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How to set up Grade Validation using each player's grade (Auto Grade)

  • Updated

Grade Validation limits each offering to players in the grades you choose, using the Player Grade on each player's profile. Turn on Player Grade and its yearly update date, build your grade list, set the program's Age Validation Type to Grade Validation, then pick the grades and an Age Restriction Action of Warning or Prevent on each offering. Every year on the update date, players move up to the next grade automatically.

Applies to: Org admins · All plans · Youth Registration and Youth Camp programs

Where: Customers > Configurations > General; Programs > Configurations > Player Grade; Programs > Manage Programs > (program) > 1 Setup and 2 Configuration

Step 1: Turn on Player Grade

  1. Go to Customers > Configurations > General.
  2. Under Player Profile Configurations, set Player Grade to Yes.
  3. In Player Grade Update Date, choose the month and day each year when every player moves up a grade, for example the day after your school year ends.
  4. Click Save.

What you'll see: "The Customer Configurations have been updated." Player Grade is now a required field when families or admins add or edit a player.

Step 2: Update your grade list

  1. Go to Programs > Configurations > Player Grade and click Add Grade.
  2. Enter a Grade Name, such as Pre K, and click Add. Repeat for each grade.
  3. Drag the rows into order from the lowest grade to the highest. A new grade is added at the bottom.

The order matters: on the update date, each player moves to the next grade down the list, and players in the last grade stay there.

Step 3: Set the program and its offerings

  1. Go to Programs > Manage Programs, open the program and click 1 Setup.
  2. In Age Validation Type, choose Grade Validation and click Save.
  3. Click 2 Configuration. For each offering, click Add Offering or the offering's Edit icon.
  4. Set Age Restriction Action to Warning or Prevent. With None, grades aren't checked.
  5. In Player Grade, check every grade the offering is for. You can choose more than one, such as 3rd and 4th Grade.
  6. Click Save (or Add for a new offering).

What you'll see: under each offering's name, "Player Grade:" or "Player Grades:" and the grades you chose.

What families see

  • Player Grade is required when they add or edit a player under My Account > Members ("Please select a Player Grade.").
  • When they sign in to register for a youth program and a player on the account has no grade, they're taken to the Members page with "Players must have an assigned Player Grade."
  • If they pick the program for a player with no grade, they see "Please click My Account > Members then click the Edit Member for your Player to set the correct Grade before you register." and no offerings are listed, whatever each offering's action is.
  • Prevent: only offerings that include the player's grade are listed. Adding any other offering stops with "Player grade does not match Offering grade restrictions. Please check offering details for grade restrictions. (Note: Grade is based on the Player Grade field.)"
  • Warning: every offering is listed. The same message appears as a warning, but the registration is added.
  • The grade can't be changed during checkout. Families change it with Edit Member on My Account > Members.

Grades move up each year

  • On the Player Grade Update Date, a job moves every player who has a grade to the next grade in your list, whether or not they're registered for anything.
  • Only the month and day count, and the job runs only on that day. Moving the date to a day that has already passed doesn't move anyone until that date comes around again. The move-up can't be undone, and if this year's move-up has already run, changing the date to a later day moves players up again on that day. To fix grades sooner, edit the players' grades, or contact TeamSideline Support.
  • After the update date, check each offering's grades for the new season.
  • Registration checks the grade a player has on the day the family registers. For a fall program that opens before your update date, choose the grades players are in now, not the ones they'll be in next fall.

If it doesn't work

  • "To set Age Validation Type to "Grade Validation" change organization configurations. Please navigate here and set Player Grade to "Yes" and select a Player Grade Update Date." Do Step 1, then save 1 Setup again.
  • "Player Grade Update Date is required if Player Grade is enabled." Choose a date before you save.
  • Grade Validation isn't in Age Validation Type. It's offered on Youth Registration and Youth Camp programs, not Team Registration programs, and your admin role needs the Player Grade permission.
  • "A Player Grade must be chosen." Check at least one grade on the offering, or set Age Restriction Action to None.
  • "Grade Name is required." or "Player Grade already exists." Enter a name that isn't already in the list.
  • A grade's delete icon is grayed out. An offering uses that grade. Remove it from those offerings first.
  • A family can't click Edit Member. The player already has a registration and Edit After Enrollment is No on Customers > Configurations > General. Set it to Yes, or change the grade yourself on the player's record from the customer's Account Overview.
  • "Enrollee birthday is required. Navigate to the profile page and update before adding this enrollment to the cart." Prevent also needs the player's birth date. Add it to the player's record.
  • Players are in the wrong grade after the update date. Check the order of your grade list, fix the players' grades, and correct the order before next year.

Good to know

  • Prevent applies to families registering online. When you register a player with Place Order or move a registration with Transfer, a grade mismatch shows the same message as a warning and you can continue. Adding a player to a roster, changing an enrollment's offering, and imports don't check grades.
  • Update Multiple Offerings can set Age Restriction Action on many offerings, but it has no Player Grade field: choose grades on each offering. An offering with Warning or Prevent and no grades chosen doesn't check grades.
  • A program uses one Age Validation Type: Age As Of (ages), Custom Validation (birth-date ranges built under Programs > Configurations > Custom Grade Validation) or Grade Validation (each player's grade).

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