Managing Classes
Classes are the foundation of the register — each class has a day, time, and student group, and drives the attendance roster and the public trial booking form.
Go to Admin → Classes (or tap the classes icon from the home screen) to manage them.
Class list
Each class card shows:
- Class name and student type (e.g. Juniors, Snakes & Cranes)
- Day of week and start time
- Last session attendance % — how many enrolled students attended the most recent session
- Year-to-date attendance % — rolling average across all sessions this year
Adding a class
Tap + Add Class and fill in:
| Field | Notes |
|---|---|
| Name | e.g. "Juniors — Saturday" |
| Student Group | Links to a student type — determines which grades and curriculum are available |
| Day of week | The regular session day |
| Start time | HH:MM (24-hour) |
| Duration | Minutes — defaults to 60 |
| Location | Room or venue name |
Tap Save. The class will appear immediately on the home screen and in the trial booking form.
Free plan accounts are limited to 3 active classes. Upgrade to Pro to add more.
Editing a class
Tap the pencil icon on any class card to edit its name, day, time, duration, or location. Changes take effect immediately on the register and booking form.
Deactivating a class
Tap the pencil icon and toggle Active off. Deactivated classes:
- No longer appear on the home screen register list
- Are removed from the public trial booking form
- Retain all historical session and attendance data
To reactivate, edit the class and toggle Active back on.
Managing enrolments
Each class has its own student list. Only enrolled students appear on the attendance register.
Enrolling students
There are two ways to enrol students, depending on whether you're starting from a class or from a list of students:
From the class (bulk enrol):
- Open the class sheet
- Tap Add students
- Select one or more students from the list and tap Enrol
This is the fastest approach when setting up a new class or adding a group of new joiners to an existing one.
From People (bulk assign):
- Go to People and tap Select (top-right)
- Tap each student you want to enrol
- Tap Assign to class in the action bar and choose the class
This works well when you have a group of students already filtered (e.g. by student type or grade) that all need to go into the same class.
Individual enrolment (from a student's profile): Open the student's profile → Classes section → + Add class.
To remove a student: Open the class sheet → Enrolments → tap × next to their name. Or open the student's profile → Classes → tap × on the class.
Students can be enrolled in multiple classes — for example, a student who attends both Saturday Juniors and Wednesday Snakes & Cranes will appear on both registers.
Class mismatches and reassigning a student
It's common for a student to change student type — by age or sash progression, or occasionally a correction — while staying enrolled in their old class. This most often happens after an Airtable sync changes a student's type: r4ptor updates the type but has no way to know which class they should move to, since Airtable doesn't carry class/attendance data.
If any active student is enrolled in a class whose type no longer matches their own, a Class Mismatch tile appears on the home screen (Admin section) with a count. This is always computed fresh — it's not a dismissible task, so a student who's since been moved shows as resolved automatically, and one who's mismatched again (e.g. re-added to the wrong class by mistake) reappears immediately.
Tap the tile to see the list, then either:
- Tap the student's name to open their profile, or
- Tap Reassign, pick the correct class from the dropdown (only classes matching the student's current type are offered), and confirm.
Reassign does two things atomically: ends their enrolment in the old class and starts a new one in the correct class — logged as a single action. Unlike manually removing and re-adding a student, their attendance history in the old class is preserved (not deleted) — it stays associated with the class they earned it in, scoped to the dates they were actually enrolled there.
You can also reassign a student directly from their own profile: Classes section → tap the arrow icon next to any enrolled class → pick the new class → confirm. This works the same way whether or not the student currently shows up on the Class Mismatch tile.
Assigning staff
Each class has a staff roster — these are the coaches and team leaders who teach it.
- Open the class
- Tap Staff
- Select a staff member and tap Assign
Assigned staff appear on the register where you can mark their attendance alongside students.
Team Leaders cannot be assigned to Adults classes. Coaches, Assistant Instructors, and Instructors (Cover) have no such restriction.
Bulk-importing classes from a CSV
If you need to set up a whole term's worth of classes at once — or just prefer a spreadsheet to the + Add Class form — go to Admin → Import → Classes. This is a separate, standalone import from the student CSV import: it creates classes only, with no student rows required.
- Tap Download template CSV and fill in one row per class
- Tap Preview Import to check for errors
- Tap Import N classes once the preview shows 0 errors
Columns
| Column | Notes |
|---|---|
| Class Name | Required |
| Student Type | Required — must exactly match a type in your instance |
| Day of Week | Required — full day name, e.g. Monday |
| Start Time | Required — e.g. 19:00 or 7pm |
| Duration (minutes) | Optional — defaults to 60 |
| Location | Required — free text |
| Trial Booking Description | Optional — shown on the public trial-booking form |
| Venue | Optional — matched by name against your existing venues; leave blank to use the default venue address |
| Venue Address | Optional — only used when Venue doesn't match an existing one, to create it on the fly. A Venue with no match and no address given is a row error |
Re-uploading a CSV that includes classes you've already created is safe — any class matched by name is skipped with a warning, never overwritten or duplicated.
The Free plan's 3-active-class cap applies here too, checked against your current class count plus what the import would add.
Deleting a class
Deleting a class permanently removes all its sessions, attendance records, SOW awards, and lesson plans. This cannot be undone.
Use deactivate instead unless you are certain the class and all its history should be removed.