Learn how to invite students to rank events manually or how to set up the system to invite newly eligible participants automatically.
Table of contents
- Permissions and accessibility
- How to manually invite students to rank events
- How to automatically invite students to rank events
- Send reminders to students to register for events
- How to see who has registered or been invited to events
- What do the invite emails look like?
- The customer registered for the rank but status still shows as "invited"
- How to prep for belt rankings
- Was this article helpful?
Permissions and accessibility
Staff access:
- Admin: Full access
- Manager: Full access
- Staff: No access
MyStudio plan restrictions:
- Starter: access until December 31, 2025
- Growth: full access
- Scale: full access
Important: Set These Up Before You Invite Students to a Rank Event
Before you can invite students, these items must be set up first. If they aren’t, the rank event process won’t work .
You must complete the following:
- Ranks must be added under Memberships
How to set up ranks › - A Rank Event must be created
How to set up a rank event ›
These are required. The system won’t let you move forward without them.
Optional (but strongly recommended):
- Skills listed under Memberships
How to add skills › - Attendance requirements set up to manage eligibility
How to set attendance requirements ›
Make sure everything above is in place before continuing. Skipping these steps will cause issues later on.
How to manually invite students to rank events
To invite students to rank events:
- Access the eligible participants list.
- Check the box next to the participant(s) you want to invite to testing.
- Click “invite to testing” above the table.
- Select the event and the optional event date/option.
- Select your method of invite and edit the message to your liking.
- Click “send invites.”
Important: “Invite with message” is only applicable for SMS which requires the communication enhancement add-on with a Twilio connection.
Important: If you do not select an event date/option, the table will not give a "registered" status when the student registers. If you want the most accurate statuses, please select both an event and an event date/option.
How to automatically invite students to rank events
If your studio uses only one event for testing with several event dates, you can set up an automation to automatically invite newly added eligible students to register for that event. To do so:
- Access the eligible participants list.
- Click “automations” at the top right.
- Toggle the “auto-invite new students to testing” setting to “on” which shows the toggle as blue.
- Select the event and optional event date/option that the automation will send to students.
- Select your method of invite and edit the message to your liking.
- Set reminders if desired.
- Choose whether to send the invites to newly added students even if the student has already registered for the event.
- Save.
Important: “Invite with message” is only applicable for SMS which requires the communication enhancement add-on with a Twilio connection.
Important: If you do not select an event date/option, the table will not give a "registered" status when the student registers. If you want the most accurate statuses, please select both an event and an event date/option.
Tip: You can only set the automation for one event, so this automation is particularly useful for studios that only set up one testing event with multiple options.
Send reminders to students to register for events
While creating the automation to send event registration invites to newly eligible students, you will select whether to send reminders. This setting is to remind students to register for the event if they have not already; it does not remind the student that the event is coming up.
Additionally, you will select how often this reminder is sent to the students. If you enter send every 2 days, this means the reminder to register will send every 2 days from when the student entered the eligibility list until the student registers, is removed from the list, or the event passes.
How to see who has registered or been invited to events
To see the registration status of eligible students:
- Access the eligible participants list.
- The table’s “registration” column will show the status of eligible participant registrations.
- Blank (-): this shows as a dash in the table cell and means that the student has neither been invited to a ranked event nor registered for one.
- Invited: this means the student has been invited to a rank event but has not registered for it yet.
- Registered: this means the student has registered to a rank event.
What do the invite emails look like?
Invite emails will be titled: “Invitation to your upcoming belt testing!” The email body will address the participant, give a congratulations on meeting belt testing requirements, and contain a link for the participant to register for the belt test event.
Here is a picture of what this looks like:
The customer registered for the rank but status still shows as “invited”
If your invited student has registered for the testing event, but the table status still says "invited," there are two possibilities:
- Ensure the student registered via the link in the invitation email. The link auto-fills participant information and ensures the correct connection between the membership or trial registration and event testing occurs. Because of this, the status will not update if registration occurs a different way.
- Ensure you selected both an event and event date/option for invites. If you do not select an event date/option, the table will not give a "registered" status when the student registers. If you want the most accurate statuses, please select both an event and an event date/option.
How to prep for belt rankings
Currently in V2, you are not able to prepare for or update the rank for students. These functions are coming soon.