Levels and age groups are the two ways to control who can enroll in a term, class, or program. Levels are your academic progression — Kindergarten through 12th, skill tiers, or any custom sequence — and each student carries a current level that you promote year over year. Age groups are named age ranges ("Sparrows, ages 5–7") that students match automatically from their date of birth, so there's nothing to assign or promote.
Use levels, age groups, or both — schools that don't organize by grade can run entirely on age groups.
Set up your levels
- Open any term, class, or program — create a new one or edit an existing one.
- In its enrollment settings, click Manage levels next to Eligible student levels (or Manage age groups next to Eligible age groups). The Levels & age groups window opens.
- On the Levels tab, click Add level, enter the Level name, and create it.
Put the levels in order from lowest to highest by dragging the rows — the order is what promotion follows, so it must match your academic progression.
Use the edit icon to rename a level. The delete icon only appears for levels not in use; a level referenced by any student, enrollment, term, class, or program can't be deleted.
Set up your age groups
- On the same screen, switch to the Age groups tab.
- Click Add age group.
- Enter a Name, a From age, and a To age. Leave To age empty for an open-ended group like "13 and up".
A student belongs to an age group whenever their age (from their date of birth) falls inside the range. Ranges can overlap — a 9-year-old can match both "Lower El, 6–9" and "Upper El, 9–12". Because membership follows the birthday, students move between age groups on their own; there's nothing to update at year end. As with levels, an age group attached to any term, class, or program can't be deleted.
Who can enroll where
Terms, classes, and programs each have Eligible student levels and Eligible age groups fields. A student can enroll when they match any of the attached levels or age groups. Leave both empty to keep enrollment open to everyone.
- Families only see and enroll in what fits their student; age ranges also appear on your website's class and program listings.
- If something is limited by age and a student has no date of birth on file, the family is asked to add it before enrolling (they can edit the student from their Family page).
- Age is checked at enrollment time. A student who ages out mid-term keeps their seat.
- Admins can always override eligibility by enrolling directly.
Promote students each year
Promotion moves each student's current level to the next one in your ordered list. Students already at the highest level, or with no current level set, are left unchanged. Age groups are never promoted — they follow the birthday automatically.
On a schedule. On Enrollment → Students, click Manage → Yearly promotion, pick a date under Promote every year on, and save. Early that morning (Eastern time) every student moves up one level, and the same date is scheduled for next year. The dialog shows when students were last promoted. Clear the date to turn automatic promotion off.
All at once. On Enrollment → Students, click Manage → Promote now and confirm — every student moves up one level immediately.
A specific group. From Enrollment → Students, select the students and choose Promote grade levels from the bulk actions. Promoted the wrong group? Select them again and choose Roll back grade levels to move them back one level.
Note: Promotion changes each student's current level only — it doesn't touch existing enrollments. When copying students to next term's class or program, use the Promote grade level option there to enroll them at the next level — see Managing Programs.