Promotion Setup

The setup for Promotion must be performed by the system administrator – that is, the user with the Admin role. The setup will basically be a grid with each level of Promotion having a sort indicator, a Description (such as 1st Grade to 2nd Grade), a From Division (Children) and a To Division (Children).  This is a one-time setup that will be used year after year. If your organization structure changes, you can change the setup.

Note: if you have other levels of Divisions such as 1st Grade, 2nd Grade, etc. you would use those as your From Division and To Division. In fact, I recommend having a Division for each grade level (or age for preschoolers) if your church has multiple classes and/or multiple hours.

Sort: the order that the Promotion levels appear in the setup - visually, it is helpful to have them sort from youngest to oldest classes

Description: the action of that Promotion level – that is Promoting 3 Yr. Olds to 4 Yr. Olds; 11th Grade to 12th Grade; etc.

From Division: the division from which you are promoting the individuals

To Division: the division into which you are promoting the individuals

 

• Go to https://yourchurch.bvcms.com/setup/promotion
• Select the Program for which you want to setup promotion – Example: Bible Fellowship or Life Groups
  • By selecting the Program, you filter which Divisions will display
  • Most churches promote only their Sunday School classes, but you can promote Children’s Choir or other groups
• Click the Create button
• Click inside the Sort field to indicate the sort order
  • You can use numbers (1,2,3,etc.) or letters (A,B,C,etc.)
  • I prefer to start with the youngest children’s classes and progress to the oldest (Bed Babies to 1 Yr. Olds; 1 Yr. olds to 2 Yr. Olds; etc.)
• Click in the Description and describe the group you are promoting – such as Bed Babies to 1 Yr Olds
• Hit Enter to save the Description
• Click in the From Division and select from the drop down the current Division for the first age group (in this example it would be whatever Division the Bed Baby classes are in)
• Click OK
• Click in the To Division and select form the drop down the Division for the classes into which you are promoting those classes (in this example it would be the Divisions for the 1 Yr Old classes)
  • NOTE: Some churches will have a Preschool Division that includes ages 0 – 5 yrs old while others may have a Division for each age group, such as Bed Babies; 1 Yr Olds; etc.  Just remember that if both age groups are in the same Division, select that same Division for the From and the To Division.
• Continue setting up Promotion until you have accounted for all age groups.

 

After all the students have been assigned to the proper pending classes and after attendance has been entered for the Sunday prior to Promotion, the BVCMS Admin must Finalize Promotion. Go to Setup/Promotion and starting with the oldest promotion series (usually this will be the 11th grade to 12th grade), click the Promote link. Proceed through the series in backward order...that is, from oldest to youngest until all have been promoted. The reason you must go in this order, is to clean out each Current Organization (by promoting the students) before you add the new students. The Promote link will not be visible until after some students have been assigned to classes in that series.

 

Below are screenshots of the Promotion Setup for Bellevue:

The Arlington Campus has a Program for Life Groups which is different from the Appling Life Group Program, with a different set of Divisions. By selecting appropriate Program, the correct list of Divisions will be displayed.

 

 

 

 

 

 

 

 

 

 

 

Notice that there are 2 series of promotion:

One for our Arlington Campus (1 – 3)

One for our Appling Campus (A – R)

Most churches will need only one promotion setup. However, it there are multiple campuses or if promotion is done for other Programs (like children’s choir), you will need two series of promotion.