Adding and Managing Students
There are two student management views: My Students for day to day teaching work, and Manage Students, a school wide student record. Placement — assigning students to teachers and groups — happens in the Enrolment Editor
My Students
My Students is the main page for most teachers. It shows your students as a combined view of their identity and their individual enrolment with you — the two layers appear as one. From here you can:
- Add new students
- View and edit student profiles
- Access billing, attendance, and lesson history
- Manage enrolment details (lesson type, billing contract, etc.)
- Search by name, instrument, lesson day, or lesson time
- Filter your list by student status
- Email selected students, parents, or both
- Send availability update requests to selected students or families
This page is sufficient when all your students are individually enrolled with you and you don't run groups.
My Students also includes a Groups section on the same page, so you can quickly open a group, review its members, and switch between your individual students and your groups in one place.
Manage Students
Manage Students is where you work with your school's full student record. It appears in the sidebar under People. It operates on the master student list — the school-wide record of who each student is — rather than on your individual enrolments.
The page opens on a searchable table of every student at your school. Each row shows the student's name, their linked parents and current enrolment count, their email, and their Family Hub status. The header shows totals for students and linked parents, and you can search by student name, parent name, or email.
Use Manage Students when:
- You run group lessons and want to work with a student who isn't individually enrolled with you
- You want a complete view of everyone at your school
- You want to review a student's contacts, parent links, Family Hub access, enrolments, groups, and billing from one place
From the table you can:
- Add Student — create a new master-list student record
- More actions — download the student import template or import a CSV list of students
- Open Enrolment Editor — launch the placement tool (see below)
- Open a student's full record — click any row to open that student's detail page, showing contact details, parent links, Family Hub access, individual enrolments, group memberships, and a family billing overview
On a student's detail page, the Enrolments tab shows each enrolment card as a read-only summary. This includes the current timetable pattern, so fixed enrolments can display as Fixed (weekly) or Fixed (fortnightly).
The Enrolment Editor
The Enrolment Editor is where you assign students to teachers and groups. Open it with Open Enrolment Editor on the Manage Students page. (In a multi-teacher studio, you can also open it from the Manage Teachers page and from an individual teacher's profile — see Adding and Managing Teachers.)
The Enrolment Editor lists your teachers alongside their current individual students and groups. Pick a student, then drag them onto a target:
- Drop onto a teacher → creates or updates that student's individual enrolment with that teacher
- Drop onto a group → adds them as a group member
You'll see yourself and your groups as placement targets. From within the editor you can also create a new group for a teacher, remove a member from a group, adjust a group member's instrument, and edit an existing individual enrolment inline.
Adding a Student
There are two ways to add a student, and both are valid:
- From My Students — create a new individual student record. This creates both the master record and your individual enrolment at once, so the student is ready to teach.
- From Manage Students — use Add Student to create a master-list record, or use More actions → Import to bring in a CSV list of students.
The key fields are:
| Field | Notes |
|---|---|
| Name | Required — the student's display name throughout the app |
| Needed for Family Hub access and login, but not required otherwise | |
| Date of birth | Required for Hub access and consent rules |
| Instrument / subject | Appears on invoices and communications |
| Lesson type | Sets the default for billing and lesson creation — required in order to schedule lessons |
Name is the minimum required to create a student. All other fields can be added later.
If you're starting from an empty student list, My Students also gives you two quick setup options: create your first student directly, or download the import template and upload a CSV list.
Editing a Student Profile
Open any student from My Students to view and edit their profile, or open their full record from Manage Students. Changes take effect immediately. Fields that affect billing (such as lesson type or rate) may have implications for future invoices — existing invoices already sent are not affected.
Student Availability
Student Detail also includes an Availability tab. This is where you can view and update that student's recurring weekly lesson availability from the teacher side of Octavia.
You can use it to record both:
- times the student is generally available
- times the student is not available
This can be useful in two different ways:
- as a teacher-managed scheduling aid when you already know a student cannot be placed at certain times
- alongside availability confirmed by a parent or student through the Family Hub
For the full scheduling context, including how these times appear in the Scheduler, see Student availability and Scheduler overlays.
Removing a Student
If a student leaves your studio, you can deactivate or remove them from your active roster. In practice, full deletion is only suitable for records with no lesson history. If lessons already exist, the student can't be deleted and should instead be discontinued or removed from your active teaching roster while keeping their historical data intact.
Previous: How Student Identity Works · Next: Group Enrolments