Every student has a detail page — the single place that gathers their lessons, guardians, make-up credits, billing and notes. You open it from Students in the sidebar (or ⌘K / Ctrl-K) by selecting the student’s name.
What’s on the profile
The student detail page brings the whole record together: contact and guardian details, date of birth (shown with the student’s age), any tags you’ve given them, the lessons they’re booked into, any make-up credits they’re owed, their billing history, and your notes. Edit a field in place and it saves as you go.
Date of birth and tags are staff-only — they’re never shown in the parent portal. Tags are free labels (like grade-3 or scholarship) for grouping and filtering students; you can filter the Students list by a tag. Keep tags general — don’t put sensitive or safeguarding details in one.
Notes on the profile
The profile has its own Notes field — a single internal note that lives on the student record. Open the student’s profile, edit the field in place and it saves as you go. It’s a handy spot for a quick reminder about the student.
Shared and private lesson notes
The notes parents can read are attached to individual lessons, not the profile. Open a lesson from the student’s lesson history (expand a lesson in the list to reveal its notes), and you’ll find two tabs:
| Note type | Who can see it |
|---|---|
| Shared | You and the student’s guardians — visible in the parent portal. |
| Private | Staff only — never shown to parents. |
Use shared notes for things you’d happily say to a parent (what you covered, practice focus for the week, a kind word about progress). Keep private notes for internal observations.
Worth knowing A shared lesson note is visible in the parent portal the moment you save it. If a note is only for your team, use the private tab.
Archive a student
When a student stops lessons, archive them rather than deleting. Archiving is a soft delete: it removes the student from your active roster but keeps their full history — past lessons, attendance and invoices — intact.
- Open the student’s profile.
- Open the … (More actions) menu in the page header and choose Archive student.
- Confirm. The student moves out of your active list.
To see archived students again, turn on Show archived on the Students list. From there you can reopen a profile and restore it if they return.
Good to know You can't archive a student who has active (unpaid) invoices — settle or void those first. This protects your billing history from being half-finished.
Adjust a student’s term
When something changes mid-term — a student withdraws, or moves to a different day or time — use Adjust term in the page header. It starts a guided term adjustment and, for a mid-term withdrawal, shows the credit it will issue for unused lessons before you confirm, so there are no surprises on the next invoice.
This is the right tool for a planned change to the rest of the term, rather than rescheduling a single lesson on the Calendar.
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