This is a BETA feature being tested by a select few facilities and is not fully ready for public use. If you want to be a part of trying this out early, contact us.
Grade tracking allows you to configure grades (ranks/belts) that are assigned to customers as promotions, providing a way for coaches and customers to view where they are currently, along with additional features.
You can promote customers manually or in bulk using grading events. This article is the starting point and covers building out grades and systems - see our separate related articles below:
Grade Systems
Head to Martial Arts and then Grades from the sidebar to manage Grades and Grade Systems.
Grades always belong to a grade system, which offers a way of having customers progress through grades differently, usually based on age or discipline.
To build a grade system, select actions from the menu bar, then "Add Grade System" to bring up the builder.
Name - The name for the grade system, this could be "Juniors" or "Adults" and in a gym that offers multiple diciplines maybe "BJJ - Adults", "Karate - Juniors".
Attendances Rule - This applies when a grading event is built (see below) and determines whether a customer is eligible for promotion based on the total number of attendances or attendances since the last promotion.
Upgrade Age - Using a customer's date of birth in the connected TeamUp account, this will check the active grade to auto upgrade to a different grade system at the next grading.
Example - a customer is a white belt and usually would progress white/yellow stripe at their next grading event, but they have a birthday and meet the upgrade age criteria, so instead they jump to the upgrade grade specified in the white grade settings.
Public Attendances - This enables the customer to see how many attendances/days are required to be eligible for promotion in the app.
Grade Systems
Once you have built a grade system, click to select it and then again click Actions, then Add Grade.
Grade Name - The name of the grade (e.g. Belt Colours) which will be displayed in BoxMate.
Grade Details/Media - When details are added to a grade, in the app, it can be selected to show a pop-up with the details. This also applies to adding an image or video using the buttons at the bottom. This can be used to show what is required to meet the next grade, including syllabus information, etc.
Colours - Grades can have a primary and secondary colour to correctly show belts with stripes or half/half belts. If a belt is solid, select the same colour twice.
Upgrade Grade - This is the grade that is used for promotion instead of the next default grade when promoted in bulk via a grading event. Only applies when the criteria for the auto upgrade age set in the grade system are met.
Attendances Required - Sets how many attendances are required before the customer is eligible for promotion (Displays in the app for coaches on a class register and also controls eligibility for a grading event)
Minimum Days - Works with attendances required to add a second eligibility layer of minimum days to prevent someone from being eligible too quickly for a promotion if they attend more than the average in a period.
As mentioned, this is the starting point for grade tracking in BoxMate, and this feature is still in BETA so by using it you understand some areas are still under development and may have bugs/require improvements.
Important: After building out grades and grade systems, do not make changes once people have already started to be issued promotions. Contact us directly if you need to make a change after this to an existing grade/system that has records against it, and we may be able to re-allocate correctly in the background.
Next, check out Managing Promotions, then after that onto Running Gradings