In this article, we'll cover:
- How To Configure Belt Tracking:
- How to setup belt tracking.
- How to create custom belts.
- How to modify the belt progression.
- How To Assign A Belt To Gym Members:
- How to enter custom 'Last Belt Change' date for an individual gym member, and
- How to enter custom 'Next Belt Eligible' dates for an individual gym member.
- How To Access Belt Eligibility Reports In Your SimpleGym Account.
- How to use Belt Eligibility Reports to determine a gyms belt inventory needs.
Background:
If your gym awards Belts to members, instead of manually tracking when your gym members are eligible for a new belt, SimpleGym enables you to automate belt tracking, via the Belt Tracking page in your SimpleGym portal.
SimpleGym's Belt Tracking enables you to configure which Belts your gym uses, and how many days the member must be at his previous belt before he/she is eligible for their next belt. SimpleGym then automatically tracks, for each gym Member, their belt eligibility in an easy to read report that tells you who is eligible for a belt upgrade, and what belt(s) they are eligible for.
Eligibility:
Belt Tracking is a standard feature, included on both SimpleGym's Free Plan and SimpleGym Pro.
To configure Belt Tracking for your gym, first…
Navigate To The Belts Settings Page
Log in to your SimpleGym Account.
Click ‘Belts’
Then Click the ‘Settings’ tab.
Select Belts: Toggle 'On' the Belts that your gym uses.
Note: Only the Belts that are toggled 'On' will be displayed in reporting, and available to be assigned to gym members in their Member Profile.
Days Til Eligible: Enter the 'Days Til Eligible' for all 'On' Belts.
- Note: For each belt that your gym uses, type in the minimum number of days a student must be an active gym member holding the previous belt in order to be eligible for this belt. For instance, entering "180", would mean that 180 calendar days must pass after the student's last belt promotion before a student is eligible for that belt.
- Note: For each belt that your gym uses, type in the minimum number of days a student must be an active gym member holding the previous belt in order to be eligible for this belt. For instance, entering "180", would mean that 180 calendar days must pass after the student's last belt promotion before a student is eligible for that belt.
Save: Click 'Save.
Create Custom Belts Steps:
Many gyms use belts that do not appear in the standard SimpleGym belt list. To enable these belts to be assigned to gym members and appear in reporting, you will need to create a custom belt. To create custom belts, here are the steps...
Navigate To The Belts Settings Page
Log in to your SimpleGym Account.
Click ‘Belts’
Then Click the ‘Settings’ tab.
Click '+ Belts': Click the '+ Belts' button.
Name: Enter the name of the custom belt.
Days Til Eligible: Enter the 'Days Til Eligible'
Note: This number is the minimum number of days a student must be an active gym member holding the previous belt in order to be eligible for this belt. For instance, entering "180", would mean that 180 calendar days must pass after the student's last belt promotion before a student is eligible for that belt.
On / Off Toggle: Toggle the belt 'On.
Save: Click 'Save'.
Modify The Belt Progression:
SimpleGym automatically calculates when your students are eligible for their next belt. That calculation, is based on what belt is next for that student, that is, your gym's belt progression. Many gyms, particularly those that use custom belts, have a unique belt progression, that does not match the pre-loaded belt progression in SimpleGym. To alter your gym's belt progression, you will need to complete the following steps...
Navigate To The Belts Settings Page
Log in to your SimpleGym Account.
Click ‘Belts’
Then Click the ‘Settings’ tab.
Drag and Drop Belts: Simply drag and drop the belt(s) you want to move into your preferred progression.
Save: Click 'Save'.
Now that you have configured your gym's Belt Tracking, you can assign new and existing gym members their current belt.
To assign a new or existing gym Members a belt, first…
Navigate To The Members Page
Log in to your SimpleGym Account.
Click ‘Members’
Then Click the Member you want to assign a belt to (or for new members click '+Member')
Assign Belt: Select the Members Belt from the 'Current Belt' drop down.
Note: Only the Belts that are toggled 'On' in your Belt Settings will be displayed in the 'Current Belt' dropdown.
