⛔️ 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
A member's current grade is determined by the latest promotion they have received. New members will be prompted to set their initial grade the first time they open the app and select the Grades tab.
From the admin side, you can manually promote members to new grades, update incorrect promotions, and see promotion prompts in the app when a member becomes eligible.
💡 Before using this guide, make sure you have set up your grade systems and grades first. See the Grades & Systems guide.
For bulk promotions via grading events, see Running Gradings.
➕ Adding a Promotion
To manually promote a member to a new grade, navigate to Martial Arts ➜ Customers from the sidebar.
🔔 This list shows all TeamUp customers (not just those using BoxMate) along with their current grade.
Promotions are tied to the TeamUp customer, not the BoxMate member account.
From the customer list, click New Promotion next to the member you want to promote. This opens the promotion pop-up.
Click the arrow to learn about promotion fields
Click the arrow to learn about promotion fields
Promotion Grade - Choose the grade to promote to. This becomes the member's active grade. With manual promotions you can skip grades or move between grade systems freely.
Promotion Date - The date to record for the promotion. This affects eligibility calculations when using the Minimum Days criteria in a grade system, as the last promotion date is used when checking upgrade eligibility.
Notify Customer - Choose whether the member receives an email and push notification about the promotion.
Once configured, click Save Promotion to apply. This becomes the member's new active grade and is immediately visible in the app.
🔔 Updating a Promotion
If a promotion was issued in error or a member selected the wrong initial grade in the app, you can correct it by clicking the current grade name in the centre of the customer list. This opens the same pop-up where you can change the grade and save.
⛔️ Updating a promotion is only for correcting mistakes - either your own error or a member selecting the wrong initial grade.
It is not the method for promoting someone to a new grade. Promotions must be issued by clicking New Promotion as described above.
📱 Promotion Prompts in the App
As a coach using the BoxMate app, you can see a member's current grade and promotion eligibility directly from the class register in the Timetable.
Click the arrow to learn how promotion prompts work
Click the arrow to learn how promotion prompts work
The member's current grade is listed below their attendance count on the class register. Tap the grade to see a notification showing when it was achieved and how many attendances and days have passed since, so you can gauge how close they are to the next grade.
Once a promotion is due, a prompt will appear with the option to quickly promote the member directly from the app. This sends an email and notification in the same way as promoting from the admin site.
➡️ Next Steps
If you handle promotions via grading events rather than manually, see the full guide:
❓ 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
Can I skip grades when promoting manually?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When adding a manual promotion you can select any grade in any system, allowing you to skip grades or move a member between grade systems freely.
Why does the customer list show members who are not on BoxMate?
Click the arrow to see the answer
Click the arrow to see the answer
The Martial Arts customer list includes all TeamUp customers, not just those using BoxMate. Promotions are tied to the TeamUp customer account, not the BoxMate member account.
Can I promote a member directly from the app?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. When a member becomes eligible based on their grade criteria and attendance, a promotion prompt will appear on the class register in the app. Tapping it lets you promote them immediately, which sends the same email and notification as promoting from the admin site.