IN BRIEF
Student profiles represent individual students who enroll in classes, camps, or parties within the System. You can create and update student profiles using the New Student Wizard, the traditional New Student Form, or during the enrollment process from the Calendar page. Editing an existing profile is completed directly from the Students page. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Creating a Student Using the New Student Wizard
    • Launching the Wizard
    • Entering Student Information
    • Additional Student Details
    • Keywords, Allergies, and Medical Information
    • Custom Fields and Review
    • Completion Options
  • Creating a Student Using the Traditional New Student Form
    • Additional Fields in the Traditional Form
  • Creating a Student from the Calendar Page
    • Special Matching Rules
  • Editing an Existing Student Profile
• Troubleshooting & FAQs
• Related Articles

Overview

Student profiles store identifying details, enrollment eligibility information, medical notes, and internal-use alerts. Every student profile must belong to a family account and must include the student name. Additional information such as birthdate, gender, and policy acceptance is required for Customer Portal auto-approval and age/gender-based enrollment restrictions.

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Accessing the Feature

1. From the main navigation menu, go to STUDENTS.
2. Select an existing student to edit, or launch a creation workflow using the New Student Wizard or New Student form.

You can also create students during the enrollment flow from the CALENDAR page.

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Step-by-Step Instructions

Creating a Student Using the New Student Wizard

The New Student Wizard guides you through the creation process step by step to ensure all required information is captured. 

Launching the Wizard

1. From the STUDENTS page, select New Student Wizard (magic wand icon).
   • The same option appears in the Students View from the FAMILIES page and the Student Summary area of Family Details as a wand icon.
2. If launched from STUDENTS, choose one of the following: 
   
   • No, Create a New Family – launches the New Family Wizard. After creating the family, select Attach Students to This Family.
   • Yes, Find Existing Family – search for a family and select it.

Details About Family Selection

• If launching from a Family page, the Wizard automatically associates the student with that family.
• When selecting a family, the system displays a list of potential matches with guardian names and contact information.

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Entering Student Information

1. Enter the student first and last name.
   • Enabling Enroll Guardian [Name] as a Student pre-fills the guardian’s name. If multiple guardians exist, choose the correct one from the drop-down list.
2. Enter the student birthdate.
   • When using the calendar tool, select the year, then month, then day.
   • You may also manually enter the date, following the format configured under Settings > Business Information.
3. (Optional) Select a Grade.
   • If your business uses grades, override the automatically calculated grade if needed.
4. Select a Gender.
5. Select Next.

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Additional Student Details

1. (Optional) Enter an Association ID (e.g., membership ID).
2. (Optional) Add Roll Sheet Comments.
3. (Optional) Add a Student Flag Alert.
   • Alerts display for staff in the Staff Portal when viewing student details.
4. Select Next.

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Keywords, Allergies, and Medical Information

1. (Optional) Select Keywords to associate with the student.
2. Select Next. 
   
3. (Optional) Enable Student has allergies or special health concerns to add Health Notes.
   • Instructors will see these notes in the Staff Portal during attendance.
4. (Optional) Enter Medical Information such as hospital name, physician, or insurance details.
   • Enable Use Same Medical Information as Previous Student to copy another student’s details from the same family.
5. Select Next.

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Custom Fields and Review

1. Complete any Custom Fields configured by your business.
2. Select Next.
3. Review all information. 
   
   • If changes are needed, select the appropriate section from the left menu and select Next again to save.
4. Select Save to create the student.

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Completion Options

After saving, choose one of the following:

• Add Another Student – create another student in the same family.
• Close & View Student – open the student’s details page.
• Close & Enroll Student – launch the New Enrollment Wizard.
• Close – exit the New Student Wizard.

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Creating a Student Using the Traditional New Student Form

This workflow is available for staff who prefer the classic layout. 

1. From Family Details, select Students, then select New Student. 
   
2. Enter the student name, birthdate, and gender.

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Additional Fields in the Traditional Form

• Association ID – searchable identifier (e.g., membership ID).
• Roll Sheet Comments – notes for instructors.
• Student Flag Alert – internal alert displayed when editing, enrolling, or viewing the student in Staff Portal.
• Select Save to unlock all additional student tabs.
• (Optional) Add Enrollments from the Enrollments tab.
• (Optional) Manually mark Student Policy acceptance.
• (Optional) Attach Keywords.
• (Optional) Enter Medical Information.
• (Optional) Enter Notes (requires permission to edit student notes).
• (Optional) Complete any Custom Fields.
• Select Save to apply all changes

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Creating a Student from the Calendar Page

During the enrollment process on the Calendar page, you can create a new student if one does not already exist. 

1. From Calendar, select the class and choose Enroll Student or Launch Enrollment Wizard.
   • Using the Wizard follows the same process described in the New Student Wizard section.
2. Search for a student by Last Name and/or First Name. 
   
   • If no match exists, enter birthdate and gender (if required) to create a new student.

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Special Matching Rules

• If the system finds a close match within the same family (e.g., only last name entered), select Add Another Student to add details.
• After creating the student, select Continue Enrollment to proceed.
• Select Next.
• Choose the family to which the student belongs.
  1. Select Use This Family, or create a new family by entering guardian details.
• Complete the enrollment process.

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Editing an Existing Student Profile

You can update a student’s information at any time from the Students page. 

1. Navigate to Students.
2. Search for and select the student.
3. Select the Edit (pencil) icon.
4. Update any required information.
5. Select Save or Save & Close to apply changes.

NOTE: The System automatically centers newly uploaded student photos both vertically and horizontally.

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Troubleshooting & FAQs

• Why can I not enroll a student through the Customer Portal?
  • Verify that the student has a birthdate, gender, and that required student policies have been accepted. These are required for Auto-Approve registration mode.
• Why is the student not appearing in search results during enrollment?
  • Ensure the student is linked to the correct family and that the student name is spelled correctly.
• Why is the system asking for additional details when creating a student from the Calendar page?
  • When creating a student during enrollment, the System requires birthdate and gender if your business settings require them for eligibility.
• Staff cannot see notes about medical conditions or allergies. What should I check?
  • Confirm that Student has allergies or special health concerns is enabled and that Notes were entered. Staff will be able to see these in the Staff Portal.

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Related Articles

• How Do I Create a New Family in the Office Portal?
• How Do I Use the New Enrollment Wizard?
• How Do I Create a New Class Enrollment From the CALENDAR Page?
• What Are the Customer Portal Registration Modes?

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