Gym Mate now includes the ability to manage member belt progression and run grading events. Members can view upcoming gradings, book (and pay for) a place via the mobile app, and see their belt history. You, the admin, can set up belt levels, create grading events, manage bookings, record pass/fail results, and award belts from the Admin Portal.
Admin Portal: Enabling the belt and grading feature
Before you or your members can use belts and gradings, the feature must be enabled for your gym. Your Gym Mate administrator can turn this on for you.
Once enabled, you will see the Gradings area in the Admin Portal. Each member profile will include a Belt Level section. Members will see Gradings in the mobile app menu.
If the feature is disabled, these options will not appear.
Admin Portal: Setting up belt levels
Before you run your first grading event, you should set up your belt levels.
From the Admin Portal go to Gradings and open the Belt Levels tab. Click Add Belt Level for each rank you use at your gym.
For each belt level you can set a name, colour, display order, description, and whether it is active.
Display order is important. It defines progression from your lowest belt to your highest. Gym Mate uses this order to work out the next belt when you run an Any Level grading, and to filter which members are eligible when a grading targets a specific belt.
Please note: Set display order before you create grading events. If the order does not match your syllabus, automatic belt awards and member lists may be incorrect.
To stop using a belt for new awards without losing history, edit the belt level and set it to inactive.
Admin Portal: Belt Levels
Admin Portal: Gradings dashboard
From Gradings, open the Dashboard tab to see an overview of your program.
The Gradings Dashboard shows upcoming gradings, how many members are booked, your pass rate from completed gradings, how many active members have no belt awarded, and recent belt awards. You can open a member profile from recent awards, start a New Grading, or go to Manage Belts (Belt Levels).
Admin Portal: Gradings Dashboard
Admin Portal: Creating a grading event
From the Gradings tab click New Grading Event (or use New Grading from the dashboard).
Fill in the grading details and click Save Grading. You will be taken to the grading screen for that event.
You can set:
- Title — the name members will see
- Status — Draft, Open, Closed, or Completed
- Date, start time, and end time
- Location
- Belt Level — choose a target belt, or leave as Any Level for mixed gradings
- Price — set to 0 for a free grading
- Max Capacity — leave blank for unlimited places
- Description — shown to members in the mobile app
Admin Portal: Opening and closing bookings
Grading events move through four statuses: Draft, Open, Closed, and Completed.
Only gradings with a status of Open will appear in the mobile app for members to book.
From the grading screen you can use Open Bookings to move a draft grading to open, and Close Bookings to stop new bookings before grading day. A step indicator on the screen shows Draft, Open, Closed, and Completed.
A typical workflow is to create the event as Draft, open bookings when you are ready for members to register, close bookings before the event, then record results and complete the grading on the day.
| Status | What it means |
| Draft | The event exists but members cannot book yet |
| Open | Members can book in the app and you can add members |
| Closed | Bookings are closed; ready for grading day |
| Completed | Results are final and passing members have been awarded belts |
Admin Portal: Grading status steps
Admin Portal: Adding members to a grading
Open a grading from the Grading Events list (use the Upcoming, Past, or Draft filters).
From the Add Members to Grading section, select one or more members and click Add to Grading.
If the grading has a specific belt level set, the member list will default to members who are on the prerequisite belt (or members with no belt for the first level). You can tick Show all members if you need to add someone outside that list.
If the grading has a price, adding a member from the Admin Portal will create a one-off payment on their account for the grading fee. The member will receive a booking confirmation notification.
From the Attendees table you can cancel a booking while the result is still Pending. This frees a place if the grading has a capacity limit.
The event details show how many members are booked against the capacity (for example 12/20). Members cannot self-book in the app when the grading is full.
Admin Portal: Recording results and completing a grading
The Attendees table lists everyone booked for the grading. For each member you can see their current belt, what belt they are grading for, and set a result of Pending, Pass, or Fail. You can also add optional notes.
Use Mark All Pass or Mark All Fail to update all attendees at once, then change individual results if needed.
Click Save Results to save pass/fail and notes and notify members whose result has changed. The grading stays at its current status (for example Closed).
Click Complete Grading when you are ready to finalise the event. You will be asked to confirm. Complete Grading saves all results, notifies members, awards belts to everyone marked Pass, and sets the grading to Completed.
When you complete a grading, members marked Pass will receive a belt award:
- If the grading targets a specific belt, that belt is awarded
- If the grading is Any Level, the next active belt by display order is awarded (or the first belt if the member has none)
Please note: Each member will only receive one belt award per grading. After completion you will see a summary of how many members passed and failed.
Admin Portal: Attendees and Complete Grading
Admin Portal: Awarding belts from a member profile
You can award or correct a member’s belt without running a formal grading—for example after importing members or fixing a mistake.
Open the member in the Admin Portal (Member Overview). Scroll to the Belt Level section, or use the Belt Level link at the top of the profile.
You will see the member’s current belt, or No belt assigned. Use Award Belt to choose a belt, date awarded, and optional notes, then click Award Belt.
The Belt History table on the profile shows past awards. You can remove an incorrect entry from this table. Click Full History to open a dedicated belt history screen with the same Award Belt form.
Admin Portal: Member Belt Level
Member: Viewing upcoming gradings
When gradings are enabled, members will see Gradings in the mobile app menu.
From the Upcoming Gradings screen members can see grading events that are open for booking. Each event shows the date, time, belt (if set), spots remaining, and price. Events the member is already booked for are marked (Booked).
From this screen members can also go to My Bookings or My Belt History.
Mobile app: Upcoming Gradings
Member: Booking a grading
Members can tap a grading to open the detail screen. They will see the date, time, location, belt, price, spots remaining, and description.
If the member is not yet booked and the grading is open and not full, they can click Book This Grading.
For a free grading, the booking is confirmed straight away and the member receives a confirmation notification.
For a paid grading, the app will open a payment screen using your gym’s existing payment setup. After payment is successful the booking is created and the member is notified.
If the member is already booked they will see a confirmation message and can click Cancel Booking while their result is still Pending. Once you have recorded a pass or fail result in the Admin Portal, the member can no longer cancel from the app.
If the grading is full or bookings are closed, the app will show a message explaining that they cannot book.
Mobile app: Grading detail
Member: Viewing grading bookings and belt history
From My Bookings the member can see all of their grading bookings. Each entry shows whether they passed or failed once results have been recorded, or their payment status while still pending. They can tap an entry to open the grading detail again.
From My Belt History the member can see their current belt and award date, plus a list of previous belt awards and any notes you added.
Please note: Members cannot record their own results or change their own belt. Pass/fail and belt awards are handled by you in the Admin Portal.
Mobile app: My Belt History
Notifications
Members can receive notifications when:
- They are booked for a grading (by you or by themselves)
- Their grading result is set to Pass or Fail
- They book a free grading or complete payment for a paid grading
Disabling the feature
If you would rather not use belts and gradings, ask your Gym Mate administrator to disable the feature for your gym. When disabled, the Gradings area, member Belt Level section, and mobile app Gradings menu item will not appear.
For help with paid gradings, ensure your gym’s payment gateway is configured in Gym Mate—the same setup used for member billing applies to grading fees paid in the app.