How to Edit Programs and Ranks
If you need to update your programs and ranks, this article shows you how. Perhaps you have a new class that needs a new program and new ranks, or maybe you recently opened your Kicksite account and you’re ready to customize your programs and ranks.
To edit or add a program:
1. Click Quick Links in the left panel, click Settings, and then click Programs Settings. )Alternatively, click your username in the upper-right corner, and then click Settings in the menu. Click Programs in the list on the right side of the screen.)
2. You see a list of the already-created programs.
If you just opened your Kicksite account, you may see a program called “Rename-this-in-program-settings” or a few example programs.
Tip: If you are new to Kicksite, create and/or update your programs and ranks before you start adding new students. This way, you will be able to add the correct program and rank to each student as you enter them in the New Student page. (If you requested to have your student data imported, you will need to have programs and ranks set up before the student data can be imported.) Also, it’s easier to delete programs or ranks before you add students (described in the Delete bullet later).
From here, you can:
- View/edit ranks for this program: Click this link to see the ranks and update the ranks as needed (keep reading for the instructions to change a rank’s belt graphics).
- Rename: Click this link to change the program’s name. Keep in mind that the program names need to be unique within your account.
- Delete: If you don’t need this program, click Delete to remove it. Remember, however, that you can’t delete a program if any students (either active or inactive) have this program attached. You will need to remove the program from all students before you can delete the program.
3. To add a new program, go to the bottom of the page and type a name in the Program Name text box.
4. Select the desired option in the Ranks For Program drop-down list:
- N/A (This program doesn’t need ranks): Select to create a program with no ranks. Examples include a Fitness, Yoga, or Cardio Kickboxing program.
- Custom Ranks (This program will have a custom set of ranks): Select this option if you want to create a program and customize each rank. By default, this creates a program with one rank, White Belt, as a starting point. You then can add and customize all ranks in the new program. (See the next section for instructions to add and customize the ranks.)
- Copy ranks from [Program]: If you already have at least one program created, you can copy the ranks from the other program by selecting the desired program. This can be helpful for splitting a program or creating programs that share the same ranking structure. (For example, a Kids Martial Arts and Teens & Adults Martial Arts programs that use the same ranks.)
5. Click Create Program! to create the new program.
To edit or add ranks:
1. On the Programs page (see the previous section for instructions), click the View/edit ranks for this program link.
2. You see the list of ranks for the program. From here, you can:
- Edit: Click the Edit link to change the rank’s name or graphics (see the next section for details).
- Delete: Click the Delete link to remove the rank. Remember, a program needs at least one rank, so you can’t delete all ranks. Also, like with programs, if any students have this rank attached, you will not be able to delete it. You will need to remove the rank from all students (active and inactive) before you can delete the rank.
- Move: Click a rank’s name and drag it up or down the list to change the order of the ranks.
3. To add a new rank, type a name for the rank in the Name text box, and then click Add Rank. (You can also press Enter/Return on your keyboard.)
Tip: If you need to add multiple ranks, it can be faster to first type the names of the ranks (in order from the lowest rank to highest rank), and after your list is complete, to edit each rank to add belt graphics.
To add or edit belt graphics:
1. On the Ranks for [Program Name] page, click the Edit link on the row for the rank you wish to edit. (See the previous sections for instructions on getting to the Ranks for [Program Name] page.)
2. Options appear to change the rank:
- Abbr: (Optional) Type an abbreviation for the rank’s name.
- Belt Color and Belt Color 2: Choose a color from the Belt Color drop-down list for the belt. For a solid color belt, select the desired color in Belt Color and leave Belt Color 2 as None. For a striped belt, select the desired top color from Belt Color, and the desired bottom color from Belt Color 2.
- Camo: Select this check box if the belt is camouflage. Note that you do need to select at least one color for the belt, and that the color(s) selected in Belt Color and Belt Color 2 will show through the camouflage. (For example, select Green in Belt Color and the Camo check box for a green camouflage belt.)
- Name: Click in the text box and type to update the rank’s name.
- Decorations: Select the type of decoration desired from these drop-down lists. Note that there are two Decorations drop-down lists, so you can select None (in one or both lists), one, or two types of decorations for the belt. The Vertical Stripe option creates a thick line near the left side of the belt, which looks like a tape tip on a belt. Other options include I, V, X, and *.
- Decorations Color: Select the desired color for the decoration(s) from these drop-down lists.
- Decorations Count: Select the number of decoration(s) shown on the belt from these lists.
3. Click the Update button when you’re done editing the rank. You can also press Enter/Return on your keyboard.
The following screenshots show two different styles of belts and the options selected to create those belt graphics.
Helpful hints when you create programs
Programs have two main jobs in Kicksite:
- Tracking a student’s current rank and promotion history.
- Tracking a student’s attendance for that program.
With those two jobs in mind, Kicksite recommends creating programs and ranks based on a few criteria:
- Age groups: Most Kicksite clients find this is an easy way to break up programs and to get the best use of Kicksite. For example, many martial arts schools have three programs based on age group: A program for pre-school age children (such as Tiny Tigers, Little Ninjas, Lil’ Dragons, Super Tykes), a program for school-age kids, and a program for teenagers and adults. The advantage here is that you can easily see how many students in each age group attend because the program will be recorded when students check-in.
- Style or class type: Another way to break up programs is by the class type or style. For example, if your school offers Jiu Jitsu and Muay Thai, you will want to create separate programs for each style. You will also want to create a separate program for “extras” or other classes. So if you offer a weapons class, a fitness class, or perhaps a tournament preparation class, create a program for each! For example, a school might have Tiny Ninjas, Kids Martial Arts, Teens/Adults Martial Arts, and Weapons programs. Some other examples of creating programs based on class type include a Fast-Paced Boxing, Slow-Paced Boxing, and No Floor Work Boxing programs.
- Other offerings or regular events: If your school offers other classes or options for students, such as an after-school program, summer camp, or a regular self-defense class, create a program for each of those options. For activities such as after-school programs and summer camps, you may even want to create two programs so you can track when students arrive and leave. For example, creating both an After School – CHECK IN program and an After School – CHECK OUT program enables you to easily find out (using the Attendance Log) the times and dates when students arrived and left your location.
Generally speaking, Kicksite does not recommend creating programs based on class times (a roster system). The reason is that it gets complicated both for the school’s administrator (to attach the correct programs to the students and to promote them in multiple programs) and for the students when they check-in (they will need to select the correct program from a list).
As well, Kicksite generally does not recommend creating programs based on belt level (such as Kids Beginner, Kids Intermediate, Kids Advanced). This creates more work for the administrator as students advance ranks because you will need to to promote students and move them from one program to another.