$69 per month
For one location running compulsory and Xcel teams under a single head coach.
- Unlimited athletes, coaches and families
- Skill progression charts for every level
- Meet calendar with entry deadline alerts
- Season fee posting and reminders
- Parent facing progress view
- Email support, replies inside one business day
Gym Plus
$139 per month
For a full competitive program with optionals, all star squads and a front desk that needs its own view.
- Everything in Single Gym
- Squad and rotation planning boards
- Waiver, insurance and medical expiry tracking
- Host format entry exports and score import
- Family payment plans and aging report
- Staff roles and per coach permissions
- Onboarding call and skill list import
Multi Gym
$279 per month
For two or more locations sharing coaches, squads and one competitive season calendar.
- Everything in Gym Plus
- Up to six locations under one account
- Athletes and coaches shared across sites
- Consolidated fee and entry reporting
- Season archive and year over year skill history
- Named account contact and quarterly review
All three plans are billed monthly in US dollars and can be cancelled at any time from your account settings. There is no annual contract, no per athlete surcharge and no setup fee. Your data stays exportable for 90 days after you leave.
Questions we get on the first call
Straight answers before you book anything
Plans are $69, $139 or $279 per month, billed monthly in US dollars. A gym means one physical training location, no matter how many athletes, coaches or squads you run inside it. If you operate more than one address, Multi Gym covers up to six locations under one account. Nothing on this site is priced per athlete, so a strong recruiting year never raises your bill.
The compulsory, Xcel and all star skill sets ship built in, so most gyms have their first squad on screen within an afternoon. Importing an athlete roster from a spreadsheet takes about twenty minutes, and we do that with you on the onboarding call for Gym Plus and Multi Gym. Gyms usually run one squad in parallel with the binder for a week, then move everyone. The longest part is deciding who on staff can change a skill status.
Athlete records are visible to the staff you name and to the parent or guardian on that athlete's account, and to nobody else. Data is stored on encrypted infrastructure in United States regions with daily backups and role based access on every screen. We never sell records, never share them with meet hosts unless you push an entry file yourself, and we do not run advertising trackers. You can export your full data set or delete an athlete at any time.
VaultChalk handles the competitive side and leaves recreational class registration where it is. Athlete rosters import and export as CSV, so a nightly sync with your class management system is straightforward. Meet entries export in the formats the common host registration platforms accept, and score files import back onto the athlete record after the meet. Calendars publish to any application that reads a subscription feed.
You cancel in your account settings and the plan stops at the end of the current month. There is no cancellation fee and no notice period to serve. Your data stays available to export as CSV for 90 days, which covers skill charts, meet history, family balances and documents. After 90 days the account and its records are permanently deleted.
That objection is the reason marking a skill is two taps and nothing else. A coach opens her squad, taps the athlete, taps the skill to move it one state forward, and the app closes itself. There is no note field to fill in, no photo to upload and no weekly report to write. Across our accounts the median coach spends under four minutes a practice inside the app, and the gyms that stick with it are the ones where the head coach marked her first rotation on day one.
Programs that fit
Who this was built for, and who it is not for
We would rather tell you now than on the third call. VaultChalk is narrow on purpose.
A good fit
- Women's artistic teams running compulsory and optional levels side by side
- Xcel programs where athletes move between divisions mid season
- All star cheer gyms tracking tumbling passes and stunt progressions by squad
- Gyms whose head coach also owns the building and signs the meet checks
- Programs that travel to six or more sanctioned meets a season
- Booster clubs that need one honest balance per family, not a shoebox
Not a good fit
- Recreational only gyms with no competitive roster to track
- Programs looking for a full class registration and point of sale system
- Anyone who wants video analysis or routine scoring software
- Gyms that need payroll, scheduling and time clocks in the same tool
- Single coach clubs with fewer than eight competing athletes, where a shared sheet still works
What the first thirty days look like
Week one you load levels and athletes. Week two your coaches mark the floor and you leave the binder in the office as a backup. Week three you build a real meet entry from the roster and compare it against what you would have filed by hand. Week four you turn on family accounts and post the first fee run.
Chalk Line
The VaultChalk magazine for gymnastics and cheer program owners
Reporting on the business and coaching craft of competitive girls gymnastics and cheer programs across the United States.
practical guide
How do I move a Level 3 gymnast to Level 4 without skipping the skills USAG actually requires?
A working walkthrough of the USA Gymnastics Development Program compulsory structure, what a Level 4 routine demands, and how to build a promotion checklist your staff can sign off on.
comparison
Should I run my cheer program under USASF rules or stay with a school league schedule?
All star and scholastic cheer differ in credentialing, season length, cost per athlete and travel load. Here is how the two paths compare for a gym deciding where to put its teams.
mistakes to avoid
What do I get wrong when I collect competition fees from parents before meet entries close?
Meet entry deadlines are firm and mostly nonrefundable. These are the fee collection errors that leave a gym owner covering entries out of pocket, and the policy language that prevents them.
Talk to us
Tell us how your season runs and we will show you the same week in VaultChalk
A demo is thirty minutes, screen shared, using your levels and your meet calendar. You will see your own athletes on the skill chart before the call ends. If it is not right for your program we will say so on that call.
Written and maintained by Jimenez Julien, who builds and supports VaultChalk for competitive gyms across the United States.
We reply within one business day, usually the same afternoon. Prefer email? Write to jimenezjulien42@gmail.com and mention your gym name and level range.