Managing Students

The Students page is the roster for your studio. Teachers see the whole roster, the same as owners and admins.

Adding a student

The Add Student button opens the four-step Add Student wizard. Owners, admins, and teachers can add students; staff do not see the button. The Free plan allows 10 active students; inactive students do not count. At the limit, the button reads Add Student (limit reached) and offers an upgrade. See Adding a Student.

Finding students

• Search - type a name. Search keeps your other filters.
• View toggle - table or card grid. Cards show initials. On a phone, the table shows each student as a card.
• Teacher - filter by primary teacher. Only owners and admins see this filter.
• Family - show the students of one family.
• Status - All, Active, or Inactive. The list opens with Active students only.
• Sort - Name A-Z, Name Z-A, Newest First, or Oldest First. The table columns do not sort.

Clear filters resets every filter except search.

Changing several students at once

Select students with the checkboxes. A bar shows the count and buttons for what you selected:

• Deactivate and Activate - owners and admins can change any student; a teacher only students they are the primary teacher for. Both ask you to confirm, and count only the students the action applies to. If a student cannot change, Trio names them and changes the others.
• Reassign Teacher - owners and admins only. Choose a teacher to make them the primary teacher of every selected student. It applies at once, with no confirmation.

The student profile

Click a student's name to open their profile. The header has these buttons:

• Send Message - opens Messages addressed to the student when they have a Trio account. If not, it goes to the family's primary contact, or the next adult who has an account. It shows only when someone can receive the message.
• Deactivate or Reactivate, and Edit. Deactivate, Reactivate, and Edit show only to owners, admins, and the student's primary teacher; anyone else who opens the edit page goes back to the profile.

The profile has six tabs: Overview (personal details, family and teacher, instruments, emergency and medical notes, custom fields), Lessons, Attendance, Practice Log, Repertoire, and Lesson Notes. To add allergy or medical information, click Edit and fill in Allergies / Medical Notes.

The Personal Details card shows if the student has their own Trio login, which a student aged 13 or older can get. See Inviting Families and Students. If the student replied STOP to a text, the card shows a Texts stopped badge. Only the student can restart texts. Stopping texts does not change email.

Deactivating and reactivating students

To remove a student who quits or takes a break, deactivate them. The teacher portal has no delete for students. Trio keeps their history (past lessons, notes, invoices, and payments) and hides them from active lists. Deactivating also:

• removes upcoming lessons from the calendar, the lesson list, and calendar feeds, and stops each recurring series;
• takes the student out of upcoming group sessions (the session stays);
• ends active or paused billing plans today. Lessons already taught still bill on the next statement;
• releases an unpaid booking and voids its invoice. If a payment for it is processing, or one is recorded while you deactivate, Trio stops, voids nothing, and asks you to try again.

The dialog shows what it removes. The family gets one notice. No makeup credits are issued, and invoices already sent or paid stay as they are; handle any refund or credit by hand.

Reactivating does not bring anything back. Schedule new lessons and set up billing again after you reactivate.

Only owners, admins, and the student's primary teacher can deactivate or reactivate a student.

To reactivate, set the Status filter to Inactive, find the student, and either select them and choose Activate from the bulk action bar or open their profile and click Reactivate.

On the Free plan, Trio blocks a reactivation when 10 students are active. When a paid plan ends with more than 10 active students, Trio deactivates students until 10 stay active. Their lessons and billing plans are kept, and no new lessons are made until you reactivate them.

Changing the primary teacher

Every student belongs to one family and has one primary teacher. The Add Student wizard captures both, and you can change them later from the student's profile. A new primary teacher can edit the student and read their past lesson notes. Lessons already scheduled stay with their teacher, and Edit Lesson cannot change a lesson's teacher. To move the lessons too:

1. On the Calendar, click the student's next lesson, then Cancel Lesson.
2. Choose This and all future lessons (it shows only for a recurring lesson). The family gets one notice, and no makeup credits are issued.
3. Schedule a new recurring lesson with the new teacher. See Managing Lessons.

When a teacher adds a student, the primary teacher starts as that teacher if they teach the chosen instrument. The teacher can pick another teacher instead. Only owners, admins, and the student's primary teacher can edit the student later, so a teacher who picks someone else cannot edit that student.

Related

• Managing Families
• Inviting Families and Students
• Adding a Student
• Attendance Tracking
• Sharing Files with Families - the student Files shelf