Student Management
Add and manage students in your school. Student profiles contain contact information, contract details, and lesson booking history.
Student List
Login Activity
Hover over the Logged In tag to see the exact time of the student's last login.
Filtering Inactive Students
Change the Active Students filter to No Recent Login to see only those students who have not logged in within the last 30 days.
Creating Students
Student Information
ID
Enter a unique ID for this student. IDs are not editable once saved.
The student ID cannot be changed after saving. Choose carefully.
Phone Number
Optional. Add a contact phone number for this student.
Comm. Language
The language that system emails will be sent to this student in. ClassHub is fully bilingual (English/Japanese) for all users regardless of this setting.
Optional, but required for certain features. Without an email address, the student will not be able to receive lesson reminders or reset a forgotten password.
Reminders
If selected, the student will receive their schedule by email at 7:00 AM daily.
Contract Holder
If the contractee is different from the actual student, enter their information here (e.g., parent or guardian).
Schedule Settings
Fixed Schedule
Checking this will allow the student to be added to the fixed schedule template.
Learning Materials
Material
Lesson material used by the student. Visible to teachers.
Material Link
Optional. Add a link to an external source of lesson material. Accessible by teachers and students. If used, displayed to students as Material.
Student Link
Optional. Add an additional link to external storage. Accessible by teachers and students. Displayed to students as Lesson Notes.
Notes & Records
Profile
Space for a student profile. Visible and editable by teachers. Not visible to students.
Use the Profile field for background, preferences, and requests that will help the teacher better teach the student. Use the Admin Notes for information that will help the school better retain the student.
Admin
Space for other internal use notes regarding the student. Not visible to either teachers or students.
Viewing & Editing Students
Accessing Student Profiles
Select a student from the list to view or edit their profile.
Lesson History
Click the History button on the top left to view a detailed lesson history for this student, including past bookings and attendance.
Edit Mode
Click the Edit button in the top right corner to enter edit mode and make changes to the student's information.
If the Fixed Schedule option is changed from selected to unselected, the student will be removed from any applicable slots on the fixed schedule template.
Adding Contracts to Students
Creating a New Contract
Once a student has been added, contracts may be added to them. Select New below the bottom right corner of the student info card.
Contract Types
Package
A fixed-term contract with a set number of credits that expires on a specific date.
Monthly
A contract that runs until the end of the month and is automatically renewable until cancelled.
When setting up a Monthly contract, the initial period will be from the Start Date to the end of that month. Future renewals of the contract will be from the first to the last day of each month.
Contract Configuration
Per Month
Monthly contracts only. The number of credits that will be assigned upon each renewal of the contract. Does not apply to the initial term of the contract (i.e. from the Start Date to the end of the first month).
Carryover
Monthly contracts only. If yes is selected, any unused credits will be added to the next month's occurrence of the contract. Processed automatically at midnight on the 1st of each month.
Booking Limit
Optional. When enabled, limits the total number of lessons a student may book in a calendar month, regardless of available credits.
This limit applies to the total number of bookings made in a calendar month (from the 1st to the last day), not the contract period. The counter resets on the 1st of each month.
For example, if set to 4, a student can book up to 4 lessons in January, 4 in February, etc., even if their contract has more available credits.
Setting this to 0 will prevent the student from making any bookings at all.
Cancellation Limit
Optional. When enabled, limits the number of times a student may cancel lessons and receive credit refunds in a calendar month.
This limit applies to cancellations made within a calendar month (from the 1st to the last day). The counter resets on the 1st of each month.
For example, if set to 2, a student can cancel and receive credit refunds for up to 2 lessons in January, 2 in February, etc. Cancellations beyond this limit will not refund credits.
Setting this to 0 will prevent the student from receiving any credit refunds for cancellations. They can still cancel lessons, but credits will not be returned.
Both booking and cancellation limits can be overridden when managing lessons from the Admin interface.
Balance Adjustment
For Package contracts, set the contracted number of credits. For Monthly contracts, set the number of credits in the initial contract period. At other times, this can be used to adjust the credits on a contract.
Any change to the number of credits will be visible on the Log tab.
Lessons
Select the lessons that can be booked with this contract. Hover over a lesson to see its display name. A student may have multiple contracts with different lessons assigned to each at the same time.
If the student has the same lesson assigned to two or more concurrently active contracts, the system will attempt to book with the contract nearest to its expiry date.
Contract Payment Information
Plan Cost & Description
The base cost and name of the contract. For Monthly contracts, this should be the full cost of the contract that will renew each month.
Add Adjustments
Can be positive or negative. Multiple entries possible. Use for additional fees or discounts. For Monthly contracts, these are items that are only payable one time.
Plan Cost: ¥30,000 — Monthly lesson tuition
Adjustment 1: -¥22,500 — Only 1 lesson in first month
Adjustment 2: ¥20,000 — Joining Fee
Adjustment 3: ¥4,000 — Material Fee
Balance Due: ¥31,500
Contract Notes
For internal use only.
Visible after the initial save of a new contract. Prepares a printable Enrollment Agreement in the current interface language.
Any changes made to Plan Cost, Adjustments, or Payments will be immediately visible on the printable contract, but not saved until Save is selected at the top right of the contract.
Deactivating & Deleting Students
Deactivating Students
When a student is deactivated (status set to Inactive), they are removed from the fixed schedule template. The live schedule is not affected. All associated contracts for the student will also be set to inactive.
Deleting Students
When a student is deleted, they are permanently removed from the system. Their associated contracts will also be deleted.
It is not recommended to delete a student once they have been used for bookings or have had payment information entered on a contract. Mark them as Inactive instead to preserve data integrity.
If a student is deleted:
- They will be removed from the fixed schedule template
- All associated contracts will be deleted
- The live schedule will not be affected
- Historical booking data may become incomplete