Students

students are the members of your club each student has a profile with personal details, enrolments, payment history, and attendance records ✏️ adding a student go to club → students → add student and fill in field notes full name required date of birth used for age verification ic number identity card / passport number phone student's contact number email used for login and notifications emergency contacts name, phone, relationship — supports multiple contacts guardian required for minors — see below custom fields defined by your club admin 📥 bulk import go to club → students → import to add many students at once from a csv or excel file, instead of entering them one by one upload — select a csv , xlsx , or xls file (up to 2,000 rows) don't have a file ready? click download a template for a starter spreadsheet with the right column headers — including any custom fields your club has configured map columns — remmu automatically matches your spreadsheet's column headers to the right student fields (e g "student name" → full name) review the auto detected mapping and adjust any dropdown if something wasn't matched correctly a live preview shows your data as it will be imported review — before anything is created, remmu checks every row for duplicates — a row that matches an existing student by name, phone, or email is flagged, defaulting to skip choose import anyway if it's a different person (e g siblings with the same name) errors — rows missing a required field or with an unrecognised value (e g an invalid date) are flagged with the specific issue confirm — review the final count of students to be created and click confirm import this step cannot be undone results — see how many students were imported, skipped, or failed if any rows failed, download an error report listing the row and reason what gets imported column maps to full name (required) student's name email, phone student contact info ic / passport number identity document date of birth, gender personal details address, school / workplace additional info joined date, status enrollment metadata (defaults to active if left blank) parent/guardian name, phone, email, relationship saved as the student's primary emergency contact any active student custom field matched by field name, same as on the manual add student form bulk import is admin only and creates student profiles only — it does not enrol students into classes or create a linked parent login enrol students into classes afterward from their profile, and use send invitation or create account on the guardian tab if you want to give a parent portal access 🎁 referred by if the growth module docid\ xdzjnh4kezjfd7bejvvvm is enabled, the student profile shows a referred by card indicating whether this student was attributed to a referral attributed — shows the referrer's name and a status dot (pending, converted, or expired) not attributed — shows an attribute link to record who referred this student, opening the same dialog as record referral docid 560q3gqpfb0lk4qtmfcd4 while the referral is still pending , click change next to the referrer's name to correct the attribution 👥 guardians for underage students, you can link a guardian (parent or legal guardian) the guardian gets their own login and receives payment notifications on behalf of the student to add a guardian open the student profile go to the guardian tab enter the guardian's name, email, and phone select the relationship — father, mother, guardian, grandparent, or other click send invitation — the guardian receives an email to set up their account creating a parent account directly you can also create a guardian account without sending an invitation — useful during onboarding when you want to set up credentials on the spot open the student profile → guardian tab click create account enter the guardian's name, email, phone, and set a password click create account — the account is created immediately and the guardian can log in right away if the email already belongs to an existing remmu account, the existing account is linked to the student instead of creating a new one 📅 upcoming sessions on the student profile, an upcoming sessions card shows the student's next 30 days of enrolled classes each row shows date (e g "tue, 28 may") class name, time, and location status badge — present / absent / late / replacement / moved / cancelled — once the session is taken click a row to open the roster for that session and take attendance directly a per row actions menu lets staff retime , reschedule , or cancel the session (cancel is admin/team only — instructors submit their changes for approval; see session change requests docid\ hi2e6pxlmwco8llfocbnk in the attendance docs) by default 6 sessions are shown — click show more to expand the full 30 day window the card appears on both the web profile and the mobile student detail screen 🖨️ attendance summary on the student profile → attendance tab, click print (top right) to generate a print friendly attendance summary use your browser's "save as pdf" option to download it as a document the summary includes student name and the selected date range overall attendance rate percentage totals for present , absent , and late sessions monthly breakdown with session counts per month per class matrix of sessions and their status use the date range dropdown to choose a preset last month last 3 months last 6 months this year historical year picker for any past year useful for parent teacher discussions, compliance audits, or giving a student their own record 📜 enrollment history every change to a student's class enrolment status (active → inactive, withdrawn → active, etc ) is automatically logged with a timestamp and the admin who made the change to view the history for an enrolment open the student's profile → classes tab click an enrolment row to open the edit dialog click view history — the history modal lists every status change with date, time, transition (e g "active → inactive"), and the staff name who recorded it history is read only — useful for auditing membership changes and resolving disputes 🗂️ bulk status updates when you have many students to update at once (e g clearing inactive members), use the bulk status action go to club → students and apply the unenrolled filter (or any filter that surfaces the students you want) use the checkbox column to select multiple students (or select all ) an action bar appears at the bottom showing the selected count click mark as inactive (or another supported status) and confirm supported transitions active ↔ inactive active ↔ withdrawn bulk operations are limited to 500 students per action and require admin role or team permission to manage students archive status is not available in bulk — archive students individually from the ⋯ menu the same flow works on the mobile app — selecting students opens a sticky bottom action bar with the same options 📆 monthly payment grid the student profile payments tab shows a 12 month grid at the top — one cell per month of the current year — so you can see the student's monthly payment health at a glance each cell is colour coded colour meaning green all monthly invoices for that month are paid yellow one or more invoices are pending red one or more invoices are overdue, failed, or rejected grey no invoice exists for that month if a student is enrolled in multiple classes, invoices from all classes are bucketed into the same month the cell reflects the "worst" status among them (e g a pending + paid month shows yellow) click a month cell to jump straight to that payment if multiple invoices exist for the month, a popover shows all of them — click any one to open it the month grid only includes monthly recurring invoices; one off charges and enrollment fees stay in the full payment list below 📅 enrolling a student in a class from the student profile go to the classes tab click enrol in class select the class and set the billing start date confirm the billing type (monthly / package / per session / frequency based) for frequency based classes — select the student's sessions/week and billing cycle (monthly, quarterly, semi annual, or annual) for students attending 2+ sessions per week, select an additional class slot for each extra session (e g a 3x/week student needs 2 additional slots) fee override when enrolling, admins can override the default class fee for that specific student three modes are available mode how it works percentage discount deduct a % from the standard fee fixed discount deduct a fixed rm amount custom amount enter a completely different fee fee overrides apply to all future recurring invoices for that enrolment enrollment fee checklist if your club has payment types with auto generate on enrollment enabled (e g registration fee, deposit), a checklist appears when enrolling a student all applicable fees are pre checked — uncheck any you don't want to generate for this specific student checked fees are bundled into a single enrollment invoice you can also adjust the amount of any individual fee in the checklist before confirming enrollment click the amount to enter a custom value for that specific student — useful for partial deposits or one off adjustments if you don't want to generate any enrollment invoice at all, check don't generate invoice for this enrollment before confirming this skips all enrollment fee generation — useful for transfers, comp enrolments, or when fees have been collected elsewhere note a student can be enrolled in multiple classes simultaneously each enrolment is tracked separately for payments and attendance enrollment end date (optional) check set an end date for this enrollment to give the enrolment a fixed expiry — useful for a 3 month term, a 1 year membership cap, or any enrolment that shouldn't auto renew indefinitely the enrollment automatically moves to completed the day after the end date, and billing stops on its own — no proration, no manual cleanup leave it unchecked for a normal, open ended enrollment (the default — nothing changes for enrolments without an end date) the end date can be added, changed, or removed later from the enrollment's status dialog on the student profile ⚙️ custom fields your club admin can define additional fields to capture club specific data (e g belt rank, medical notes, member number) custom fields are configured under settings → custom fields and come in three flavours tab where the fields appear student fields on the student profile and enrolment form instructor fields on the instructor profile emergency contact fields inside each emergency contact card on a student profile (e g blood type, allergies, medical notes) each custom field supports several types — text, long text, number, dropdown, multi select, date, yes/no, email, phone, and url — plus optional validation rules, help text, and visibility controls emergency contact custom fields are stored per contact, so each contact on a student profile can have its own values (e g one contact's blood type, another's allergies) 💳 student payment status the class payment view shows a payment health indicator per student status meaning up to date all payments are paid or not yet due pending a payment exists but isn't due yet overdue one or more payments are past due