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Onboarding a New Student

Walk a prospect from first contact through their trial and into your active student roster. By the end of this tutorial, the student will have a profile, a membership tier assigned, and billing set up.

Prerequisites​

Step 1: Add the Lead​

  1. Go to Leads and click Add Lead.
  2. Choose the track: Adult or Kids.
  3. Enter the prospect's name, email, phone number, date of birth, and how they heard about you.
  4. Check Book into next available class if you want to schedule their trial now (recommended).
  5. Select an available trial slot from the upcoming schedule.
  6. Click Create Lead (or Create & Book if you picked a slot).

The lead is created with status Booked if you scheduled a class, or New if you skipped that step.

Step 2: Confirm They Attended​

On the day of the trial, open a class via Open a Class on the Dashboard and have the student check in through the kiosk. Checking in updates the lead's status to Attended.

Step 3: Convert the Lead to a Student (and set up billing)​

Converting and billing happen together. The Convert dialog includes the billing fields.

  1. Open the lead's record in Leads.
  2. Click Convert to Student.
  3. Review the pre-filled details, then set billing in the same dialog:
    • Payment Method — Stripe (Online Payment) or Cash / Manual.
    • Membership Tier — pick the plan. (The price comes from the tier, so you don't enter an amount.)
  4. Click Convert to Student.

What each payment method does:

  • Stripe — GRADR emails the student a payment link to complete their subscription; you don't enter card details.
  • Cash / Manual — you record cash payments yourself; the amount is taken from the selected tier (there's no separate monthly-amount or next-date field here).

A student profile is created and their trial attendance carries over. The lead stays in the Leads list marked with a Converted badge that links to the new student.

Give them portal access​

New students should be able to see their own attendance and belt progress from day one.

If you added them with the Add Student form, tick Enable portal access and send invite while you're filling it in and the invite goes out as soon as they're saved. For a converted lead, open the new student's profile and turn on portal access from the Overview tab.

For kids and under-18s the invite goes to the parent or guardian email rather than the student's own. If there's no parent address on file, GRADR falls back to the contact email.

Mention that they can add the portal to their phone's home screen. The instructions are at gradrjj.com/install-app, and they want the GRADR Student app.

Next Steps​

  • If the student is a child moving into a kids program, check Membership Tiers to confirm the correct tier is assigned.
  • To track whether they stay engaged, review your retention thresholds in Retention Triggers.
  • For reference on any step above, see Leads and Students.