Who can add students
Org Owners and Org Admins can add students. Tutors cannot add students directly.Steps
1. Go to Users → Learners
From the sidebar, click Users, then select the Learners tab.2. Click “Add User”
Click Add User in the top-right corner, then select the Student card.3. Choose an enrolment scope
You’ll be asked how this student should be enrolled:
For most tutoring centres, Organisation only is the right starting point — you can assign classrooms afterwards.
4. Enter student details
Enter the student’s name. Email is optional — if you only have a name (or a name and phone number), you can still create the account now and add the email later. If the student is under 18, you can also add a parent, whose email is optional too.5. Choose whether to send the invite now
If you entered an email, a “Send invite now” toggle appears:- On (default) — the student (or parent, for younger students) is emailed a link to create their account right away.
- Off — the account is created quietly with no email sent. Send the invite whenever you’re ready (see below).
6. Add an email or send the invite later
Open the student (or parent) from Users → Learners and use Add email & send invite on their profile. Enter their email and, if you want, tick Send invite now — this saves the email and sends the set-password link. The “No email set” badge clears once a real email is set.Import your whole roster from a spreadsheet
Moving from Excel or another system? One upload can bring across your students, parents, tutors, who-teaches-whom, and everyone’s weekly timetable — and invite everyone in the same pass.1. Open the import
Go to Users → Learners → Add User → Import roster, or follow the guided Migrate your business flow from your dashboard checklist (it walks import → subjects → availability → terms → invites and shows live progress).2. Prepare the file
Upload a CSV or Excel (.xlsx) file — the Template button gives you a starter. One row per person; add extra rows with the same email for students with more than one weekly lesson. Useful columns:3. Map, match subjects, review
The wizard auto-detects your columns (adjust anything it guessed wrong), then asks you to confirm any subject names it isn’t sure about — nothing is ever silently dropped. The preview shows every person, their lessons, and any row problems before anything is created.4. Choose the schedule window and invites
If your file has lesson columns, pick what the recurring schedules run against — a term you’ve created (Settings → Terms) or a number of weeks from a start date. The “Send invite emails now” toggle (on by default) controls whether everyone gets their set-password email immediately.5. Import and check the results
The wizard creates accounts first, then books every lesson as a confirmed recurring session on your org calendar. The result table shows three things per person — Account (created / linked / failed), Schedule (sessions booked, or any time conflicts skipped), and Invite (sent / already a member / no email) — with a one-click retry for any schedules that failed. Tutors get a single summary email of the sessions added to their calendar, not one email per lesson. Re-running the same file is safe: it won’t double-book sessions or send duplicate invites.Invite several students at once
Users → Learners → Add → Invite many… takes a pasted list of email addresses (one per line, or comma-separated), up to 5,000 at a time. When it finishes you get a breakdown — added, invite emailed, already a member, skipped as invalid — and each group can be copied out. Click View pending invites to jump to the roster; the queued invites live there until they’re redeemed.Tracking student invites you’ve sent
Unredeemed invites appear in the Learners roster itself, as rows showing the email address with an Invited status, until the person signs up. Each row gives you:- Copy link — the exact link that was emailed. Use this when someone says it never arrived; it saves waiting for a resend. Hidden once an invite has expired or been declined, since those links are permanently dead.
- Resend — issues a fresh link and emails it again. The old link stops working.
- Revoke — cancels the invite. The link stops working immediately, even if they’ve already opened the email.
Inviting a parent
Parents don’t join your organisation the way students and tutors do — they link to a specific child. Open the learner from Users → Learners, and on their profile use Invite a parent:- Enter the parent’s email and we’ll send them the code.
- Or leave the email blank and just copy the code to share yourself — useful if you’re reading it out over the phone.
Parent codes expire after 48 hours. If one lapses, generate a new one — codes can’t be extended. Resending to the same parent reuses the existing code while it’s still valid, so they won’t end up with two.
Letting students find you themselves
If your organisation is listed in search, a student can create their own account, search for you by name, and send a join request that you approve — no code and no email needed from you. Check Settings → Organisation → Listed in search. Tutoring companies are listed by default; schools are not, and have to opt in. Once it’s on, the exact wording to send someone is on Users → Add → How people join…, ready to copy. Requests land on the Pending tab with whatever message the person wrote, and you approve or decline each one.Joining via a shareable link
You don’t need anyone’s email to bring them in. Two kinds of self-serve link exist:- Org join link — a link you can paste into a Facebook, Instagram, or WhatsApp message. The person clicks it, signs up themselves, and lands straight in your organisation. Use the Share link buttons in the add-students area (copy the link, or share it directly from your device).
- Classroom join link — each classroom also has its own join link for enrolling straight into that class. Find it under Teaching → [Classroom name] → Members → Invite link.
What’s next
Set tutor availability
Ensure tutors have availability set before students try to book.
How parents book a session
Walk through the booking flow from a parent’s perspective.