Knowledge Base

The Consent Age Setting

Your school has a consent age (default: 14). This is the minimum age at which a student can set up their own Hub account without requiring parental consent. You can adjust this in your school settings to match your local requirements or studio policy.

• Students at or above the consent age can be invited directly to the Hub. No parental consent is required.
• Students below the consent age require a parent or guardian to approve their access before they can be set up with a Hub account.

The Consent Status

Every student's profile shows their current consent / Hub access status. The status is visible on the Family Hub access card on the student detail page and changes automatically as the consent process progresses.

Requesting Parental Consent

When a student is below the consent age and you're ready to set up their Hub access:

1. Open the student's profile.
2. Click Request parental consent for a student account.
3. The platform emails all linked parents with a consent request. Each parent receives their own link.
4. Any parent can respond — grant or decline — from within the Hub or via the link in the email.
5. The status on the student's profile updates automatically when a parent responds.

The consent email is sent to all parents linked to that student at the time you click the button. If you need to add a parent before sending, do that first.

After Consent Is Granted

Once a parent has granted consent, Octavia records that consent immediately.

If the student already has an email address on their record, Octavia then automatically sends the student their Hub account setup invite. The student receives the email and follows the link to create their own account.

If the student doesn't yet have an email address recorded, Octavia can't send that follow-up invite automatically. In that case, add the student's email address and then send their Hub invite from the Family Hub access card when you're ready.

Once the student completes account setup, the status on their profile updates to Student account is active in the Family Hub. From that point on, the student can log in to the Family Hub and access their own student dashboard — separate from their parents' view.

Inviting Age-Eligible Students Directly

For students at or above your school's consent age, the process is simpler — no parental consent step is needed. The button on their profile shows Invite to Family Hub. Clicking it sends the student an account setup invite directly. The same account creation and activation flow applies: they follow the link, create their account, and can then log in to the Hub.

Inviting Several Students at Once

On My Students, tick the students you want (or whole groups), open the Invite to the hub menu and choose Invite students to the hub. The action bar above the list is always visible, with its buttons greyed out until you tick a student; Select all ticks everyone in the list. Octavia checks each student and shows you exactly what will happen for them before anything is sent:

• Send invite — the student is at or above your consent age (or a parent has already granted consent) and has an email address.
• Request parental consent — the student is under your consent age, so their linked parents or guardians are emailed. At least one needs an email address and Hub access switched on.
• Can't act — the student has no date of birth, no email address (when an invite is needed), no parent email (when consent is needed), or their access has been revoked. The reason is shown next to their name.
• Skipped — the student already has an active Family Hub account.

Students who already have a consent request or invite out are unticked by default, marked as a resend, so families aren't emailed twice by accident. Tick them if you do want to send again.

If a parent has already granted consent but the student has no email address, they appear as Can't act until you add one. On the student's profile you'll see "Add a student email address above to send their invite" in the same situation.

When you press Send, each student shows whether it worked, and the Hub column on My Students updates afterwards. If you've ticked a large number of students (more than about 30), Octavia tells you it can take a minute or two. Keep the window open until it finishes.

The button only appears if your plan includes family login. If your studio has several teachers, it also needs your admin to let teachers send student invitations.

What Students See in the Hub

Once active, students have their own Family Hub login and see a student-specific dashboard. From the Hub, students can view their upcoming and past lessons, their attendance history, news and announcements from your studio, performances and recordings they're part of, and their lesson availability settings.

The student's view is their own — it's separate from their parents' view, even if their parents also have Hub access. Parents and students see the same underlying information about that student's lessons, but each logs in independently.

Student Billing Access in the Hub

By default, students do not see billing information in the Hub. For older students or adults who prefer to manage their own billing directly, you can enable billing access from the student's profile. This is a separate setting from consent and Hub signup. When enabled, the student can view their invoices and payment history in the Hub — and invoice emails will be directed to the student's email address rather than the parent's.

This setting defaults to off and is independent of whether a parent also has Hub access. For more on how invoices are sent and who receives them, see the Sending Invoices and Receipts article in the Billing section.

What Families See During the Consent Process

Parents receive a consent email that describes what Hub access means for the student. The consent page shows the student's name, your school's name, and a simple grant or decline choice. Parents must type their name as a digital signature before confirming. After responding, parents see a confirmation screen.

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