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Students

Your full active student roster. Students are added when you create them manually, import a CSV, or when someone completes the online sign-up flow. Use filters and search to find anyone quickly, and click a name to open their full profile.

Students list

Finding a Student​

  • Use the search bar to find by name.
  • Use the activity filter to show only recently active or inactive students.
  • Use the payment status filter to filter by billing status — Active, Overdue, Suspended, Expired, or None. (Payment method — cash vs. Stripe — is a sortable column in the list, not a filter.)

Adding a Student​

Add Student form

  1. Click Add Student.
  2. Enter the student's name, contact information, date of birth, and belt rank.
  3. Assign a membership tier and billing method.
  4. Click Add Student to save.

If your gym teaches more than BJJ, the form also has a Disciplines field. Every student defaults to BJJ; adding a non-BJJ member is covered in Disciplines & Non-BJJ Members.

Importing Students from CSV​

  1. Click Import CSV.
  2. Download the CSV template to see required column names.
  3. Fill in your data and upload the file.
  4. Review the validation results and confirm the import.

Exporting the Roster​

Click Export CSV to download your full student list. The export includes name, contact details, belt rank, membership tier, and billing status.

Student Profile​

Clicking a student's name opens their profile. The profile is split into five tabs.

Student profile overview

Overview — contact information, Student Portal access status, and retention alert state.

Billing — membership tier, payment method, billing status, next payment date, and family billing links.

Attendance — full check-in history across all classes, filterable by date.

Progression — belt rank tracking, promotion history, class count, and badges earned.

Notes — a free-form text field for private notes visible only to gym owners and staff.

Progression Tab​

Student profile progression

The Progression tab shows:

  • Current belt rank and the next milestone (e.g., next stripe)
  • How many classes remain before the student is eligible for promotion
  • A full Promotion History — every belt promotion on record, with date and optional notes
  • Badges earned by the student, with award dates

To manually record a promotion, click + Add Promotion, select the new belt rank, add any notes, and save. The student's belt rank updates immediately across their profile and the student roster.

To award a badge, click + Award Badge and select from the available badges.

Notes Tab​

Student profile notes

Use the Notes tab to record anything about a student that doesn't fit elsewhere — injury history, scheduling preferences, personal context. Notes are only visible inside the owner portal.

Archiving a Student​

Students who are no longer active can be archived to remove them from the main list without permanently deleting their records. Archiving keeps their history intact for your records.