Student Management

Student Management

Student Management is the foundation of Quanta, allowing you to maintain comprehensive profiles, track attendance, and manage enrollments.

Understanding Student Profiles

Each student has a complete profile containing:

Basic Information

• Full name
• Date of birth
• Email address
• Phone number
• Address

Enrollment Details

• Enrollment date
• Current status (active, inactive, graduated)
• Assigned educator(s)
• Associated tier/plan
• Payment method

Academic History

• Sessions attended
• Attendance rate
• Progress notes
• Certificates/achievements
• Performance metrics

Financial Status

• Total paid
• Outstanding balance
• Payment history
• Tier information
• Pricing details

Adding Students

Manual Entry

1. Go to Students → Add Student
2. Fill in required fields:
   • Full name
   • Email
   • Phone
   • Enrollment date
3. Optional:
   • Date of birth
   • Address
   • Parent/Guardian info
4. Click Create

Student profile created and ready for session assignment.

Bulk Import

For adding multiple students:

1. Go to Students → Bulk Import
2. Download CSV template
3. Fill in student data
4. Upload file
5. Review and confirm
6. Click Import

Students created in batch with automatic notification.

Import Template Format

Name,Email,Phone,Enrollment Date,Status,Notes
Sarah Ahmed,sarah@example.com,555-0101,2024-07-01,active,Mathematics student
John Smith,john@example.com,555-0102,2024-07-01,active,Science student
Lisa Wong,lisa@example.com,555-0103,2024-07-01,active,Language student

Student Dashboard

View all students with:

• List View - Table with key information
• Card View - Visual student cards
• Search - Find by name, email, or ID
• Filter - By status, enrollment date, tier
• Sort - By name, activity, payment status

Quick Actions

For each student:

• View full profile
• Edit information
• Schedule session
• Send message
• View attendance
• Check payment status

Managing Student Profiles

Edit Student Information

1. Click on student name
2. Click Edit
3. Update any fields
4. Click Save

Changes saved and audit trail recorded.

Update Student Status

Change status as students progress:

Active → Student is currently enrolled On Hold → Temporary pause in lessons Inactive → No longer attending Graduated → Completed program

1. Open student profile
2. Click Change Status
3. Select new status
4. Add reason (optional)
5. Confirm

Status change logged with date and reason.

Deactivate Student

When student leaves:

1. Open student profile
2. Click Deactivate
3. Enter end date
4. Process final payment
5. Confirm

Student moved to inactive status, historical data preserved.

Student Attendance

View Attendance History

1. Click on student
2. Go to Attendance tab
3. See:
   • Sessions scheduled
   • Sessions attended
   • Attendance rate
   • No-shows
   • Cancellations

Attendance Rate Calculation

Attendance Rate = (Sessions Attended / Sessions Scheduled) × 100

Example:
Sessions Attended: 9
Sessions Scheduled: 10
Attendance Rate: 90%

Manage Attendance

• Mark Present - Student attended
• Mark Absent - Student didn’t attend
• Mark No-Show - Student didn’t cancel but didn’t attend
• Excuse - Valid reason for absence

Attendance Alerts

Get notified when:

• Attendance drops below 80%
• Student has 3+ consecutive no-shows
• Pattern indicates disengagement
• Session not marked within 24 hours

Student Tiers

Each student has an associated tier:

Tier	Price	Features	Max Students
Free	$0	Basic sessions	5
Lite	$99/mo	+ Messaging	50
Pro	$299/mo	+ Analytics	500
Max	Custom	+ API + Support	Unlimited

Change Student Tier

1. Open student
2. Click Tier Settings
3. Select new tier
4. Review pricing change
5. Confirm

Tier change effective immediately with prorated billing.

Payment Management

View Payment Status

For each student see:

• Total paid this month
• Outstanding balance
• Payment due date
• Payment history
• Invoices

Process Payment

1. Open student
2. Click Payments tab
3. Click Process Payment
4. Enter amount
5. Choose payment method
6. Confirm and process

Payment recorded and receipt generated.

Payment History

View detailed payment records:

• Date of payment
• Amount
• Method (card, bank, cash)
• Status (pending, completed, failed, refunded)
• Associated sessions
• Receipt/invoice

Groups and Batches

Create Student Group

1. Go to Groups
2. Click Create Group
3. Name the group
4. Add students
5. Save

Benefits of Groups

• Send bulk messages
• Schedule group sessions
• Generate group reports
• Apply group discounts
• Manage by skill level

Reports and Analytics

Student Performance Report

View for each student:

• Sessions attended
• Attendance trend
• Average session duration
• Progress notes
• Areas of improvement

Student Financial Report

Track payment information:

• Total revenue from student
• Average payment
• Payment reliability
• Outstanding balance
• Billing history

Bulk Student Reports

Generate reports for:

• All active students
• By enrollment date
• By tier
• By attendance level
• Custom filters

Best Practices

1. Keep profiles updated - Current contact information is essential
2. Regular check-ins - Review student progress monthly
3. Follow up on absences - Quick follow-up improves retention
4. Track payments - Monitor outstanding balances
5. Use groups - Organize students logically
6. Archive old records - Keep historical data but separate
7. Update status - Mark inactive/graduated students appropriately

Common Student Scenarios

New Student Enrollment

1. Create student profile
2. Schedule first session
3. Send welcome message
4. Record first session
5. Monitor initial progress

Inactive Student Reactivation

1. View inactive student
2. Click "Reactivate"
3. Reschedule sessions
4. Send re-engagement message
5. Resume regular check-ins

Student Graduation

1. Mark all goals complete
2. Change status to "Graduated"
3. Generate performance report
4. Archive records
5. Request testimonial/review

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Next: Learn about Session Management or Payments