Student Management

Academic leads, Operations admins, and Owners have visibility into every student enrolled across the whole school, not just those assigned to one teacher. This page covers how to view students, manage enrollments, transfer students between teachers, and archive student courses when access should be paused or removed.

Student Roster vs. Student Analytics

Student management is organized across two distinct surfaces:

• Student Roster (Students in the left rail at /platform/students): The day-to-day administrative roster where you inspect enrollments, review invite statuses, transfer students between teachers, and manage individual student profiles.
• Student Analytics (School → Analytics in the sidebar at /platform/my-school/analytics?tab=students): School-wide engagement metrics, retention heatmaps, and cohort health trends.

The 4-Section Students Page (/platform/students)

The school's Students page (/platform/students) is a dedicated top-level sidebar destination located directly below Classes. It organizes your entire learner roster into four distinct status sections:

1. Studying — active learners enrolled in a class cohort with ongoing or upcoming lessons.
2. Invited — learners with pending class invitations or newly provisioned credentials who have not signed in yet.
3. Without a class — registered learners in the school who are not currently assigned to any class cohort.
4. Finished learning — a collapsible section for former learners whose course access has ended.

Header Controls & Seat Summary Strip

At the top of /platform/students:

• "Add student" (green button): Opens the student invitation and provisioning modal.
• Search bar ("Find a student by name, email or class"): Filters learners instantly across all four sections.
• Seat summary strip: Displays real-time metering metrics:
  • Active students — the total count of currently metered students across your organization.
  • Free seats left — how many seats remain in your school's free seat allowance (hidden on the Solo 30 plan, since 30 seats are included in the flat monthly fee).
  • Next seat — the projected rate per additional seat under your plan's graduated volume band.
  • Projected invoice — the estimated total subscription charge for the current billing cycle.
• Action menu (⋯): Provides direct access to "Invite links" (/platform/students/invite-links) for generating reusable registration links.

Student Analytics Dashboard

In School → Analytics → Students (/platform/my-school/analytics?tab=students), administrators can evaluate school-wide engagement:

• Average lessons per student — overall lesson activity and completion frequency.
• Engagement tier distribution — breakdown of students across five distinct tiers: Highly Active, Active, Occasional, At Risk, and Churned.
• New & churned student trends — monthly acquisition and drop-off charts.
• Retention matrix — cohort retention heatmap tracking activity across months.

Enrollment Oversight

Understanding the Enrollment Flow & Eager Provisioning

Students join the school through several flexible paths:

Eager Account & Seat Provisioning on Invitation

When staff invite a learner by email:

• If the email address does not yet have an account, the platform creates the student's account and assigns their class seat immediately when the invitation is sent. Teachers do not need to wait for the student to accept before scheduling sessions or assigning lessons.
• Sign-In Details: The newly created account uses the invitation code as its initial temporary password. Immediately after inviting (and in calendar quick-create), the results sheet displays Login (email) and Password (invitation code) with "Copy sign-in details" and "Copy all sign-in details" buttons. Be sure to double-check email spelling before sending so a typo does not allocate a billed seat to an invalid address.
• Unclaimed Accounts: On the class roster and the Students list, unclaimed accounts display a "Has not signed in yet" badge and an inline "Copy sign-in details" button so the teacher or administrator can copy and send credentials directly to the student in a messenger. Once the student signs in for the first time, the temporary password disappears permanently from all staff views.
• Held Seats (Pending Billing): If the school has reached its seat limit and requires payment confirmation, the account is still created and the seat is held. Once payment is activated, sign-in details are emailed automatically. If staff revoke a held seat before the student ever signs in, the unused account is deleted cleanly.

