home

MinistryPlatform

RealmRealm AccountingMinistryPlatformeGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite
RealmRealm AccountingMinistryPlatformeGivingPDSACSConnectShepherdGrowth MethodHeadMasterRefresh WebsitesTrust CenterGo MethodMissionInsite

What would you like to know more about?

Show Contents

thumbnailMinistryPlatform

Promotion

Age-Based Promotion

Does your nursery or preschool ministry do monthly promotions based on the child's age? Would you like to stop manually selecting who to move, manually selecting the new groups, and manually promoting to the new group every month?

With our automated daily Promotion routine, you can automatically promote from one Group to another based on age. For example, when a two-year-old (who is currently in the two-year-old green Group) turns three, he is moved to the three-year-old purple Group.

Note: Participants must have a Date of Birth listed in their Contact record in order for the routine to promote them automatically.

We do not recommend that you use this process for Groups that promote on an annual basis, such as grade-based Groups. But don't worry, we have an automated solution for that, too.

Set Up Automatic Age-Based Promotion

To use the daily Promotion routine, open each applicable Group record, and set the following values. Once this is complete and the routine is running on the server, individuals are moved daily and automatically.
  • Group Type: Any.
  • Promote to Group: Select the Group to which kids in this Group should be moved when they age-out of the Group.
  • Age in Months to Promote: Set an integer value for the age of a group member in months when the routine should move the child to the group indicated by the Promote to Group field.
  • Promote Weekly: Set to Yes.
    Note: Although the field says 'weekly", the routine runs daily.
  • Promotion Date: Must be left blank.
For example:
  • Current Group Name: Two-Year-Olds
  • Promote to Group: Three-Year-Olds
  • Age in Months to Promote: 36 months

Exceptions and Troubleshooting

You can make exceptions for certain Participants one-by-one or by Group Role Type. You can also determine if the Group Participant records are updated or created. See Promotion Routine for details.

Because the automatic promotions are based on a Participant's age in months, it might be helpful to actually know their age in months. To see that, create a view of your children on the Contacts page and include the following in the "view" clause via the SQL view on the birth date from the Contacts page:
DateDiff(day,Date_of_Birth,getDate())/(365.25/12) AS Age_In_Months

Age to Grade Transition

At some point, you'll want to transition your age-based promotion groups to grade-based promotions groups. You can do this manually or automatically:
  • Manually: Use the Age Group Part. By Age view on the Group Participants page to select the kids who have aged-out of one Group. Then use the Assign tool to move them to the next Group (for example, Kindergarten).
  • Automatically: Set the last age-based Group up to promote to a grade-based Group on a defined date. See Grade-Based Promotion.
MinistryPlatform
portal

Last updated: July 16, 2024