Prepare a belt-test shortlist with reasons
Open Belt Tracker, select the program, and choose Eligibility. Compare the class counts and time at rank with the next rank's requirements. Keep a reason beside each student's name so instructors can distinguish a teaching decision from missing or uncertain records.
Start with a reason beside each name
This fictional school's next rank requires 24 qualifying classes, three months at rank, and instructor approval. Koaryu calculates three months as 90 days. The table is a worked review sheet you can follow when preparing your own list.
| Student | Evidence | Write on the shortlist |
|---|---|---|
| Alex | 24 qualifying classes; 96 days since a verified promotion date. | Instructor review. The numeric rules are met. Needs approval means an instructor must decide whether to promote. |
| Sam | 22 qualifying classes; 100 days since a verified promotion date. | More classes. Two qualifying classes short. If staff remembers additional visits, check those attendance records before deciding the count is wrong. |
| Lee | 30 recorded qualifying classes; 180 days calculated from membership start. Current belt was imported without old promotion history. | Verify history. Neither the 180 days nor the class total proves how much training happened at this belt. Check the actual rank date and which classes came after it. |
Work through the evidence before test day
Select the program and check its next rank
Use the student's correct program membership and ladder. Read the next rank's class requirement, time requirement, and approval setting. An Admin can check and configure those rules in Rank Plan, then return to Eligibility. Students training in two programs need a separate review for each.
A new program membership with no rank selected starts at the program's first full belt, skipping tips. If the program has no full belt, the student remains unranked. That starting assignment does not supply a past promotion date.
Explain any surprising class count
Absent entries, canceled or deleted sessions, and attendance marked not to count toward eligibility are excluded. A program-specific ladder counts classes in that program. When a promotion is recorded, the count starts at that promotion's time. Without promotion history, older qualifying classes can remain in the count.
For Sam, inspect the two visits staff remember. Confirm the dated sessions and correct missing check-ins only if Sam attended. If those visits belong to another program or were excluded from eligibility, they do not close this two-class gap.
Check what the time figure starts from
Koaryu uses the latest recorded promotion date. If none exists, it uses the program membership start, then the student's membership start. If no date exists, the time figure is zero. Importing a current belt does not supply the date it was earned.
For Lee, find the previous school's rank record or ask the instructor to verify the date. Keep "verify history" on the shortlist until they can judge the real time and classes at rank. A membership start six months ago does not establish six months at the current belt.
Make the instructor's decision
Alex meets the example's numeric rules and still needs an instructor's judgment. Needs approval reflects the rank's requirement; there is no separate approval form or test booking created by that label. Keep the teaching decision on your review list until the instructor is ready to record a promotion.
Record a promotion when it happens
Admin and Instructor staff can choose Promote for a student whose numeric requirements are met. Check the student, program, and target rank in the confirmation, add optional Notes, then choose Confirm promotion. Verify the current rank and new history entry after saving. Front Desk can take attendance but cannot configure ranks or promote students.
Koaryu records the promotion at the time of confirmation. There is no date picker for backdating it. If a test happened earlier, mentioning that date in Notes does not change the saved promotion timestamp or the starting point for the next review.
See rank ladders and requirement settings