Student Management

The Students page is the central place to manage your institution's student body. From here you can view students by lifecycle stage (active, prospects, alumni, archived), filter them, add new ones, manage families, and perform bulk actions.

Where to find it: User Management → Students

Overview

The page is composed of the following sections, from top to bottom:

Section	Purpose
Header	Title, student count, main actions
Search & lifecycle segments	Quick find and lifecycle stage selection
Filters	Quick filters, filter panel, and active chips
List	Student table (or cards on mobile)
Bulk actions	Appears when students are selected
Pagination	Move between result pages

Header & main actions

At the top of the page you see:

• Title: "Student Management"
• Subtitle: "Manage your school's student body"
• Count badge: total number of students

Action buttons:

Button	What it does
Bulk Import	Opens the CSV/Excel import wizard
Add Student	Opens the 2-step active student creation wizard
▼ (next to Add Student)	New Prospect or New Future — quick record without an account

Note

Bulk Import is a separate flow from adding students one at a time. Ideal when you have many students in a file. The same creation wizard opens from the Dashboard (Create → New student).

Search & filters

Search

Field "Search students..." — type a name or email. Results update automatically.

Lifecycle segments

On the first filter row, select one segment (with a count next to the label):

Segment	What it shows
Active	Students with an active enrollment (default)
Prospects	Inquiry-stage prospects who showed interest
Future	Future records (e.g. siblings without accounts)
Alumni	Graduated students
Archived	Students withdrawn from active enrollment (platform access is disabled)
All	All lifecycle stages combined

Tip

The default view is Active — not all students. To see everyone, select All.

Quick filters

On the second row, toggle one or more (they combine with the lifecycle segment):

Filter	What it shows
Without account	Students without a system account
No plan	Students without a tuition plan
Parents pending	Students without a linked parent account

Click an active chip again to remove it.

Filter panel

Click Filters for additional criteria:

• Grade — all or a specific grade
• Group — all or a specific group
• Registration date — date range
• Custom fields — filters for active Select or Yes/No student fields

The badge on Filters shows how many panel filters are active. Clear filters inside the panel removes only those — not the lifecycle segment or quick filters.

Active filter chips

When panel filters are active (grade, group, date, custom fields), a third row shows removable chips. Click Clear all to reset to defaults (Active, no other filters).

Note

Filters are stored in the URL — you can share or bookmark a link with a specific view.

Student list

The table shows students with these columns:

Column	What it shows
Name	Full name, initials, No account badge (if applicable)
Email	Student email
Grade	Grade/level
Status	Lifecycle stage: Active, Prospect, Future, Alumni, or Archived
Access	Account icon or Invite link
Parent	Parent link status (icon + tooltip)
Groups	Number of enrolled groups
Actions	⋮ menu (view, invite, delete)

Parent column

State	Meaning
Parent has account	Parent is linked in the system
Parent email without account	Parent email exists, no active account
No parent	No parent registered

Empty Prospects / Future views

In the Prospects and Future segments, if there are no records, a dedicated empty state appears with a button to add quickly.

Mobile

On small screens, the list appears as cards with the same key information.

Row selection

• Select students with the checkbox at the start of each row.
• Click a row (except checkbox and buttons) to open the student's profile.

Add student

Active student (full wizard)

Click Add Student to open the creation wizard:

Step	Title	Content
1	Basic Information	First name, last name, email, date of birth, grade, phone, Additional details (custom fields)
2	Parent Information	Parent email, relationship, and parent custom fields (when required)

At the end click Create Student.

The parent email cannot be the same as the student's email. If they match, a message appears under the field and you cannot continue.

Note

Required fields and whether the parent step appears depend on your institution type.

Prospect / Future (quick record)

From the ▼ menu next to Add Student:

Option	Purpose
New Prospect	Record an inquiry-stage prospect
New Future	Record a future enrollment (e.g. sibling without account)

Required: first and last name. Optional: birth year or full date of birth, phone, email, custom fields. Email is optional — without email, no account is created. You can optionally attach the prospect to an existing family via a parent.

Prospects & enrollment

A Prospect or Future record is a pre-enrollment entry. On the profile, click Enroll as active to convert to an active student. Email remains optional at enrollment.

For active students, use the status menu for Convert to alumni (with graduation date). For alumni, Restore to active.

Archive and restore

Archiving removes a student from active enrollment without deleting their history.

Archive

1. From the list, open the student's ⋮ menu and choose Archive (or the matching action on the profile).
2. Confirm. The student is unenrolled from all groups and billing stops. Grades and history are kept.
3. Student access (and parent access, if any) becomes Disabled (archived).
4. The student appears in the Archived segment.

You cannot change lifecycle status (for example, graduate) while the student is archived — use Restore first.

Restore

1. Open the Archived segment or the student's profile.
2. Click Restore. The profile also shows a banner with the same action.
3. Confirm. The student becomes Active again.

