Families and students

Use Families and Students to manage the people connected to the studio, their relationships, enrollments, purchases, balances, agreements, files, communication, and history.

#Families versus students

Families focuses on the household or guardian-level account.
Students focuses on the individual who takes classes or receives services.

In child or combined studio mode, both views can appear. Adult mode can omit the Families menu. The underlying record structure and exact labels can vary with the studio’s mode and settings.

#Find an account

Open Families or Students. The list can provide:

family/student mode;
filters and search;
archived-record visibility;
CSV export;
quick actions such as login as client, new charge, make payment, messages, waivers, and files when permitted.

Select the appropriate record to open its account detail.

Families list filtered to fictional John Doe ID 101 with synthetic contact information balance and the row Action control. — Use search and filters to isolate the intended account before opening its detail or actions.

#Understand the account header

The verified account view showed:

the person’s name and account categories;
previous/next record navigation;
an Action menu;
contact/address information;
account totals for the selected season;
purchased, completed, and remaining service totals by purchase category.

#Account totals

The summary can include:

total charged;
total paid;
balance;
credit;
gift-card value.

These totals are a summary. Use the Ledger, Purchases, Scheduled Payments, Cards and ACH, and Gift Cards tabs for the underlying detail.

Fictional John Doe account header with synthetic contact details 2027 Demo Season account totals purchase-use totals and the primary account tab strip. — Confirm the account identity totals and intended tab before reviewing or changing account data.

#Account tabs

The full administrator account used for verification displayed:

Tab	Purpose
Main Account	Identity, contact, photo, notes, additional fields, and optional prerequisites.
Family Members and Classes	Related people and their class relationships.
Purchases	Items, packages, memberships, or entitlements acquired by the account.
Ledger	Charges, payments, balances, statements, and related actions.
Scheduled Payments	Future payment instructions and their status.
Cards and ACH	Stored payment methods, defaults, and autopay controls when enabled.
Orders	Completed order records.
Purchases by Category	Purchase usage grouped by category when enabled.
Gift Cards	Gift-card records and balances.
Waivers	Pending, signed, ignored, or requested agreement records.
Files	Account documents when file storage is available.
Polls	Questions and recorded responses.
Call History	Logged calls and follow-up history.
Messages	Messages associated with the account.
Calendar	Relevant schedule activity.
Default Availability	Recurring availability used by supported scheduling features.

The tab set is conditional. Payment configuration, settings, integrations, the person’s role, and the signed-in staff member’s permissions can all change it.

Depending on permissions and account state, the menu can include:

Add Family Member
New Charge
Make Payment
Shopping Cart
Change Password
Login As Client
Merge Accounts
Archive or Restore

Warning: Merge and archive actions affect how records are found and related. They deserve separate procedures and should not be used as casual cleanup tools.

Fictional John Doe account with the Action menu open to Add Family Member New Charge Shopping Cart Change Password Login As Client Merge Accounts and Archive. — Choose an account Action only after confirming the exact person and understanding whether the command changes financial access or lifecycle state.

#View the account as the client

Use Action > Login As Client to verify what the selected account can see in the Online Client area. The client view displays an impersonation banner.

Use impersonation to check visibility and explain a client’s screen. Avoid completing payments, changing credentials, accepting agreements, or sending messages unless that exact action is intended and authorized.

#Archive rather than duplicate

Before creating a new account, search both active and archived records. Duplicate accounts split classes, purchases, payment methods, messages, and history. If duplicate accounts already exist, review the merge workflow rather than manually recreating data.