Manage Studio > Students
The Students section is where you manage every aspect of your student relationships — from profiles and bookings to payments, communications, and progress tracking — all from one place.
The Student List
The main Students page shows a searchable, sortable table of all students connected to your studio. Each row displays the student's name, email, phone number, joining date, and current status.
From the student list you can:
Search — Find students by name, email, or phone number using the search bar.
Sort and filter — Click any column header to sort the list.
Filter by tag — Use the Filter by tag dropdown to show only the students who have a given tag.
Create New Student — Manually register a new student profile. If the phone number you enter matches an existing Groovio account, that student's existing account is automatically linked to your studio rather than creating a separate, unlinked record. Just make sure the student's details — especially their phone number — are entered correctly.
Import — Bulk upload students via CSV. A downloadable template is provided with the following columns:
Required: First Name, Last Name, Email, Phone Number, Phone Code, Country Code
Optional: Date of Birth, Notes, Completed Classes, Email Consent, SMS Consent
If the student already has a Groovio account, entering their correct phone number links that existing account to your studio automatically. As long as the details — especially the phone number — are accurate, the student's existing account is connected for you rather than creating a fresh, unlinked record.
Export — Download your student list as a CSV file containing names, emails, phone numbers, and dates of birth. Children linked to a student account are also included in the export, with a Parent/Guardian column showing which account each child belongs to. Requires a connected Stripe account.
Row-level actions (via the Action column on each student's row):
View — Open the student's full profile.
Student purchase — Go directly to the Checkout page for that student. (If your studio has renamed "student" in its terminology settings, this shows your custom term, e.g. "Member purchase".)
Edit Student — Update their basic details, including their email address and phone number.
Activity Log — View their full activity history.
Communicate — Send a chat message or SMS.
View Products — Access retail product purchases (requires Retail feature).
Remove from Studio — Disconnect the student from your studio.
Updating a student's email and phone number: From your side, go to Manage Studio > Students, click the student's name, then click Edit to update their email address and phone number (along with their other details).
Student Profile Overview
Click any student's name to open their profile. A summary card on the left shows their name, email, phone, joining date, status, total classes attended, and current wallet balance. The student's tags are also shown in the top section of their profile.
You can also start typing a student's name anywhere to quick-search and jump straight to their profile.
From the profile header you can:
Edit — Update first/last name, email address, phone number, sex, and emergency contact details (name, relationship, phone, alternate email).
Checkout — Buy a class, membership, package, or service on behalf of the student.
Add to Staff — Promote an active student to a staff member. Their student account remains intact. (See: Staff Accounts & Student-Staff Linking)
Communicate — Open chat or send an SMS directly from the profile. SMS requires the student to have a phone number on file and SMS consent enabled.
Activity Log — View a full record of all actions and changes related to the student.
View Products — Browse retail purchases (Retail feature).
Remove from Studio — Remove the student from your studio.
Can one student buy a pass for another student? No — students can only buy for themselves and for children linked to their account, and passes can't be transferred between student accounts. If someone wants to pay for another student's pass, open the recipient's profile, click Checkout, select the package or membership, and take payment from the payer with a manual method such as cash, bank transfer, or EFTPOS. See Using Groovio's Checkout.
Student sex field: Student profiles include a sex field, which you can set or update from the Edit screen. Students can also update this themselves from the app if they wish.
Can a student delete their Groovio account? Yes — students can delete their own Groovio account. In the app, they go to Profile and tap Delete account at the bottom of the screen. On the student website, Delete Account is in the sidebar of their profile page.
Profile Tabs
Classes
Shows all class bookings for the student — current, past, and cancelled. Each row displays the class name, scheduled date and time, status, payment method, and amount paid.
Actions are in the Actions ▾ button on each class row (there is no three-dot menu). Depending on the booking, you'll see:
View Schedule — Open the class details page.
Change booked for — Change which family member the booking is for.
Class Transfer — Move the student to a different class or schedule. (See: Class Transfer)
Pay Now — Only appears when the booking has an unpaid class deposit balance (the class shows an Owing $X tag). It charges the full remaining deposit using the method you choose (Card on file, Wallet Balance, Cash, etc.). Pay Now does not appear for partial payments set up at checkout — those are paid from the Partial Payment tab (see below).
Refund — Process a full or partial refund.
Cancel — Cancel the student's booking.
Remove & Issue Make-Up — For course classes, remove the student from the class and issue their make-up credit(s) in a single click. You'll see this alongside the standard remove option, so you can choose to remove with or without issuing a make-up.
Transferred classes are clearly tagged as Transferred From or Transferred To so the full transfer history is visible at a glance.
Notes
Staff-only notes attached to the student's profile. Notes are not visible to students.
Add a new note at any time.
Edit or delete existing notes.
