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How to Create a Belt Testing Event

Updated

 A Belt Testing Event pulls the whole testing day into one place: who’s eligible, who’s invited, who’s registered, who’s paid, and who gets promoted at the end.

You’ll create the event, pick candidates from the eligible list, send invitations, and promote everyone afterwards. This article covers creating the event.

Two things to settle first

i Note: Set your testing fees in Testing Eligibility before creating the event. Fees pull from there. You can override them per event, but doing it properly once beats doing it by hand every time.

i Note: The audience can’t be changed after the event is created. Choosing programs and ranks is a one-way decision. If you’re not sure, include more than you need — you’re picking who’s eligible, not who’s invited, and you select actual candidates in the next step.

Make sure your programs and ranks are set up before creating the Belt Testing Event.

Creating the event

  1. Click Events in the left panel, then New Belt Test Event.
  2. Title — students see this. “Winter Belt Testing — December 14” beats “Testing”.
  3. Description — also seen by students, in the invitation email. Cover what to wear, what to bring, when to arrive, and where to park. Add images, links, or attachments if useful.
  4. Attach a File (optional) — a testing syllabus or a parent information sheet.
  5. Date — click the calendar icon. Click Add End Date for a multi-day event.
  6. Start time — and Add End Time if you want to publish one.
  7. Allow Students to Register Online Via Emailed Link — tick to let students RSVP from the invitation. Recommended – it’s the difference between knowing who’s coming and guessing your total number of students attending.
  8. Make Event Fee Payment — with billing set up, choose Not Available, Optional, or Required. Required collects the fee at registration, which is the point at which people are most willing to pay.
  9. Judges (optional) — Name, Instructor ID, and Rank. Add Another for additional judges.
  10. Programs and ranks — who’s eligible for the event based on their program and rank. Fees pull from Testing Eligibility; adjust here if this event has different pricing.
  11. Automated Reminders and Day Before Reminders — tick both. The day-before reminder is the one that reduces no-shows.
  12. Event Size Limit (optional) — leave blank for no cap.
  13. Click Create.

What happens next

Creating the event doesn’t invite anyone. You’ll land on the Candidate List — every student in the programs and ranks you selected, with their attendance count, days at rank, and testing fee.

From there:

  1. Choose your candidates and add them to the event.
  2. Manage the event — send invitations, track registrations and payments.
  3. Promote everyone after testing day.

Invitations are only sent when you send them, so creating the event months ahead is fine and often sensible.

Troubleshooting

A student I expected isn’t on the Candidate List. Their program or rank wasn’t included in the audience, and the audience can’t be changed. You can add individual people to the event later from the event page, or recreate the event with a wider audience.

The testing fee is wrong. Fees come from the rank the student currently holds, not the one they’re testing for. Click the three dots next to the price to adjust, and check that row in Testing Eligibility for future events.

Nobody can register online. The “Allow Students to Register Online” box wasn’t ticked. Edit the event.

Students say they didn’t get an invitation. They aren’t sent automatically — send them from the event page when you’re ready.

Limitations

  • The audience is fixed once the event is created.
  • Online fee payment requires a billing integration.
  • One fee per rank per event.
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