Knowledge Base

How Student Identity Works

Octavia separates two things that are easy to confuse: the person (a single human being with one email address and one login) and the enrolment (a specific teaching relationship between that person and your studio).

A student can have multiple enrolments — for example, individual piano lessons and a group theory class. They can also belong to multiple studios using the same login. Each enrolment can have its own billing model, lesson type, and rate. When you add a student to Octavia, you are creating their enrolment at your school. Their broader identity (login account, ability to access the Family Hub) is managed separately.

Adding a Student

To add a new student, go to the Students section and create a new student record. The key fields to fill in are:

You don't need to fill in every field to create a student — name is the minimum. You can update the profile at any time.

Students and the Family Hub

Adding a student does not automatically give them access to the Family Hub. Hub access is a separate, controlled step:

• For students themselves to access the Hub: the student needs to sign up at the student login page. They can only do this if their email is added to their profile and they meet your school's consent requirements (based on age or explicit consent grant). See Student Consent Settings for more on how this works.
• For parents to access the Hub: you send them a Hub invite separately. You can do this from the student's Parent / Guardian Details card, or in bulk from Manage Parents once parent records and email addresses are in place. See Setting Up Parent Accounts for the full parent invite workflow.

Where You Work With Students

Octavia has a couple of places where you work with students. Understanding the difference will save you confusion later.

My Students is the page you'll use most of the time. It shows your students as a unified list, combining their identity and their enrolment with you into one view. For most single-teacher studios with individual students, this page is all you'll ever need.

Manage Students is the school-wide student workspace, in the sidebar under People. It shows a searchable table of every student at your school, and clicking a student opens their full record — contact details, parent links, Family Hub access, enrolments, groups, and billing in one place. When you need to change where a student belongs, open the Enrolment Editor from here and assign them to a teacher or group.

The Enrolment Editor lets you drag a student onto a teacher (creating or updating an individual enrolment) or onto a group (adding them as a member). It shows you and any groups you run. In multi-teacher studios it also shows other teachers and their groups, so students can be assigned across the whole school — see Adding and Managing Teachers.

Adding Students to a Group

There are two ways to add a student to a group, and both are valid.

From My Students, click into the group to open its Group Detail page. From there, use Add member to add a student. This flow lets you either choose from existing students already in your school's master list, or create a brand-new student directly — there's no need to set them up elsewhere first.

From Manage Students, open the Enrolment Editor and drag any student onto the group. This is particularly useful if you want to review the student's full record first and then place them into the right group.

Both routes achieve the same result. Use whichever feels more natural for the task at hand.

After Adding a Student

Once a student exists, you can:

• Create lessons for them, either individual or as part of a group
• Set up billing by creating a billing contract for their enrolment
• Invite parents to the Family Hub for that student
• Mark attendance as you teach

The setup guide step completes as soon as at least one student is in the system — you don't need to finish the full student profile before moving on.

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