⛔️ This is a BETA feature being tested by a select number of facilities and is not yet fully available for public use. If you would like to try it early, contact the BoxMate team.
📝 Overview
Grade tracking allows you to configure grades (ranks or belts) that are assigned to members as promotions. Coaches and members can see current grades in the app, and you can promote members either manually or in bulk through grading events.
This guide covers the first step, building out your grade systems and the individual grades within them.
💡 This is the starting point for grade tracking. Once your systems and grades are built, see the related guides to continue setup:
2️⃣ Running Gradings
🔨 Building a Grade System
Grades always belong to a grade system, which provides a way to have members progress through grades differently, usually based on age or discipline. To manage grade systems, navigate to Martial Arts ➜ Grades from the sidebar.
To create a grade system, select Actions from the menu bar, then Add Grade System to open the builder.
Click the arrow to learn about grade system fields
Click the arrow to learn about grade system fields
Name - The name for the grade system. This could be "Juniors" or "Adults", or for gyms offering multiple disciplines, something like "BJJ - Adults" or "Karate - Juniors".
Attendances Rule - Determines whether a member is eligible for promotion based on their total number of attendances or attendances since their last promotion. This is used when building a grading event.
Upgrade Age - Using a member's date of birth from their connected TeamUp account, BoxMate checks whether they meet the upgrade age criteria at the next grading. If so, they are automatically promoted to the upgrade grade specified in the individual grade settings instead of the standard next grade.
🧠 Example: A member is a white belt and would normally progress to white/yellow stripe at their next grading event. However, they have a birthday and now meet the upgrade age criteria, so instead they move to the upgrade grade specified in the white belt settings.
Public Attendances - Enables members to see how many attendances or days are required before they are eligible for promotion, visible in the app.
🛠️ Adding Grades to a System
Once you have built a grade system, click to select it, then click Actions ➜ Add Grade to add individual grades within the system.
Click the arrow to learn about individual grade fields
Click the arrow to learn about individual grade fields
Grade Name - The name of the grade (e.g. belt colours) which is displayed in BoxMate.
Grade Details / Media - When details are added to a grade, members can tap the grade in the app to see a pop-up with the information. You can also attach an image or video using the buttons at the bottom. This is useful for showing syllabus information or what is required to reach the next grade.
Colours - Grades can have a primary and secondary colour to correctly display belts with stripes or half-and-half belts. If a belt is a single solid colour, select the same colour twice.
Upgrade Grade - The grade used for promotion instead of the next default grade when the upgrade age criteria (set in the grade system) are met. Only applies during bulk promotion via a grading event.
Attendances Required - Sets how many attendances are required before the member is eligible for promotion. This is displayed in the app for coaches on a class register and also controls eligibility for grading events.
Minimum Days - Works alongside Attendances Required to add a second eligibility layer. This prevents a member from becoming eligible too quickly if they attend more frequently than average in a short period.
⚠️ Important - Editing After Promotions
⛔️ After building out your grades and grade systems, do not make changes once promotions have already been issued.
If you need to modify an existing grade or system that has records against it, contact the BoxMate team directly as they may be able to re-allocate correctly in the background.
📝 Next Steps
Once your grade systems and grades are built, continue with the related guides:
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What is a grade system?
Click the arrow to see the answer
Click the arrow to see the answer
A grade system is a container for grades that defines how members progress through those grades. You might have separate systems for Juniors and Adults, or for different disciplines like BJJ and Karate.
How does the Upgrade Age feature work?
Click the arrow to see the answer
Click the arrow to see the answer
If you set an upgrade age on a grade system, BoxMate will check a member's date of birth (from their TeamUp account) at the next grading. If they meet the age criteria, they are promoted to the upgrade grade specified in the individual grade settings rather than the standard next grade in the system.
Can I edit grades after promotions have been issued?
Click the arrow to see the answer
Click the arrow to see the answer
You should not make changes to grades or grade systems once promotions have been issued against them. If a change is needed, contact the BoxMate team directly so they can re-allocate records correctly in the background.
What is the difference between Attendances Required and Minimum Days?
Click the arrow to see the answer
Click the arrow to see the answer
Attendances Required sets how many class attendances are needed before a member is eligible for promotion. Minimum Days adds a second layer — even if a member hits the attendance target quickly, they will not become eligible until the minimum number of days has passed since their last promotion.