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.
The grading feature allows you to bulk manage promotions at a Grading event or at the end of a test week, where there is a physical event planned. The grading is built into BoxMate. It checks for eligible customers based on the event configuration, links to the event in TeamUp, and then manages the full process of inviting and awarding promotions.
Configure a Grading
To get started, from the Martial Arts tab in the sidebar, click Gradings and then Add Grading top right.
Grading Title - The name of the grading displayed in BoxMate.
Grading Date - The date the grading awards/event takes place, and will determine which TeamUp classes will be pulled in to select from after choosing.
Linked TeamUp Event - The linked event, which will show customers who are attending, and allow promoting those who attended only.
Grading Details - Details of the grading which are displayed on the invite when customers receive it in the app/via email.
Grading Criteria
Allowed Grades - Specify only certain grades that are eligible for the grading. You can select multiple here, and leaving blank includes all.
Age (Mix/Max) - Specify eligibility based on age (Uses TeamUp customer date of birth)
Check Attendances - Select to check that the number of attendances specified in each individual grade has been achieved before making a customer eligible.
Once configured, click Add Grading to save and return to the list, where you can click View Grading to open the grading page and view eligible customers.
The Grading Page
To access the grading page, click View Grading from the gradings list. On the grading page, you will see eligible customers listed based on the configuration criteria you selected.
Eligibility List
In this list on the left, you will see the customer name and age, along with their current grade system, and when they were last promoted. In the center you will see the current grade (their latest promotion) and their next grade - then at the end, their grading status, which is one of the following:
Eligible - Eligible to grade based on the configuration and not yet actioned
Invited - Has been sent an invite via the invite action and received an email prompting them to book onto the grading event in the app.
Attending - Booked onto the linked TeamUp event and attending.
Attending (No Grade) - Booked onto the linked TeamUp event and attending, but does not have a grade linked to their profile, so cannot be promoted.
Not Eligible - Customers who have a grade but are not eligible for another reason (No further grade available - may need to move grade systems).
You can search names in the list and then use the dropdown to filter results per category.
Important: If there are customers who are attending with no grade, a red warning message will be displayed at the top of the list, prompting you to go and add the missing initial grade before running the promotions.
Sending Invites
You can send invites to customers by selecting all or clicking to select individuals. Once you have your selection, click "Invite Selected" and then enter a message to include in the email.
Customers will receive the following email, which will then direct them to open the app to accept the invite and book the class in a grading pop-up, which includes the details added when building the grading.
In the app, as a family manager, you will see the account switch option to book multiple people onto the grading you need to do each individually.
Issuing Promotions
You can promote all customers or a selection, either click to select all, select individuals one at a time or use filters and then select all - for example, "Attended" then "Select All" to capture everyone that attended (You can select all then click to deselect if that's easier also).
Once you are done with your selection, click the black promote button, then confirm, to move everyone to their next grade and send emails to all customers.
Important: Bulk promoting members will move them all to the next grade in their current grade system. Please ensure that the list is accurate and shows their current grade and next grade before continuing!
Once promoted, they will be removed from the eligible list, and you will see a new promotions list on the right-hand side (You can do promotions in stages; this doesn't have to be done for all customers at the same time)
To export promotions to a CSV file, including name, new grade and promotion date, click export promotions at the top of the list.
Upgrades: If in the grade system configuration you selected an upgrade age, then in the settings for an individual grade selected an "Upgrade Grade", the promotions will check if the age criteria is met and use the upgrade grade instead of the next grade if applicable. This will be displayed as a green "Upgrade" badge with the customer's name.
That's grading events covered, make sure you also check out our other articles Grades & Systems and Managing Promotions, before starting to use this feature.