What is not automatic

• They are not re-added to previous groups — re-enroll them manually.
• The tuition agreement that ended at archive is not reactivated — set up billing again from Financials.

Alumni and inactive students cannot be restored this way. To re-enroll them, create the student anew.

Custom fields

Custom fields are configured in Settings → Custom Fields (Settings). They can target Student, Parent, or Family.

They appear during data entry on:

• Student profile (Overview)
• Create / edit wizard
• Dashboard quick-create
• Prospect dialog
• Parent, sibling, and family dialogs

On the profile, filled fields show inline; empty ones are hidden behind Complete profile info (N).

Bulk actions

When you select one or more students, a sticky bar appears at the bottom:

Menu	Options
Communications	Email students, email parents, email both · Notify students, parents, or both
Actions	Set as Active — bulk account activation · Download as CSV / Download as Excel — export with current filters and custom fields
Convert to alumni	Bulk graduate selected active students (hidden in the Alumni and Archived segments)
Delete	(not yet available)

Some options (PDF download, bulk delete) are not yet available — a "coming soon" message appears.

Keyboard shortcuts

• Ctrl+A (Windows) or Cmd+A (Mac) — select all students on the page
• Escape — clear selection

Row actions

For each student, in the ⋮ menu in the Actions column:

Option	When shown	What it does
View profile	Always	Opens the student profile
Invite	Student without account	Creates account; optional welcome email
Archive	Active student	Withdraws the student from active enrollment (see above)
Restore	Archived student	Returns the student to Active

Family suggestions (list)

When the system detects possible families (e.g. shared parent email), a banner appears: "N possible families found…" with a Review button.

In the review dialog:

• Select which groups to organize
• Edit the family name (default: Fam. followed by the student's last name)
• If the family already exists, the name is locked — students are added to the existing family
• Students already in a family show an in family badge

The same review is offered after Bulk Import when groups are detected.

Student profile

Click a row in the list to open the student's profile.

The profile header shows the lifecycle stage and transition actions (enroll, graduate, archive, restore). If the student is archived, a banner with Restore appears.

The profile is organized in 5 tabs:

1. Overview

• Status summary: student access, parent access, tuition plan, attendance
• Student details: email, phone, date of birth, grade (inline edit), enrollment date, age, custom fields
• Enrolled groups: list of groups

2. Family

The tab is organized as follows:

1. Sibling suggestions (if any): banner with names and shared parent email · Group as family or Dismiss
2. Family header: name, edit, remove student from family
3. No family: empty area with Create / assign family (search existing or create new)
4. Family details: notes, family custom fields
5. Siblings: chips linking to profiles · Add (search existing or create new Future record)
6. Parents / Guardians: parent list with access states and actions
7. Emergency contact (if present)

Parent access states:

State	Meaning
Active	Linked account
Unlinked	Has account but not linked to this student
No account	No email on record
Pending activation	Email exists, no active account yet

Per-parent actions: invite / activate / re-link, set as primary (★), edit (name, email, phone, custom fields), remove.

Add parent: pick an existing parent profile or create a new one. The parent email must differ from the student's email.

3. Financial

• Assign Plan: link to a tuition plan
• Charges & Payments: charges, payments, balance
• Transaction History: payment records

4. Academic

• Group Enrollments
• Attendance
• Grades

5. Documents

• Upload files
• Categories for organization

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Bulk Import

This feature lets you import or enrich many students at once by uploading a CSV or Excel file.

Import steps

1. Upload file: Select CSV/Excel. Download a template from the page or from Initial Setup.
2. Field mapping: The system auto-maps columns (Greek/English) to built-in fields and existing custom fields. For unmapped columns, you can create a new field from the column header.
3. Review & confirm: Preview with Valid, Warnings, and Errors tabs.

Enrichment (re-import)

If you upload a file with students who already exist, the system recognizes them and updates only new columns — no duplicates. A parent email that matches the student's own email is skipped (with a warning); the rest of the row still updates.

The preview shows:

Category	Meaning
New	New records will be created
Will be updated	Existing students — empty fields will be filled
Multiple matches	Row skipped (ambiguous match)

Per row you may see Update or Already in another family — will not be moved badges.

On completion: Created, Updated, Failed, Skipped — plus a notification with the results.

Note

Already have a spreadsheet? Upload it as-is — extra columns become fields and existing students are enriched, not duplicated.

Export

From the bulk bar Actions menu (with or without selected students):

Format	What it includes
Download as CSV	Current list results with custom fields
Download as Excel	Same data in .xlsx format

Export respects all active filters (search, lifecycle segment, grade, group, registration date, custom fields).

Pagination

At the bottom of the list:

• Showing X to Y of Z students
• Previous / Next

Pagination is hidden when there are no students.

Empty state

If no students are found (due to filters or search), you see:

"No students found"

Try changing filters or clearing the search. If the institution is new, add your first student with Add Student or via Initial Setup (Initial Setup).