there's no automatic suspension based on missed payments — an admin decides whether and how to follow up → see automated reminders docid\ vddescu6npoxsar6o5iar to configure payment reminder emails 🔧 searching & filtering the students list can be filtered by search bar — search by name, phone, email, ic number, or any custom field marked as searchable status — active, inactive, trial, withdrawn, archived location / class pills — click a location to filter all its classes, or click a specific class to narrow further all filters work together — e g filter by class + status "trial" to see trial students in one class 🎂 birthday wishes remmu can automatically send birthday emails to your students on their birthday (or a few days before) go to students → birthdays to access the birthday calendar birthday calendar the calendar shows all students with a date of birth on file, grouped by month you can filter by location or class filter by student status (active, trial, etc ) send a birthday wish email manually to any student at any time missing date of birth a banner at the top of the birthdays page shows students who are missing a date of birth click through to update their profile so they are included in birthday reminders auto send settings click settings on the birthday page to configure automatic birthday emails setting description auto send toggle automatic birthday emails on or off send time time of day to send (in malaysia time, default 9 00 am) days before send on the birthday (0), or 1–3 days in advance email templates choose from three email templates template style warm & friendly colourful, heartfelt — great for all ages professional clean and minimal — suits tutoring centres and studios fun & playful bright confetti style — perfect for kids' clubs you can customise subject line — supports {{name}} placeholder which is replaced with the student's name at send time greeting message — rich text editor with bold, italic, and lists footer message — optional rich text closing line all three sections are saved per template previewing & sending manually click preview to see how the email looks before sending click send wish on any student card to send a birthday email to them immediately, regardless of auto send settings birthday emails are sent to the student's guardian if one is linked, otherwise to the student directly students without a date of birth are excluded from the calendar 📦 managing packages from the student profile from a student's profile, open the packages tab to view and manage all their session packages in one place what you can see all active, expired, and cancelled packages for this student remaining sessions, total sessions, purchase date, and expiry date for each package status badge (active / expired / cancelled) assigning a package click assign package to give a student a package directly from their profile — without going to the packages section separately in the dialog select which package to assign set a start date (optional — defaults to today) set remaining sessions if you want to start with a partial balance confirm the package is immediately active and deducts sessions on attendance other actions from the ⋯ menu on any package row action what it does edit adjust remaining sessions, total sessions, start date, or expiry deduct session manually remove one session (e g for a makeup class) delete remove the package entitlement (payment records unaffected) 🪪 student id cards generate and print physical id cards for your students — branded with your club logo and colour, with a qr code for check in go to club → students → id cards filters before generating, filter by location — show students from a specific branch class — narrow to a single class status — active students, trial students, or all card designs choose from five layouts design style classic portrait, diagonal cut header, photo + qr minimal landscape, compact horizontal layout bold portrait, full colour background sport athletic style layout with bold accents wave curved wave header, modern look all designs use your club's primary colour and logo automatically customisation options option description card color override the club's primary colour for this print job subtitle custom text shown under the header (e g "member id card", "student pass") — up to 30 characters sort order cards by name (a–z), class, or location print size cr80 (standard credit card size), large , or a6 per page auto, 2, 4, 6, 8, or 9 cards per printed page show / hide toggles a show / hide popover lets you control which elements appear on the card org name / logo — club name or logo in the header qr code — student's check in qr code member id — short display id (e g "a1b2c3d4") club icon (photo) — show club icon instead of the student's profile photo (useful when students haven't uploaded photos) emergency contact (back) — emergency contact name and phone on the card back card back side — toggle the back of the card on/off student info on card choose which student info rows to include on the card front class — current enrolled class (default on) location — branch location (default on) date of birth — formatted (default off) ic / passport — id number (default off) custom fields on cards check any custom fields to include them on the card (e g belt rank, member number) only fields with values are shown emergency contact on back when emergency contact (back) is enabled and the student has an emergency contact set, the card back displays the contact's name, phone, and relationship in a highlighted box alongside the large qr code downloading & printing click print cards (n) to send all visible cards