Grading Day
A standalone check-in flow for running a grading, separate from the normal class register — confirm who's attending ahead of time, tap-to-check-in as they arrive, optionally organise the day into time slots, then archive the day and reset for next time.
Grading Day doesn't record grades or pass/fail outcomes — that stays wherever your club already manages it (e.g. your Airtable sync). This page is purely about knowing who's confirmed, who's actually shown up, and (if you use slots) who's assessing where.
Before the day: confirming students
Confirmed for next Grading Day is a separate flag from Eligible for next grade (see People):
| Flag | Means |
|---|---|
| Eligible for next grade | The instructor thinks this student is ready |
| Confirmed for next Grading Day | The student has applied and paid — they're actually coming |
Confirming is a manual toggle only, same as Eligible — it isn't tied to any real payment verification. Set it on an individual student's profile (edit mode), or for a whole cohort at once: Select on the People list → choose students → Confirmed for Grading Day in the bulk action bar.
Payments
The check-in roster shows a Paid/Unpaid pill next to every student — tap it to toggle. This manual record works regardless of anything below, and is always available whether or not your branch uses the automatic detection.
Automatic detection (SumUp Order Tracking)
If your branch turns on SumUp Order Tracking in Settings, grading-fee orders placed through your SumUp Online Store can mark themselves Paid automatically:
- Set up a mail filter in your SumUp-connected inbox to forward SumUp's "New order" email (for your grading-fee product only) to the address shown in Settings.
- r4ptor matches the order to a student by their name/email/phone and marks their grading fee Paid. If the student is already Eligible for next grade, Confirmed for next Grading Day is set automatically too — a payment never sets Eligible on its own, and doesn't confirm a student who isn't Eligible yet.
- If r4ptor can't tell for certain who an order belongs to, it's queued for review instead of guessing.
Tap Payments on the Grading Day page (badge shows the number waiting) to review queued orders — pick the right student from the suggested candidates to apply the payment, or dismiss it as not a match. The full history of every order received — applied, still pending, or dismissed — is also on the Revenue page.
If a single SumUp order covers more than one child's grading fee (e.g. two siblings graded together), it appears as separate review rows — one per fee, each labelled "Fee 1 of 2 on this order" and so on, all offering the same suggested candidates. Once you apply a candidate on one row, they're greyed out ("Already applied to this student") on the others, so you can't accidentally pick the same child for two different fees.
If a student shows Paid but isn't yet Confirmed, a flag next to their Paid/Unpaid pill on the Attendance Grid or the Revenue page lets you mark them Confirmed in one click.
Setting up time slots (optional)
If your grading runs across more than one time window — for example a Snakes & Cranes slot at 8:15 and a Juniors & Teens slot at 1pm — you can define slots ahead of the day. Slots are entirely optional: with none set up, the check-in page works exactly as described below, just grouped by Student Type instead.
Tap Grade Slots on the Grading Day page to open the Grading Day Slots panel.
Adding a slot
Tap + Add Slot and fill in:
| Field | Notes |
|---|---|
| Label | Free text, independent of the times — e.g. "Slot 1" or "S&C Group A" |
| Drop Off / Start / Collect | Three separate times — slots are always listed in Drop Off order everywhere they appear |
| Venue override | Optional — leave blank to use the grading day's own venue |
Restricting a slot to specific students
Optionally, tick one or more Student Types the slot is for. Once at least one is ticked, a Next Sash picker appears showing every sash used by the selected type(s) (deduplicated by name if two types share identical sash names) — tick specific sashes, or leave it as Select All for "any sash of these types."
Leaving both Student Type and Next Sash empty means the slot accepts anyone — shown as Next Sash: All Sashes wherever the slot appears. A restricted slot instead shows its actual sash names, e.g. Next Sash: White, White/Bronze — this text is always visible, both in the Slots panel and on the check-in roster's own slot header, so you never need to open the panel just to check what a slot is for.
Assigning a student into a slot they don't qualify for is blocked — see Assigning students to slots below.
Editing or deleting a slot
Tap Edit on any slot to change its times, venue, or restriction. Tap Delete to remove it — this is blocked with an error if any student is currently assigned to it; reassign or unassign them first.
On the day: the check-in page
Go to Grading Day (sidebar on desktop, or the Home tile grid on mobile).
