⛔️ 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
The grading feature lets you bulk-manage promotions at a grading event or at the end of a test week.
You build the grading in BoxMate, it checks for eligible members based on your configuration, links to the event in TeamUp, and then manages the full process of inviting members and awarding promotions.
💡 Before using this guide, make sure you have set up your grade systems and grades.
For more info, check our guides Grades & Systems and Managing Promotions.
🛠️ Configuring a Grading
To create a grading event, navigate to Martial Arts ➜ Gradings from the sidebar, then click Add Grading in the top right.
Click the arrow to learn about grading configuration fields
Click the arrow to learn about grading configuration fields
Grading Title - The name of the grading displayed in BoxMate.
Grading Date - The date the grading event takes place. This determines which TeamUp classes are available to link to.
Linked TeamUp Event - The TeamUp event linked to this grading. This shows which members are attending and allows promoting only those who attended.
Grading Details - Details displayed on the invite when members receive it in the app and via email.
Click the arrow to learn about grading criteria
Click the arrow to learn about grading criteria
Allowed Grades - Specify which grades are eligible for this grading. You can select multiple. Leaving this blank includes all grades.
Age (Min/Max) - Specify eligibility based on age, using the member's date of birth from their TeamUp account.
Check Attendances - Select this to verify that the number of attendances specified in each individual grade has been met before making a member eligible.
Once configured, click Add Grading to save. You will return to the list where you can click View Grading to open the grading page and see eligible members.
📅 The Grading Page
Click View Grading from the gradings list to open the grading page. This shows all eligible members based on the criteria you configured.
📜 Eligibility List
The eligibility list shows each member's name, age, current grade system, last promotion date, current grade, next grade, and their grading status.
Click the arrow to learn about grading statuses
Click the arrow to learn about grading statuses
Eligible - Eligible to grade based on the configuration and not yet actioned.
Invited - Has been sent an invite 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 event but does not have a grade linked to their profile, so cannot be promoted.
Not Eligible - Has a grade but is not eligible for another reason (e.g. no further grade available - they may need to move grade systems).
You can search names in the list and use the dropdown to filter results by status.
⛔️ If there are members attending with no grade, a red warning will appear at the top of the list prompting you to add their missing initial grade before running promotions.
🛠️ Sending Invites
You can send grading invites to eligible members so they can book onto the TeamUp event from the app.
Click the arrow to learn how to send invites
Click the arrow to learn how to send invites
Select all members or click to select individuals. Once you have your selection, click Invite Selected and enter a message to include in the email.
Members receive an email directing them to open the app, accept the invite, and book onto the class via a grading pop-up that includes the details you added when building the grading.
💡 Family managers will see the account switch option in the app. To book multiple children onto the grading, each one must be booked individually by switching to that child's account first.
🛠️ Issuing Promotions
Once the grading event has taken place, you can promote members individually or in bulk from the grading page.
Click the arrow to learn how to issue promotions
Click the arrow to learn how to issue promotions
Select members by clicking to select all, selecting individually, or using filters (e.g. filter by "Attended" then "Select All" to capture everyone who attended). You can also select all then click to deselect specific members.
Once your selection is ready, click the black Promote button, then confirm to move everyone to their next grade and send emails to all promoted members.
⛔️ Bulk promoting will move all selected members to the next grade in their current grade system. Check that the list accurately shows each member's current grade and next grade before confirming.
Once promoted, members are removed from the eligibility list and appear in a new promotions list on the right-hand side. You can issue promotions in stages — it does not need to be done for all members at once.
To export promotions to a CSV file (including name, new grade, and promotion date), click Export Promotions at the top of the promotions list.
⚠️ Upgrades: If you set an upgrade age in the grade system configuration and an upgrade grade in the individual grade settings, promotions will check whether the age criteria is met and use the upgrade grade instead of the next grade where applicable. These members will show a green "Upgrade" badge next to their name.
❓ 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 does "Attending (No Grade)" mean?
Click the arrow to see the answer
Click the arrow to see the answer
This means a member is booked onto the linked TeamUp event but does not have a grade assigned to their profile. They cannot be promoted until their initial grade is set. A red warning will appear at the top of the list prompting you to resolve this before running promotions.
Do I have to promote everyone at the same time?
Click the arrow to see the answer
Click the arrow to see the answer
No. You can issue promotions in stages. As members are promoted, they move from the eligibility list to the promotions list on the right-hand side. You can return later to promote additional members.
How does the auto-upgrade work during a grading?
Click the arrow to see the answer
Click the arrow to see the answer
If you configured an upgrade age in the grade system and an upgrade grade in the individual grade settings, the grading will check whether each member meets the age criteria. If they do, they are promoted to the upgrade grade instead of the standard next grade. These members will display a green "Upgrade" badge next to their name on the grading page.
Can I export a list of who was promoted?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. After promotions are issued, click Export Promotions at the top of the promotions list to download a CSV file containing each member's name, new grade, and promotion date.