How to Manage a Belt Testing Event

 Between creating the event and testing day, this page is where you work: send invitations, chase registrations, collect fees, and adjust details.

Get there via Events → Event List, then click the event name. Belt testing events are marked with a [T].

Managing and Preparing for the Event

Event details

• Show Description — top right, to read what students were sent.
• Students – the number of students that have registered for the event.
• Selected Audience – which programs and ranks the event covers.

Sending the invitations

Invitations aren’t sent automatically — you send them when you’re ready, which is why creating the event months ahead is safe.

1. Click Send Event Announcements on the right of the event page.
2. Choose Default Event Announcement, or Include a Custom Message to add your own text above the standard email.
3. Under “Which students would you like to email?”, tick the statuses you’re targeting: All, Pending, Registered, Paid, or Promoted.
4. Click Send Announcements.

If online registration is enabled, the email carries a registration link.

Each student’s card

Name, program they’re testing in, current rank, rank they’re testing for, primary email and whether an announcement was sent, notes, status, and testing fees.

To change the rank they’re testing for, their email, or their fee, click the three dots beside that item. Worth checking a few days out — a student who was promoted since the event was created may now be testing for the wrong rank.

Reading the statuses

The buttons at the top filter the list, and each one implies a different job.

Status	What it means	What to do
Pending	Invited, no response	Chase. Re-send or call.
Declined	Said no	Ask why – it’s often a fee or a date, both fixable.
Registered	Coming, hasn’t paid	Chase payment before the day.
Registered & Paid	Coming, paid	Nothing.
Promoted	Promoted within the belt test event	Nothing.
Show All	Everyone

Sort by age, first name, last name, program, or rank.

The week before

A checklist that maps onto the statuses:

1. Re-send to Pending. Some will simply have missed the first email.
2. Chase Registered but unpaid. Easier now than on the day.
3. Check ranks on each card, in case anyone has been promoted since.
4. Export the belt order form, order belts, and print the labels.

Exporting Belt Testing Event Forms

Getting there

Click Events in the left panel, then Event List, then the event name. The Documents panel is on the right — click the plus sign next to a category to expand it.

Documents

Exports:

• .csv files, openable in Excel, Numbers, or Google Sheets.
• Download the full invitee list, or just one status: Registered, Pending, Declined, or Paid.

Testing Forms:

• Belt Testing Document — the scoring sheet to work from on testing day.
• Belt Order Form – belts for students, can be exported as Confirmed only (students who have registered) or Confirmed & Pending (everyone invited, registered or not).

Belt Labels:

PDFs, formatted for Avery 5160 sticker sheets by default — worth knowing before you buy label paper.

• All Belt Labels — everyone invited.
• Registered Belt Labels — those who’ve registered.
• Promoted Belt Labels — those already promoted. Best run after testing day, when you know who actually passed.

When to run each

When	What to Pull
3-4 weeks before	Belt Order Form (Confirmed & Pending), to place the order
The week before	Registered export, for your roster
Day before	Belt Testing Document, for scoring
After promoting	Promoted Belt Labels

Troubleshooting

Someone registered but isn’t showing as paid. Fee payment may have been set to Optional, or they chose to pay in person. Take the payment against their card here.

I need to add someone who wasn’t invited. Type their name in the search field on the event page and click Add Person.

Someone can’t attend after all. Set them to Declined, or use Remove from Event — only available while they’re Pending.

An export is empty. Nobody holds that status yet. Check the status buttons at the top of the event page.

The labels don’t line up. Set your printer to actual size or 100%, not “fit to page”. Scaling is the usual cause.

A student is missing from the order form. Check their status — Pending students only appear on the Confirmed & Pending form.