You add a student only once. From sign-up on, they have their plan, their belt and their first fee, and they get a welcome message with the link to their portal.
Where: menu → Sign up (or + Add student in Students)
Signing up
- Personal details: first and last name, WhatsApp with the country code (for example +5491155550000), email, date of birth and sex.
- Start date: when they start training. If it's a future date, the first fee is charged from that day; if it has already passed, from today.
- Plan and belt: the plan (the first fee comes from it, prorated to the end of the month), their discount group if they have one, when their fee is charged (same as the academy, on the 1st, or on the day they joined), their belt and stripes.
- Internal notes: only your team sees them; they never reach the student.
- Status and credit: to add someone who was already suspended or cancelled (no first fee is created and no welcome message is sent), or who had credit in their favor.
- Liability waiver: if your academy requires it, the student reads it and signs with their name.
- Leave Send the welcome message and the link checked and tap Sign them up.
The student list
In Students you can see how many are active and suspended, how much is owed and who owes it. You can filter the list by status (Active, Suspended, Cancelled, All) or by Only those who owe, and search by name. Each row shows the plan, the start date, the status and the balance owed, with buttons to edit, suspend or cancel the membership.
The shortcuts are at the top: Copy sign-up link, Print cards, Send cards and Download spreadsheet (the list as a CSV, for Excel).
The student profile
Tap a student to open their profile. At the top you'll see their attendance over the last few weeks and their upcoming fees. Below that are the tabs:
- Profile: their details, plan, fee, status, waiver, belt, their account (what they owe or have in credit) and their attendance: classes, hours on the mat, classes per week compared with the academy, their last visit and their streak. From here you can edit, suspend or cancel the membership (nothing is deleted: the account and history stay).
- Payments: their fees and payments, plus Add a charge for a private lesson, a seminar or an old debt.
- Attendance: their latest classes and which ones they train at most.
- Documents: the waiver they signed, their account statement as a PDF (everything they were billed and everything they paid) and the receipts they sent.
- Conversation: what they wrote on WhatsApp, Instagram or Facebook, with a button to open it in the Inbox.
The profile also has the Student portal: their personal link to see their account and pay. Use Create new link and Send on WhatsApp to get it to them. See The student portal.