Summary: This guide explains how Tithely handles the automatic promotion of student grades at the end of the school year. Learn how to customize the promotion date to match your ministry's calendar and understand how the system uses graduation years to keep your data current.
Before You Begin
Core Logic: Tithely promotes students based on their Expected Graduation Year, not their current grade label.
Default Date: By default, promotions occur on June 15, but you can adjust this date.
Scope: Auto-promotion applies to both active and archived profiles.
Disabling: This automation cannot be completely turned off, but it can be delayed until as late as December 31.
Step-by-Step Instructions
Click the Gear Icon (Global Settings) in the top-right corner of your dashboard.
Select Automations from the menu.
Scroll down to the bottom of the page to find the automation titled "School Grades Automatically Promote On [Date]".
Click the Edit icon (gear) next to the automation.
Select your desired Promotion Date from the calendar picker.
Click Update Task to save your changes.
Troubleshooting & FAQs
How does the system calculate grades? Tithely uses the Graduation Year to determine a student's current grade. For example, if a student has a graduation year of 2025, the system calculates their grade relative to the current date and your set promotion date. It does not simply look at "11th Grade" and change it to "12th Grade."
What happens to High School Seniors? When a student promotes from 12th grade, their grade status automatically switches to "Graduated". You can filter by this status in the People section to identify alumni.
I manually promoted everyone, and now their grades are wrong. What happened? If you manually changed grades before the auto-promotion date, you essentially changed their graduation years. When the auto-promotion date arrived, the system promoted them again.
The Fix: Go to the People section, filter by the incorrect grade, and use the Mass Update tool (under "More Actions") to correct the graduation years/grades in bulk.
How do I undo a promotion that already happened? Simply go to the Automations settings and change the promotion date to a future date. Tithely will immediately recalculate and revert the displayed grades based on the new date.
How should I handle babies and toddlers? Do not list them as "Pre-Kindergarten." Instead, calculate and assign their Graduation Year (e.g., 2038). This ensures that as they grow, they will automatically enter the correct grades (Kindergarten, 1st Grade, etc.) at the right time without manual data entry.