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Students

Students

Turn a CRM contact into a student, link guardians, read a student's enrollments, attendance and assessments, and record an assessment.

Reviewed AdminVertiqa 1.54+

A student is a CRM contact you've enrolled in your program. The contact keeps the person's name, email and phone; the student record adds their level, guardians, enrollments, attendance and assessments. Open Enrollment → Students (route /enrollment/students).

The Students page with a New student button and five active students — Kwame Asante, Mei Chen, Tomás Rivera, Ines Fischer and Aarav Mehta — each with a level such as foundation, intermediate or advanced, an Active status control and a Joined date, above filters for All, Active, Paused and Withdrawn.
The list opens on active students.
  • Filter by Active, Paused or Withdrawn, search, Group by status or level, or Export CSV.
  • Change a student's status right in the Status column.

Add a student

  1. Select New student.
  2. Under Contact, search for the person and select them. Add them under Contacts first if they aren't in your CRM.
  3. Enter a Level if you track one, such as foundation.
  4. Select Create. The student's page opens.
The New student dialog with Contact set to Sunita Mehta, the note that the student extends an existing CRM contact, Level foundation, and Cancel and Create buttons.
A contact can only be a student once.

If the contact is already a student, the dialog says That contact is already a student.

The student page

Select a student to open their page. The header shows their status, level and join date, with the status changes they can make and Record assessment.

Aarav Mehta's student page, marked Active with level intermediate and a join date, buttons to move to Paused or Withdrawn and Record assessment, and the Profile tab showing the contact, date of birth, join date, current level and medical notes beside a Guardians card listing Sunita Mehta with no contact channel on file, a Remove button and an Add guardian contact search.
The contact's own details are edited on the contact.
  • Profile — the contact, date of birth, join date, current level and medical notes, with the student's Guardians.
  • Enrollments — one card per batch, with the student's fees and invoices. See Fees and payments.
  • Attendance — the attendance rate for the last 90 days and every session the student was marked for.
  • Assessments — published results, newest first.

Status

A student is Active, Paused or Withdrawn. Use the buttons in the header (→ Paused, → Withdrawn, → Active) to move them; withdrawing asks for an optional note. A student's status is separate from their enrollments: withdrawing the student doesn't withdraw them from a batch.

Guardians

A guardian is another contact — a parent, say — who hears about the student. Search for them under Add guardian and select Add; Remove unlinks one. Each guardian shows the phone and email on their contact, or No contact channel on file.

When a student has guardians, Enrollment's messages (a new enrollment, an absence, a makeup, a published assessment) go to the guardians instead of the student. See Messages to students and guardians.

Record an assessment

  1. On the student's page, select Record assessment. It's available when one of the student's batches has an enabled assessment scheme.
  2. Choose the Scheme and the Value: a step of the ladder, pass or fail, or a number.
  3. Add Notes if you like.
  4. Leave Publish immediately ticked and select Record & publish.
The Record assessment dialog with Scheme Pose progression (level), Value advanced, the note Held crow pose for ten breaths, Publish immediately ticked, and Cancel and Record & publish buttons.
Publishing a level result also moves the student to that level.

A published result appears on the Assessments tab and is sent to the guardians. If you untick Publish immediately, the button becomes Save draft; drafts don't appear on the student's page, and there's no way to publish one from the app yet, so publish straight away unless you mean to keep it private.