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Before promoting attendance, think about what changes to make in the class structure, if any. You may want to sketch this information out and review it with your team.

When you click Start to begin promotion, you have two options - Continue Current Master Group or Create New Master Group. If you select to create a new master group, you can also select Copy Current Group Structure and Include Deactivated Groups.

Not sure which option to use? Here are some examples:

Continue Current Master Group

When continuing the current master group, you don't move people who are staying in the same class. If you do, this creates a dropped record for the old year and a new record for the new year, both inside the same existing group, instead of continuing with the one record they had before promotion. If you continue the current master group, you can't change the start month.

Continue the current master group if you want to:

  • Keep or maintain the current roster (class structure)
  • Add a few classes within the current structure (classes would be added outside of promotion)
  • Retain group history with the current group
  • Move only some individuals

Tip

If you continue the current master group and have a class you won't use next year, make the class Inactive in Group Setup.

You won't lose any of the history associated with the class, such as the attendance markings, but these classes won't display on Attendance Reports unless you select to Include Deactivated Groups.

Create New Master Group

Creating a new master group creates a dropped record in the old group and a new record in the new group. During promotion, you must move all records that need to be in the new group. Otherwise, those individuals will not have a record.

Create a new master group if you want to:

  • Change your start date
  • Change group structure (for example, from 3 level to 2 level) 
  • Add classes within the promotion menu (these classes may also be added outside of promotion)
  • Move everyone to a different class with their new master group (Required)
  • Retain group history with the prior group

Create New Master Group and Copy Current Structure

Creating a new master group and copying the current structure creates a dropped record in the old group and a new record in the new group. During promotion, you must move all records that need to be in the new group.

Create a new master group and copy the current group structure if you want to:

  • Change your start date
  • Add classes within the promotion menu (these classes may also be added outside of promotion)
  • Move everyone to a different class with their new master group (Required) 
  • Retain group history with the prior group

Copying the current group structure copies the master group and the classes over for the new year.

Tip

When you create a new master group and copy the current structure, you're creating a brand new group that mirrors the old one.

If you have a class you won't use in the new group, click Edit within the Promotion window and delete the class from the new group. Since you're deleting the new class that doesn't have any members or markings yet, this doesn't remove any history from that class.

Promote one individual through View/Edit Class Groups

If you're only promoting one individual to a new class, you can promote the individual through View/Edit Class Groups. For example, suppose you have a class for single adults, and an individual just got married. You'll want to promote him to the married adults class.

If the individual is moving to another class within the same master group, you can use the Transfer option. If you are promoting someone from one master group to another, you can drop them from their current master group and add them to their new master group.

You can also use this method if you're promoting two or three individuals. You can transfer, drop, and add individuals based on the effective date of your choice.