to your printer, or download pdf to generate a print ready pdf file cards are automatically formatted based on your selected print size and cards per page setting — a4 layout, no extra setup needed id cards are accessible to admins only under club → students → id cards 🚫 suspending a student (access gate) when you need to block a student's access to remmu temporarily — for non payment, medical leave, behavioural issues, or any other reason — change their status to suspended how suspension works when a suspended student tries to log in to the web portal or mobile app, they see a full screen access gate showing the reason (and your free text note if you added one) they can't access the dashboard, attendance, or other pages until you lift the suspension reason code behaviour non payment member is gated to the my payments page only — they can pay outstanding invoices to lift suspension automatically behavioural / medical / pending document / other full access blocked — only login and logout work; member sees the reason on screen suspending a student open the student profile and edit their status to suspended pick a reason from the dropdown (non payment, behavioural, pending document, medical, taking break, seasonal, moved away, schedule conflict, no longer interested, financial, completed program, other) optionally add a note — free text shown on the gate screen (e g "please contact admin to settle outstanding fees") save lifting a suspension edit the student's status back to active the next time they refresh the app or log in, they'll have full access again suspended vs inactive inactive is a soft state — the student keeps access suspended is enforced — the access gate kicks in immediately 📜 status history every change to a student's status (active → suspended → active, trial → active, etc ) is automatically logged with timestamp, the admin who made the change, the reason code, and any note view the history on the student profile page in the status history timeline this is your audit trail for membership state changes — useful for resolving disputes, tracking medical leaves, or auditing suspensions status history is separate from enrollment history docid\ hi2e6pxlmwco8llfocbnk — that one tracks class enrolment changes; this one tracks the student's overall status 🗂️ archiving & restoring a student when a student leaves, you can archive their profile instead of deleting them archived students are hidden from the active student list but all their records — payments, attendance, and history — are fully preserved to archive a student go to club → students click the ⋯ menu on the student's row select archive confirm in the dialog to restore an archived student filter the students list by status → archived click the ⋯ menu on the student's row select restore the student returns to active status permanently deleting a student permanent deletion is only available for archived students once a student is archived, the ⋯ menu shows a delete permanently option permanent deletion cannot be undone all associated data — payment records, class enrollments, and history — will be permanently removed archive first; only delete if you are certain 📊 students overview go to club → students → overview for a dashboard of enrollment statistics and student growth insights kpi cards four top level metrics with month over month trends card what it shows total students all students in your club active students students with active status new this month students added in the current month active enrollments total active class enrollments charts & insights new students growth — monthly bar chart showing new student sign ups over the last 12 months student status distribution — donut chart breaking down students by status (active, trial, inactive, withdrawn, archived) top classes by enrollment — ranked list of classes with the most enrolled students top locations — ranked list of locations with the most students billing type breakdown — distribution of enrollments across billing types (monthly, package, per session, frequency) gender distribution — visual breakdown of male, female, and other quick filters click on any insight card (e g "without enrollments" or "multi class") to jump directly to the filtered student list 🆘 emergency contacts each student profile supports multiple emergency contacts add as many contacts as needed — each with field notes name contact person's full name relationship father, mother, guardian, grandparent, spouse, sibling, friend, or other phone contact phone number workplace optional — where the contact works occupation optional — contact's occupation to add additional emergency contacts, open the student profile and click + add contact in the emergency contacts section remove a contact by clicking the trash icon on its row the first emergency contact is always the primary contact shown in the student list and exported data custom fields for emergency contacts need to capture extra details on each emergency contact (e g blood type , known allergies , preferred hospital , medical conditions )? configure them under settings → custom fields → emergency contact fields these custom fields appear inside every emergency contact card on a student profile each contact has its own values, so you can record different details per contact file upload custom fields are not supported for emergency contacts — use them on student or instructor profiles instead action who can do it effect archive admin only hides student; all data preserved restore admin only returns student to active status delete permanently admin only (archived students only) removes all data forever