Each note shows who created it, when it was created, and who last edited it.
Attendance
Shows all class attendance for students sorted by date
Skills
Track the skills a student has been assigned or has achieved. Useful for skill-based programs where progress needs to be monitored.
Assign a skill list to the student.
Update the status of each individual skill: Upcoming, In Progress, or Achieved.
Packages
Shows all packages the student holds — active and expired. Displays the package name, total credits, credits used, expiry date, and status.
Actions available:
Edit Credits — Manually adjust the number of remaining credits.
Extend Package — Push out the expiry date.
Cancel Package — Remove the package. Note: unused credits are removed upon cancellation and used credits are not automatically refunded.
Memberships
Shows all memberships associated with the student, including billing cycle, cost, status, start date, next billing date, and credits used.
Actions available:
Pause — Temporarily pause the membership. Select a start and end date from the available billing cycle options.
Resume — Reactivate a paused membership.
Cancel — Terminate the membership.
Upgrade — Switch the student to a different membership plan.
Extend — Extend the membership's expiration date.
Pay Now — Collect an outstanding membership payment.
View Billing Schedule — See the full billing cycle and upcoming charge dates.
Services
Shows one-off service purchases. Displays the service name, date purchased, amount due, and status. Outstanding balances can be paid directly from this tab.
Questionnaire
Displays the student's answers to your studio's intake questionnaire in a read-only accordion format. If child accounts are linked, answers are split across Parent and Child sub-tabs.
PAR-Q
Displays the student's completed Physical Activity Readiness Questionnaire responses. Same layout as the Questionnaire tab, with Parent and Child sub-tabs if applicable.
Children
Manage child or family accounts linked to the student's profile. Displays each child's name, age, date of birth, email, and gender.
Add Child — Create a new linked child account.
Edit — Update a child's details.
Remove — Delete a child account.
Child-specific questionnaire answers, PAR-Q responses, and waivers are accessible from their respective tabs.
Transaction History
A full record of all financial activity for the student. Filters at the top let you narrow by transaction type (Class, Membership, Package, Service, Product, Wallet) and date range.
Refund and management actions are available per transaction type:
Class — View details, process full or partial refund.
Membership — View details, refund with settlement calculation, or cancel with settlement.
Package — View details, process refund.
Product — View details, process refund.
Wallet — View add/withdrawal activity.
For purchases paid by partial payment, the detail view includes a Partial Transaction table listing each installment. Manually entered installments (Cash, EFTPOS, Bank Transfer, Virtual Terminal, Gift Card, Humm/AfterPay/ZipPay, Square) can be Voided or have their date edited there.
Waivers & Agreements
Shows all waivers associated with the student, split into Parent and Child sub-tabs where applicable. Each row shows the waiver title, status, and signed date.
Statuses:
Pending — Awaiting signature.
Signed — Completed.
Expired — Past the expiry date.
Declined — Student declined to sign.
Actions available:
View — Read the full waiver content.
Sign — Capture a digital signature for a pending waiver.
Download PDF — Export a signed waiver.
Delete — Remove the waiver record.
Mark as Pending — Reset the waiver status.
Manage Card
Shows the student's saved payment methods via Stripe. Displays the card brand, last four digits, and expiry date for each card on file.
Add Card — Save a new card for the student.
Make Default — Set a card as the primary payment method.
Remove — Remove a saved card.
Students can't remove their only saved card themselves in the app or student website (by design, because of membership commitment periods). If a student asks for their card to be removed, remove it for them from this tab.
Only partial card details are shown for security. Full card numbers are never stored or displayed.
Partial Payment
Shows partial payments that still have a balance owing — purchases that were checked out with Partial Payment turned on. Each row shows the name, type, total amount, paid amount, remaining amount, and purchase date. Fully paid records drop off this tab automatically (they stay in Transaction History). The tab only appears while the student has something owing.
To record the next payment, click the eye icon on the record:
Installment amount — Enter the amount being paid now, choose the payment method (Card on file, Wallet Balance, Cash, EFTPOS, Bank Transfer, Other, etc.), optionally add a note, and click Complete. The amount can't exceed what is still owing.
Reduce Owing Amount — Discount or waive part or all of the balance without recording a payment.
Send Outstanding Invoice — Email the student what they still owe.
You can't change the total price from this tab — it is set at checkout. See Managing Partial Payments in Groovio.
Wallet
The student's wallet balance is shown in the left-side profile card and can be managed from there.
Add Funds — Top up the wallet using a card on file or bank transfer. A notes field is available and platform fees are shown before confirming.
Withdraw Funds — Remove funds from the wallet. This action is irreversible and requires confirmation.
Wallet Preference — Toggle whether the student's wallet balance is automatically used for recurring payments such as membership renewals.