Managing Students

This is where you add the people who learn at your center, keep their details up to date, and check their payments, documents, and course progress.

▶Adding and managing a studentSample video

Placeholder. Watch a student being added from scratch, then a tour of their profile tabs: summary, payments, documents, and progress.

This is the admin side

Here you create and manage student records. It's not the separate portal where students log in to watch their courses — that's covered in Student Overview.

The students list

In the left sidebar, click Students. You'll see every student in your center with their photo, name, email, class, status, and a coloured badge showing whether they've paid this month. Click the badge to jump straight to that student's payment record.

You can filter the list by first name, last name, email, and status.

Each row also has shortcut buttons that take you directly to that student's Documents or Payments tab without opening the whole profile.

Above the list you'll find:

Button	What it does
Import	Add many students at once from a spreadsheet — see Bulk Student Import.
Export	Downloads the list you're currently looking at as a spreadsheet.
Create	Opens the Add Student form.

Adding a student

1. In the left sidebar, click Students.
2. Click Create.
3. Fill in the form (see the table below).
4. Click Save.

Field	What to enter	Required?
Profile image	A photo of the student.	No
First name	Their given name.	Yes
Last name	Their family name.	Yes
Email	A working email address, not already used by another student. You cannot change this later, so double-check it.	Yes
Password	A starting password, at least 6 characters. The student will normally set their own instead — see below.	Yes
Class	Pick one of your center's classes, or leave it empty for no class.	No
Status	Active, Suspended, or Banned. Leave it as Active for a normal student.	No
Phone	Their phone number.	No
Location	City or address.	No
Date of birth	Must be a date in the past.	No
Gender	Man or Woman.	No
Custom fee	A different monthly tuition just for this student. Leave empty to use the normal rate.	No

Setting a custom monthly fee

Next to the Custom fee field you'll see a small chip showing your center's default monthly fee for reference.

• Leave Custom fee empty and the student is billed at the normal rate.
• Type an amount and this student is billed that amount every month instead, until you clear the field again.

Clearing the field later puts them back on the standard rate.

What the student receives

As soon as you save, the student gets a welcome email with a link to set their own password. They click it, choose a password, and they're in.

The password link expires after one hour

If the student takes longer than that, the link stops working. They can simply use Forgot password on the student login screen to get a fresh one.

This email always sends

The welcome email is part of creating an account, so it isn't something you can switch off in Notification Settings.

Editing a student

Open the student's profile and click Edit.

You can change anything except two things:

• Email is locked. Once an account exists, its email address can't be changed.
• New password is optional. Leave it blank to keep their current password, or type a new one (at least 6 characters) to reset it for them.

The student's profile

Click any row in the students list to open that student's profile. The top shows their photo, full name, and current class. Below that are four tabs.

Summary

All their core details — name, email, phone, location, date of birth, gender, status, and class. You'll also see a Financially Inactive chip if the student currently owes money.

The Edit and Delete buttons live here, and underneath is a short payment history table with a link to each receipt.

Payments

The full month-by-month payment record for this student:

• Cards at the top showing months billed, how many are paid, partial, or unpaid, and the totals paid and still owing.
• A table for each month with a status chip, amount paid against amount due, the date, and the payment method.
• A Record current month button when this month hasn't been paid yet.
• A Receipt icon on each paid row that opens a printable receipt.

Click any month to record or edit that payment. For the full workflow, see Student Payments.

Documents

Somewhere to keep report cards, ID copies, contracts, and similar files for this student.

Click Add document and pick a file. A progress bar shows the upload, then the file appears in the list with icons to download it or delete it.

Limit	Value
Documents per student	10
Maximum file size	7 MB
Accepted files	PDF, Word, Excel, PowerPoint, plain text, CSV, ZIP, and images (JPG, PNG, WEBP)

Progress

Shows how far the student has got through the courses assigned to their class — episodes watched out of the total, with a percentage bar, plus each quiz, whether they attempted it, their score, and whether they passed.

Empty Progress tab?

This tab only shows courses that come from the student's class. If the student has no class, or their class has no courses yet, it will be blank. Assign a class to fix it — see Classes.

Blocking access vs deleting

There is no separate deactivate button. To block someone's access, edit them and change their Status.

Status	What it means	What you do
Active	They can log in normally.	Nothing.
Suspended	They're told their account has been suspended and can't log in.	Use this for a temporary block, e.g. unpaid fees.
Banned	They're told their account has been banned and can't log in.	Use this for a permanent block.

Suspending vs deleting

These look similar but they are not. Suspending is almost always what you want.

	Suspend	Delete
Can they sign in?	No	No
Payment history, progress, quiz results	Kept and visible	No longer visible anywhere
Can you undo it?	Yes, switch them back to Active	No — there is no restore
Counts towards your students limit	Yes, still counts	No — frees a place

Suspended students still count towards your limit

A suspended or banned student keeps their place in your students limit. Only deleting frees a place.

So if you're at your limit and need room for a new student, you have two honest options: upgrade your plan, or delete a student who has genuinely left for good — knowing their payment history goes with them.

To suspend a student: open their profile, click Edit, set Status to Suspended, and save. Switch it back to Active whenever you like.

To delete a student: open their profile, go to the Summary tab, click Delete, and confirm. The confirmation window explains what you'll lose before anything happens.

If something goes wrong

I got a message about my plan limit when adding a student. Your plan caps how many students your center can have. Suspending a student does not free a place — only deleting does. So either upgrade your plan, or delete a student who has left for good, accepting that their payment history goes with them. See Paying for Your Subscription.

It says the email already exists. That address is already in use. Check whether you added this person before, or use a different address.

The student says they never got the welcome email. Ask them to check their spam folder. If it's really not there, have them use Forgot password on the login screen, or edit the student and set a password yourself.

I need to change a student's email. You can't. Emails are locked after the account is created. If it's badly wrong, delete the student and add them again with the correct address.

Who is allowed to do all this? Viewing, adding, editing, and deleting students are each controlled separately. Center owners can do everything; other admins need the matching permissions granted to their role. See Roles & Permissions.

Related pages

• Bulk Student Import — add many students at once from a spreadsheet
• Managing Teachers — the same workflow for staff