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.
Create New Student — Manually register a new student profile.
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, they will not be connected automatically — you'll be notified that they need to connect manually, as automatic linking is restricted for privacy reasons.
Export — Download your student list as a CSV file containing names, emails, phone numbers, and dates of birth. Requires a connected Stripe account.
Row-level actions (via the Action column on each student's row):
View — Open the student's full profile.
Purchase Order — Go directly to the purchase page for that student.
Edit Student — Update their basic details.
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.
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.
From the profile header you can:
Edit — Update first/last name, phone number, and emergency contact details (name, relationship, phone, alternate email).
Purchase Order — 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.
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 available per class:
View Schedule — Open the class details page.
Transfer Class — Move the student to a different class or schedule. (See: Class Transfer)
Pay Now — Collect an outstanding payment on a pending booking.
Refund — Process a full or partial refund.
Cancel — Cancel the student's booking.
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.
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.
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.
Delete Card — Remove a saved card.
Only partial card details are shown for security. Full card numbers are never stored or displayed.
Partial Payment
Shows any outstanding balances across all transaction types — classes, memberships, packages, and services. Each row displays what is owed and the remaining balance.
Pay Now — Process the outstanding amount directly from this tab using the student's available payment methods.
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.