Students
The Students section is where you manage your student roster. You can create new student profiles, view their class history and payments, update their personal information, and manage their class registrations. Every person who enrolls in a class has a student record here.
Navigating the Students List
When you open Admin > Students, you'll see a table of all students in the system.
What Each Column Shows
| Column | What It Shows |
|---|---|
| Avatar | A circular icon with the student's initials |
| Name / ID | The student's full name (bold) and their student ID number below |
| Clickable email address | |
| Cell | Cell phone number, or "None" if not on file |
| SSN | Last 4 digits of their Social Security Number |
| Actions | A menu button with additional options |
Searching and Filtering
- Quick Search: Type in the search bar to find students by name or email.
- Student ID Search: Search by the student's ID number.
- Filters: Filter by phone number, email, or SSN using the filter options.
Sorting
Click any sortable column header to sort. The default sort is by last name (A-Z). All columns except Avatar and Actions are sortable.
Creating a Student
Click the Create Student button in the top-right corner to open the creation form.
How the Form Works
The create student form uses an email-first workflow. You start by entering the student's email address, and most other fields remain locked until a valid email is entered.
What happens when you enter an email:
- The system checks if a user with that email already exists.
- If the email belongs to an existing user who can be added as a student: An alert appears and their information (name, phone, etc.) is automatically filled in.
- If the email belongs to an existing user who is already a student: An error appears — you cannot create a duplicate.
- If the email is new: All fields unlock and you can fill them in manually.
General Information
| Field | Required? | Notes |
|---|---|---|
| Yes | Must be a valid email. Checked against existing accounts. | |
| First Name | Yes | Locked until a valid email is entered. |
| Middle Name | No | Locked until a valid email is entered. |
| Last Name | Yes | Locked until a valid email is entered. |
| Suffix | No | e.g., Jr., Sr., III |
| SSN | Yes | Last 4 digits only. |
| Secondary Email | No | An alternate email address. |
| Cell Phone | Yes | Locked until a valid email is entered. |
| Home Phone | No | |
| Birthday | Yes |
Address Information
| Field | Required? | Notes |
|---|---|---|
| Address | Yes | Street address. |
| Address 2 | No | Apartment, suite, etc. |
| Country | Yes | Defaults to "United States of America". |
| City | Yes | |
| State | Yes | Only appears when the selected country has states. |
| Zip Code | Yes | Numbers only. |
Company Information
| Field | Required? | Notes |
|---|---|---|
| Company Name | No | The student's employer. |
| Company Phone | No |
Additional Information
| Field | Required? | Notes |
|---|---|---|
| Note | No | Any additional notes about this student. |
Viewing a Student Profile
Click on any student row to open their detail page.
Header
At the top you'll see:
- The student's avatar and full name
- Status chips:
- Owes Balance (yellow) — Appears when the student has an outstanding balance
- Upcoming Class (blue) — Appears when the student is enrolled in a future class
- Student ID number
- Email address
Action buttons:
- Edit — Opens a drawer to update the student's personal information
- Add Class — Opens a modal to enroll the student in a class
- More menu — Additional options (Update Password)
Student Information Card
A collapsible card showing all of the student's personal information. You can expand or collapse it as needed. Many fields can be edited inline — just click on a field to make changes:
- Full Name
- Cell Phone and Home Phone
- Full Address
- Company Name and Phone
- SSN (masked)
- Birthday
- Student ID (display only, cannot be changed)
Tabs
The detail page has two tabs:
Classes Tab (Default)
Shows all classes the student is registered for, with columns for:
- Class name and code (clickable link to the class detail page)
- Status (Passed, Failed, Pending, Cancelled)
- Certificate status (Locked or Unlocked)
- Dates
- Location
- Outstanding balance
Payments Tab
Shows the student's payment and transaction history.
Notes Sections
- Notes — General notes about the student (inline editable)
- QSS Notes — Internal administrative notes (inline editable)
Editing a Student
Click the Edit button on the student detail page to open the edit drawer. All fields from the create form are available and editable. Changes are saved when you submit the form.
Managing Student Classes
Adding a Student to a Class
From the student detail page, click Add Class to see available classes and enroll the student.
Class Registration Actions
From the actions menu on each class row in the student's Classes tab:
| Action | What It Does |
|---|---|
| View Class | Opens the class detail page in a new tab |
| Pass Student | Marks the student as passed for that class |
| Fail Student | Marks the student as failed for that class |
| Send Certificate Email | Emails the certificate to the student |
| Cancel Registration | Cancels the student's enrollment in that class |
Pass and Fail options only appear when the student hasn't already been marked.
Actions & Menus
From the Students List
The three-dot menu on each row offers:
| Action | What It Does |
|---|---|
| Update Password | Opens a modal to set a new password for the student's account |
From the Student Detail Page
The More menu in the header offers:
| Action | What It Does |
|---|---|
| Update Password | Opens a modal to set a new password for the student's account |
When Things Are Disabled
Here's why certain fields or features may be unavailable:
| What's Disabled | Why |
|---|---|
| Name, phone, SSN, and other fields on the create form | These fields are locked until you enter a valid email address. The system needs to check if the email already exists before you fill in other details. |
| Most fields after email match | If the email matches an existing user who isn't yet a student, their information auto-fills and those fields are locked since the data comes from their existing account. |
| Create button with email error | If the email already belongs to a student, you'll see an error and won't be able to proceed. |
| State field | Only appears when the selected country has states or provinces to choose from. |
| Pass/Fail actions | Hidden if the student has already been marked as passed or failed for that class. |
Key Relationships
- User Account: Each student is linked to a user account in the system. The email address connects them.
- Registrations: A student can be enrolled in multiple classes. Each enrollment is a separate registration with its own status and balance.
- Payments: Payment history is tied to the student and linked to specific class registrations.
Tips & Notes
- Start with the email when creating a new student. If they already have a user account (e.g., they registered online), their information will auto-fill — saving you time and avoiding duplicates.
- Use inline editing on the student detail page for quick updates to phone numbers, email, or address without opening the full edit form.
- Check the status chips in the header for a quick snapshot — "Owes Balance" tells you at a glance if follow-up is needed.
- The Classes tab is your go-to for seeing a student's full training history, including pass/fail results and certificate status.
- The Payments tab shows all financial transactions related to the student, helping you reconcile balances.