Assign Belt Size: Select the Members Belt Size from the 'Belt Size' drop down.
Note: Adding the Member's Belt Size will enable SimpleGym to help you determine whether your gym's existing belt inventory is sufficient for an upcoming belt ceremony, or whether you need to order more belts of a particular size or color.
Confirm Member's Belt Change: Click 'Confirm'
Assign New Member A Belt Steps:
To assign new gym Members a belt, first…
Navigate To The Members Page
Log in to your SimpleGym Account.
Click ‘Members’
Then Click the Member you want to assign a belt to.
Add New Member: Click the 'Add New' button, and complete the Profile Details and Account Details fields.
Assign Belt: In the 'Belt Details' section, select the Members Belt from the 'Current Belt' drop down.
Note: Only the Belts that are toggled 'On' in your Belt Settings will be displayed in the 'Current Belt' dropdown.
Note: SimpleGym will display the date of the last belt change, and the number of days until the member is eligible for their next belt upgrade on the Member's page.
Save Settings: Click 'Save'
Override 'Last Belt Change'
SimpleGym automatically tracks the date of the last belt change of a Member based on when the belt was changed in SimpleGym. However, for an individual member, you can enter a custom date to override this automatic tracking (for instance, if a new student joins the gym an existing belt, and you want to record when they received that belt). To override the 'Last Belt Change' date, here are the steps:
Navigate To The Members Page
Log in to your SimpleGym Account.
Click ‘Members’
Then Click the Member you want to override their 'Last Belt Change' date.
Click 'Edit' Icon: Click the 'Edit' icon next to the auto-calculated 'Last Belt Change' date.
Type in 'Last Belt Change' Date: In the 'Last Belt Change' field, either use the calendar, or type in the date (MM/DD/YYYY) you would like to apply to the student.
Note: SimpleGym will continue to display this new date for 'Last Belt Change' until that student's belt is changed again in SimpleGym.
Save Settings: Click 'Save'
Override 'Next Belt Eligible':
SimpleGym automatically calculates the number of days until a member is 'Next Belt Eligible' based on your gym's Belt Settings. However, for an individual member, you can override these automatic calculations (for instance, if a new student joins the gym with existing experience which makes him/her eligible for their next belt sooner). To override the 'Next Belt Eligible' settings, here are the steps:
Navigate To The Members Page
Log in to your SimpleGym Account.
Click ‘Members’
Then Click the Member you want to override their 'Next Belt Eligible' settings.
Click 'Edit' Icon: Click the 'Edit' icon next to the auto-calculated 'Next Belt Eligible' day count.
Type in 'Next Belt Eligible' Days: In the 'Next Belt Eligible' field, type in the number of days you would like to apply to the student.
Note: SimpleGym will display this new number for 'Next Belt Eligible' today. As with all 'Next Belt Eligible calculations, tomorrow it will be one number lower, as SimpleGym will automatically count down this amount each day, and display this in the 'Next Belt Eligible' field, and in all Belt related reporting.
Save Settings: Click 'Save'
SimpleGym automatically tracks which members are eligible for Belt Upgrade and displays this report in your Belt Tracking.
To access this report, here are the steps:
Navigate To The Belt Tracking Page
Log in to your SimpleGym Account.
Click ‘Belts'
Then Click the 'Reports' tab.
Read Report: The report displays which gym members are eligible for a Belt Upgrade.
Name: Only gym members who have a belt assigned will appear on this list.
- Promotion Eligible:
- 'Yes' indicates the gym member is currently eligible,
- 'No' is not eligible, and
- '2 Weeks Out' indicates that the member will be eligible within the next two weeks.
Note: Because gym owners typically need to schedule a belt ceremony ahead of time, many gym owners choose to consider students that are '2 weeks out' as eligible when planning a belt ceremony.
Current Belt: The belt currently assigned to the gym member.
Last Promotion Date: The last date a Belt Change was recorded in SimpleGym, unless a custom date was entered.
Note: If you enter belt sizes for all of your gym's members in SimpleGym, you can use this report to determine what belts your gym needs to have on hand for an upcoming belt ceremony.