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Adding Students and Parents to your platform

Before they can participate in an online session, students must be added to the online platform and assigned to their instructor.

Users: This article is for Organizational Admins/Licensee Owners

Prerequisites:   Set up your Administrator account  |  Add your Instructor(s) 

 

There are several ways to add your clients to the online platform.

You can add multiple students and parents with instructor assignments all at once using our Multiple User Import Tool explained here: Adding Multiple Users To Your Online Platform

Follow the step-by-step instructions outlined below for:

Please Note: Before adding a student, we recommend you communicate to your students/parents that they will be receiving an important onboarding email needed to create their account.

User onboarding/account creation is initiated via an automated email sent from your platform when you add a student or parent. Your organization's name will be included in the "From" field and in the Subject Line of the email. See the images below for an example of the user onboarding email template.

Screen Shot 2019-10-28 at 2.35.47 PM

The email includes a link to Get Started. See an example of the email, below.

Screen Shot 2019-10-28 at 2.36.02 PM

1. Adding an Independent Student

This is recommended for students that are old enough to manage their own accounts. For students 18 years and younger, we recommend confirming this with their parents prior to creating the account. Note: The student will need a valid email address in order to create the account.

Suggestion: For younger students, it is viable to use the student's name and the parent's email address so that the parents can manage the login information. This option, however, is not viable if parents have more than one student.

Follow the steps below to add an Independent Student:

    • Click on the "Students" tab on your admin dashboard or in the left-hand navigation bar in the admin portal.

                        Students page - dashboard access       or                    Students page - left nav access

    • From the "Student Management" page, click the "Create Student" button in the top right corner of the page Create student button
    • Follow the prompts to enter the student's first and last name. Select "No" when asked to associate a parent with the account.
      Add student - no parent
      Click "Next" to continue.
    • Add the student's email address and click "Next"
      Add student - student email
    • (Optional) Assign Instructors to the student by searching their name in the search box, then click the instructor and click “Add”, then click “Next”.
    • Review your student's details and click "Confirm" to save the user and send the onboarding email. 

Your student will need to complete the account set up process via the email sent from the platform (example included at the top of this page) before they are able to log in for their first session. 

    • To review the status of a user's onboarding progress, navigate to the "User Management" page using the "Users" tab in the left navigation bar of the admin portal. 
Screen Shot 2020-04-27 at 7.03.16 AM
    • Refer to the user's "Last Used" date.
      Screen Shot 2020-01-05 at 6.04.25 PM
      If the field is left blank, then the user has yet to initiate the onboarding process. 
    • To resend the welcome email:
      • Click on the user's name to navigate to the "User Details" page student name to details
      • Click the "Resend Welcome Email" button at the top of their details page
        Screen Shot 2019-10-28 at 5.40.23 PM
      • We also recommend reaching out directly in case they have any questions or need assistance.
      • If they have not received the email
        • Double-check that you have entered the correct email address. If needed, update the email address and then click the "Resend Welcome Email" button
        • Ask your student to check their Spam or Trash folder 

2. Adding a Student with a Parent

This is recommended for younger students that do not have an email address.

Note: The parent must complete their student’s account activation process for them.  

*As stated above, an alternative is to add the student using the process outlined above, but use the parent's email address for the student when creating their account.

Follow the steps  below to create both a Parent and Student account:

    • Click on the "Students" tab on your admin dashboard or in the left-hand navigation bar in the admin portal.

                  Students page - dashboard access       or                    Students page - left nav access


    • From the "Students" page, click the "Create Student" button in the top corner of the page 
      Create student button
    • Follow the prompts to enter the student's first and last name. Select "Yes" when asked to associate a parent with the account.
      Add student - yes parent
      Click "Next" to continue.
    • Follow the prompts to add a parent to the account. Search for an existing parent by entering a first name, last name, or email address. The onboarding email will be sent to the email address associated with the parent account. They will be asked to set their student's login credentials.
      Add Student - elect parent
      Or click the blue "Create a new Parent" link to add a new parent to the system. 
      Add student - Create parent
      Follow the prompts to create the parent - add a first name, last name, email address, and click "Create Parent" to finish up.
      The onboarding email will be sent to the email address associated with the parent account. The onboarding process will require that the parent set a password for their own account and then create the login credentials for their student as well. 
    • (Optional) Assign Instructors to the student by searching their name in the search box, then click the instructor and click “Add”, then click “Next”.
    • Review your student's details and click "Confirm" to save the user and send the onboarding email. 

The parent will need to complete the account set up process for themselves and the student - via the email sent from the platform (example included at the top of this page) - before the student can log in for their first session. 

    • To review the status of a student's onboarding progress, navigate to the "User Management" page using the "Users" tab in the left navigation bar of the admin portal. 
      Screen Shot 2020-04-27 at 7.03.16 AM
    • Refer to the user's "Last Used" date.
    • Screen Shot 2020-01-05 at 6.04.25 PM
      If the field is left blank, then the user has yet to initiate the onboarding process. To resend the welcome email:
      • Click on the user's name to navigate to the "User Details" page student name to details
      • Click the "Resend Welcome Email" button at the top of their details page
        Screen Shot 2019-10-28 at 5.40.23 PM

Important Note: If the parent has a "Last Used" date but the student does not have a username or email address, the parent has not yet completed the student setup prompts during onboarding. In this case, you will not be able to schedule a session with the student and will need to contact the parent and have them log in and complete the onboarding. The parent must set up the student's account before you can schedule their first session with an instructor.

Parents CANNOT use their own email address for their student's account. 

The student will either need their own email address or the parent can enter a username for the student's account. We recommend that parents choose a username and password that are easy for the student to type.


      • We also recommend reaching out directly in case they have any questions or need assistance.
      • If they have not received the email
        • Double-check that you have entered the correct email address. If needed, update the email address and then click the "Resend Welcome Email" button
        • Ask the parent to check their Spam or Trash folder 

3. Adding and assigning a Parent to an existing Independent Student account

If you have opted to add a student independently of the parent, you can always go back and add their guardian to the system at a later time. This will allow the parent insight into their student's progress while still giving the student the autonomy to manage their sessions.

*Once a parent is connected to a student, they will receive email reminders for all scheduled sessions, have access to the student's session schedule, have the ability to request sessions on behalf of the student, have access to all past session data including the video playback of the lesson, and have access to the messaging tool to communicate with their students' instructors.

To associate a parent with a student, follow these steps:

    • If the parent has not yet been onboarded to the system, add the parent by visiting the "Parents" page in the administrative portal.
                        Parent tab - dashboard       or           Parent tab - left nav bar
    • Once on the "Parents" page use the "Add Parent" box, located on the right side of the page, to enter the parent's first name, last name, and email address. 
      Screen Shot 2019-10-28 at 6.57.35 PM
      Click "Save Parent" to send the onboarding email
      The parent will need to complete the account set up process via the email sent from the platform (example included at the top of this page) before they are able to log in to the platform. 
    • Once the parent has been added to the system, they can be assigned to their student(s). Navigate to the student's details page by clicking on the student name from the "Users" page or the "Students" page.

      Users name
    • Once on the student's details page, click the "Parents" tab located in the left navigation bar
      Parents - nav bar
    • You will find yourself on the "Student Parents" page for that particular student. 

      Student details - ParentsOn the right, you'll see the "Assign Parent" tool.
      Use the search box to look up the parent profile by entering the first name, last name, or email address associated with the account.
      Choose the relationship to the student and click "Save" to link the parent with their student's account.
    • The process is finalized when the parent receives an email notifying them that a student has been added to their account. 

Once you have users added to the system, you are ready to start assigning instructors to their students.

 

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