Clearance belongs on the mat, not in an office. Who has been cleared for contact, who is carrying an injury and who has never sparred is information a coach needs while pairing people up, and a folder in reception is useless at that moment.
Gradings need eligibility as well as a date. Sessions attended, time since the last grade and whether a fee is paid all determine who can be assessed, and sorting that out the week before is the usual chaos.
Odd numbers break a session. Pad work runs in pairs, so a class of fifteen leaves somebody standing, and knowing the likely turnout lets a coach plan the round rather than improvise in front of the room.
Licences expire per person, not per gym. Federation membership and insurance for each member has its own date, and a lapsed one is discovered at exactly the wrong moment.