Without slots set up, the page lists every student confirmed for the next grading, grouped by Student Type, alphabetical within each group.
Once slots exist, the roster automatically switches to grouping by slot instead — each slot's header shows its Drop-off/Start/Collect times, a live checked-in count and percentage, its Next Sash restriction text, and a collapse/expand toggle. Anyone confirmed but not yet assigned to a slot sits in an Unassigned group pinned to the top. Slot groups are never hidden, only collapsed.
Tap a name to check them in — tap again to undo. This is attendance only; it doesn't change anyone's grade.
Finding someone quickly
A search box and sort control apply across every group at once:
- Search — live text search on name, narrows the list as you type
- Sort — surname (default), first name, current sash order, next sash order, or grade-then-first-name — reorders within each group without merging them
Assigning students to slots
Use Assign Students to bulk-select confirmed students, then Assign to slot in the action bar. The picker only offers slots that actually accept every selected student — a slot restricted to a Student Type or Next Sash the selection doesn't match is greyed out, so you won't hit a rejection after the fact. Choose Unassign (no slot) to clear a slot assignment instead.
A student can only be in one slot at a time, but can be freely moved between slots afterwards — handy if two instructors agree to swap a student's time on the day.
Notifying parents of slot timings
Once students are assigned to slots, tap Notify Parents on an individual slot, or Notify All at the top of the page to cover every assigned slot at once. Each parent gets their child's grading date, venue, and slot timings by email and/or SMS — no need to relay this by hand.
Before sending, a preview shows:
- To notify — students who'll receive a message
- Already notified — students who were notified of their current slot assignment on a previous send (a student moved to a different slot afterwards is treated as new and notified again)
- Missing contact details — students skipped because there's no email or phone on file; these are never silently counted as reached
A repeat send only reaches students who are new or whose slot assignment has changed since the last send. Notified status resets club-wide, along with Eligible/Confirmed/Paid, when Complete Grading runs.
HQ Grading Figures
If your club reports grading numbers and fees up to a head office, tap HQ Figures on the Grading Day page to generate the spreadsheet — no more building it by hand from the roster.
It's based on students who are both Confirmed for next Grading Day and have their grading fee marked Paid — the same criteria as the Projected/Actual Grade Figures report's Actual tab, but split for HQ into two sheets: Snakes & Cranes, and Juniors & Teens combined. Adults are never included on an HQ sheet.
Before downloading, a summary shows how many students are on each sheet, the fee per sheet, and the total owed — plus anyone left out and why (not paid yet, wrong Student Type). Tap Download for the .xlsx: one tab per sheet with a full sash-ladder count and a combined-total tab, ready to send on.
Set your fees first — go to Settings → HQ Grading Fees and enter the per-student fee for each sheet. The download is blocked with an explanation if a sheet has students but no fee set, or if the Grading Day doesn't have a date yet.
Check HQ Figures before tapping Complete Grading — completing resets Confirmed and Paid club-wide, which also changes who the export would include.
Completing the day
When the grading is finished, tap Complete Grading. This does two things:
- Archives the day — a permanent record of who was confirmed, who checked in, and (if slots were used) each student's slot label/times/restriction, viewable later under Past Gradings on the same page
- Resets Eligible for next grade and Confirmed for next Grading Day for every student, club-wide — not just those checked in today — and clears every slot, so the day starts empty for the next cycle
Because the second effect is club-wide and irreversible, you're asked to explicitly tick "I understand this resets grading flags for the whole club and cannot be undone" before the button is enabled. There's no way to schedule a grading date in advance in r4ptor — tapping Complete Grading is what defines a grading event actually happened.
Past Gradings
Tap Past Gradings on the check-in page to browse previously completed grading days — date, who completed it, and totals by student type. Tap any entry to see the full per-student list for that day.
Comms tokens
If you send a comms template to a confirmed student, six tokens resolve through their assigned slot (all six are blank for a student with no slot, even if the grading day itself has a date set):
| Token | Resolves to |
|---|---|
{{GRADE_DATE}} | The grading day's date |
{{GRADE_VENUE}} | The grading day's venue |
{{ASSIGNED_SLOT}} | The student's slot label |
{{SLOT_DROP_OFF}} | The slot's Drop Off time |
{{SLOT_START}} | The slot's Start time |
{{SLOT_COLLECT}} | The slot's Collect time |