The Student Card (/platform/students/[id])

Clicking any student row in the Students list, class roster, or global search opens their full Student Card page at /platform/students/[id] (replacing the old side rail):

Card Header

• Avatar, full name, and email address.
• Standing badge: Indicates current learning state ("Learning", "Starts learning on …", "Invited to a class", "Not in a class", or "Learning ended on …").
• Enrolled class count and "In the school since …" registration date.
• Birthday badge: A gift icon badge indicating "Birthday today" or "Birthday in N days".
• Action buttons: "Message" (direct student chat), "Add to class" (cohort enrollment), and ⋮ ("End learning").

Three Card Tabs

1. Overview:
   • Main column:
     • Next lesson card: Upcoming class meeting with green Start lesson or Join button.
     • Waiting for review: Homework and exercises awaiting teacher review.
     • Lesson comments: Feedback notes recorded from completed sessions.
     • Classes summary: Grouped enrollments. When a student has multiple 1:1 classes, they are grouped cleanly under "Individual lessons · [Course]".
     • School observations: Confidential staff observation notes.
   • Side column:
     • "About the student" card: Displays Native language (with an inline "Change" button to set or update it), Country, Local time, Birthday, and current Balance.
     • "Level and problem areas" card: Displays evaluated CEFR level and problem areas flagged by teachers.
2. Classes (?section=classes):
   • Comprehensive breakdown of all class cohorts, course curricula, lesson completion history, attendance rates, and assigned teachers.
3. Accounting (?section=finance):
   • Visible to staff with financial permissions (Owners and Operations admins).
   • Plain Balance Card: Displays student's balance in large numerals (red when owing, normal ink when prepaid or zero), a clear status sentence ("The student owes the school €40.", "The student's balance holds €80.", or "The student owes nothing, and their balance is empty."), lifetime totals ("Over all time, … was added to this balance and … was charged to it."), and three actions: "Top up balance", "Charge the balance", and "Request card payment" (sends a Stripe payment link via in-app alert, email, Today dashboard card, and student Wallet).
   • Day-Grouped Transaction History: Lists every charge and top-up grouped under day headings (Today, Yesterday, or calendar dates) with the running "Balance after: …".

Student Transfers Between Teachers

One of the most important school-wide capabilities is the ability to transfer a student from one teacher to another. This is useful when:

• A teacher leaves the organization.
• A teacher's schedule is full.
• A student requests a different teaching style.
• You are rebalancing workloads across teachers.

Archiving Student Courses

When a student leaves a course, use Archive student course instead of treating removal as an immediate permanent delete.

Archiving:

• hides the student course from active lists
• preserves lessons, payments, charges, progress, and history
• can be reversed with Restore

Use Delete permanently only from the archived view, and only when the record should be removed permanently. Permanent deletion cannot be undone.

Engagement Tiers

The student analytics dashboard classifies students into five engagement tiers: Highly Active, Active, Occasional, At Risk, and Churned. Use these tiers to identify students who may need attention and to monitor overall engagement health across your organization.

Frequently Asked Questions

Can I enroll a student in a course taught by a specific teacher?

Yes. When creating a direct enrollment, you select both the course and the teacher. The student is assigned to that teacher's section of the course.

What happens when I transfer a student to a new teacher?

The student's enrollment, progress, scores, and lesson history are fully preserved. Only the teacher assignment changes. The student and both teachers receive notifications about the transfer.

Can I see a student's individual lesson scores?

Yes. Open the student's Student Card (/platform/students/[id]) and navigate to the Classes tab (?section=classes). You will see completed lessons, attendance rates, and progress through each class program.

How do I remove a student from the organization entirely?

Not by archiving. Archiving is per course, and it leaves the person a member of your school — they can still sign in, they keep every enrollment you did not archive, and all their history stays available. Archiving one student's courses is the right move when you want to stop their coursework, not when you want to cut off access.

To actually remove someone from the school, open Team (/platform/my-school/team), find them, and use Disable User. That ends their access to the platform through your school.

Permanent deletion of an archived course is a separate, explicitly confirmed step from the archived view.

Can students belong to multiple courses and multiple teachers?

Yes. A student can be enrolled in as many courses as they want, each with a different teacher. The student list shows all enrollments for each student.