People
The People screen lists all students and staff. Tap any name to open their full profile sheet.
Student list
Sorting and filtering: Tap the filter icon to sort by surname, student type, or grade, and to filter to a specific type or grade. The filter icon turns red when a filter is active.
Three more filter chips narrow by grading status: Eligible for Grade, Confirmed for Grade, and Not confirmed for Grade (Eligible but still awaiting confirmation) — combine them with the Student Type/Sash filters above. These mirror the same Eligible/Confirmed fields settable from the Attendance Grid or a student's own profile; Confirmed can't be set without Eligible — attempting it shows an explanation instead.
Adding a student: Tap + in the People header → Add Student. Fill in name, contact details, date of birth, start date, student type, grade, renewal month, media consent, and grading card status.
Active/Inactive: The filter icon also has an Active / Inactive toggle — the list shows one or the other, never both at once, so a deactivated student stays findable without cluttering the everyday active view. Switching tabs (People ↔ Staff) resets the filter back to Active.
Student profile
Grade
The grade panel shows the student's current grade and — if one exists in the curriculum — their next grade.
| Control | What it does |
|---|---|
| Current grade chip | Displays the grade name with its belt/sash colour. Shows "Since [date]" below. |
| ↓ arrow (demote) | Moves the student back one grade — appears only if a previous grade exists |
| Next grade button (tap to promote) | Moves the student forward one grade. Only appears if the curriculum defines a next step from the current grade. |
Grade changes are recorded with a timestamp — the "Since" date updates immediately.
Last graded: shown below the current grade — the date the student was last assessed at a grading, whether or not they were promoted. This is separate from "Since [date]", which only updates on an actual grade change. Edit it individually via Edit on the student profile, or set it for a whole cohort at once from the People list: tap Select, choose the students who attended a grading, then tap Last graded in the bulk action bar and pick the date.
Membership
| Field | Notes |
|---|---|
| DoB | Date of birth — used to calculate age and trigger birthday Suggested Comms |
| Age | Calculated automatically from DoB |
| Start | The student's join date (joinedAt) — used for training anniversary triggers |
| Membership | Duration since start date — calculated automatically (e.g. 8 mths, 2 yrs) |
Below the membership grid, three attendance boxes show:
| Stat | What it covers |
|---|---|
| All Time | All sessions since the student joined — shown as % and a fraction (attended / held) |
| This Year | Sessions in the current calendar year |
| This Month | Sessions in the current calendar month |
Attendance percentages are colour-coded using the RAG thresholds set in Admin → Integrations (green / amber / red).
Below those, three additional fields:
| Field | What it means |
|---|---|
| M/Ship Month | The student's membership renewal month (e.g. October) — a free-text label for the instructor's reference |
| Media | Whether the parent/guardian has given media consent — shown as a green tick or red ✗ |
| G.Card | Whether a grading card has been issued — shown as a green tick or red ✗ |
| Eligible | Whether the instructor has marked this student ready for their next grade — shown as a green tick or red ✗. Feeds the Projected/Actual Grade Figures report |
| Confirmed | Whether this student has confirmed (applied and paid) for the next Grading Day — shown as a green tick or red ✗. See Grading Day |
Recent Attendance
The last 22 sessions displayed as coloured dots, grouped by month (oldest on the left, most recent on the right):
- 🟢 Green tick — student was present
- 🔴 Red ✗ — student was absent
S.O.W wins / Runner-ups
Lifetime count of Student of the Week Gold wins and runner-up places for this student.
Classes
Shows all classes the student is currently enrolled in.
- ✕ next to a class — removes the student from that class
- + Add class — enrols the student in an additional class
To enrol multiple students at once, use Select at the top of the People list, choose the students, then tap Assign to class. See Managing Classes → Enrolments for all bulk enrolment options.
Contact
If a phone number is stored, three quick-action buttons appear:
| Button | Action |
|---|---|
| Call | Opens the device dialler with the number pre-filled |
| Opens WhatsApp with the number pre-filled | |
| SMS | Opens the device SMS app with the number pre-filled |
If an email address is stored, tapping it opens the device mail client.
Loyalty Referral
Only shown if Loyalty Referrals is turned on for your club. Shows the family's current referral code, a Copy link button, and an Opt out of loyalty referrals toggle — opting out here stops this family being issued or rotated a code, and stops their existing link working for new attribution. A family with more than one enrolled student shares one code — any of their profiles shows and controls the same one.
Send Communication
Select a template from the dropdown, choose channels (Email and/or SMS — only shown if that channel is configured and the student has the relevant contact detail), then tap Send.
The last 5 sends are listed below the send panel, showing template name, channel (Email or SMS), status (✓ Sent or ✗ Failed), and timestamp.
If Test Mode is ON in Admin → Integrations, sends go to your override address and number — not to the student. The comms history is not written during test sends.
Editing a student profile
Tap the pencil icon (top-right of the profile sheet) to enter edit mode. Editable fields:
| Field | Notes |
|---|---|
| First name | |
| Last name | |
| Date of birth | |
| Phone | Used for SMS and WhatsApp quick-actions |
| Used for email comms | |
| Secondary phone | Optional. Never used for comms — only for matching Direct Debit payments when a different family member (grandparent, ex-partner, etc.) is the bill payer |
| Secondary email | Optional. Same as above — financial matching only |
| Start date | Used to calculate Membership duration and anniversary triggers |
| Renewal month | Free-text, e.g. September |
| Media consent | Toggle on/off |
| Grading card issued | Toggle on/off |
| Eligible for next grade? | Toggle on/off — marks the student ready for their next grade. Feeds the Projected/Actual Grade Figures report. Automatically clears whenever the student's grade actually changes (they're not eligible for the next grading again until re-marked) |
| Confirmed for next Grading Day? | Toggle on/off — marks the student as confirmed (applied and paid) for the next Grading Day check-in. Also clears automatically on a real grade change |
Both flags can also be set for multiple students at once: tap Select on the People list, choose the students, then tap Eligible for next grade or Confirmed for Grading Day in the bulk action bar.
Tap Save to apply changes, or tap the pencil icon again to discard.
Deactivating a student: In edit mode, tap Deactivate student. Inactive students are removed from active class rosters and hidden from the People list and registers by default — find them again via the Inactive filter above.
Reactivating a student: Open an inactive student's profile → edit icon → Reactivate student. This sets them back to Active and restores them straight into whichever class(es) they were still enrolled in — deactivating never actually removes a class enrolment, so there's nothing to re-add. A confirmation prompt reminds you of two things reactivating does not do automatically: it doesn't resume billing (if they had a Direct Debit, you'll need to re-establish payment yourself — cancelling and resuming a mandate is always the parent's/instructor's action, never the app's), and it's worth double-checking the class they're restored into is still the right one for them. On a Free plan, reactivating is blocked by the same 25-active-student cap as adding a new student.
Staff
Staff profiles hold: name, role (Coach, Assistant Instructor, Instructor (Cover), or Leader), hourly rate, and class assignments. Staff marked present in a session appear in the staff fees report.
Assistant Instructor and Instructor (Cover) are both treated the same as Coach everywhere it matters — no class restrictions, and full technique-leading status in the Lesson Planner. Each exists purely to give that person their own distinct label and badge colour on the roster, reports, and register, separate from Coach — Instructor (Cover) for a stand-in instructor covering a session, distinct from a regular Assistant Instructor.
Adding a staff member: Tap + in the People header → Add Staff.
Deactivating: Open a staff profile → edit icon → Deactivate staff member.