Create a New Student
In Kicksite, student management is easy. Here’s how to create a student:
Figure 1: Create a New Student
From this screen, the student information is collected and saved. This includes contact information, program, rank, and emergency contact information. Please note that first name, last name, birthdate, gender, program, and rank are all mandatory fields. An email address is highly recommended as this is how the student will be invited to join and create an account.
Figure 2: New Student Information Collection Screen
The SMS (Text) field allows for texts to be sent to students from the studio. Collecting the mobile phone carrier information allows the studio to send texts as emails, which saves the studio from spending additional fees for texting. The carrier must be correct for the text email to be sent to the student. After the student’s data is populated, then click “Create Student” as shown in Figure 3.
Figure 3: Create a New Student
Invite a Student
The next step is inviting the student to join the martial arts studio. After you create the student, click OK to invite a student to create a user account:
Figure 4: Send invitation to join
An email invite will be sent for the student to go to the website created for your martial arts studio. The student or student’s guardian will then create a username and password. The username is case and space sensitive. It is recommended to avoid making the username the student’s email address.
If the student did not receive an invitation, please verify that the student has a valid email address. Click on Students and Student Invites found at the bottom of the drop-down menu. Students with invalid or missing email addresses will be listed in Ineligible for Invite as shown in Figure 5.
Figure 5: Verify Student Invite was successful
The Student Invites section will show all students’ progress within the invitation stages including Registered, Pending, Eligible for invite, and Ineligible for invite. This section will allow the site administrator or employees to oversee and manage the progress of a student invitation. If an invite needs to be resent, click on Pending to view the students that have outstanding invitations. Click on Send invitation email again as seen in Figure 6.
Figure 6: Pending Invitations
Edit a Student
Student information can be updated at any time. Click on Edit Student, shown in Figure 7, and the student’s profile will pop up with all student information, shown in Figure 8.
Figure 7: Student selected from Active Student List
Figure 8: Edit Student page
Freezing a Student
If the need arises, a student’s account can be frozen. To freeze a student, click on Freeze Student found on the right side of the student profile page as shown in Figure 9.
Figure 9: Freeze from the Student Profile
A student’s account can be frozen for a specified time frame. It is important to note that any billing or recurring invoices would need to be frozen at the same time. This can be done as seen in Figure 10.
Figure 10: Setting end date for Freezing Student
To unfreeze a student, go to the student profile and click on the blue Unfreeze Student banner to the right of the screen.
Figure 11: Unfreezing a Student
After clicking Unfreeze Student, the information in Figure 12 will show on the right side of the screen. It is important to note that when a student is unfrozen, the administrator will have the option to unfreeze billing as well. The last payment date is shown as well as the option to set the date of the next payment for the student.
Figure 12: Unfreezing a Student
Kicksite makes it possible to create and edit Families for easy management including recurring billing. Families can also share a student user account so that only one username and password is required for all family members
To view the Families screen, click on Families on the right side of the Active Students screen, or click Families from the drop-down menu under the Students tab. This will take you to the page shown in Figure 13.
Figure 13: Click on Families from the Student Menu
This screen will show you a list in alphabetical order the Family Name, the members, ages, and the date they were added.
Figure 14: Active Families screen
Create a New Family
Creating a Family is simple. Click on New Family, enter a family name, add contact information, and click Save Family.
Figure 15: Add a New Family
A New Family can also be created by clicking the link Add New Family. This is located below the Add new student button. Add the name of the family and contact information then click Save. This will go to the family profile page.
Figure 16: Add a New Family
Click Add Member in the top right of the box and this will go to the page shown in Figure 17. Select the member to add. If contact information for the family was added when the family was created, these check boxes will transfer that information to the student’s profile. The contact information can also be transferred from a student to the family. This is helpful if a student’s information is correct and the Family contact information needs to be updated.
It is important to note that the family member that is connected first to the family account, should be the highest-ranking member. If for any reason the student account attached to the family account is frozen or inactivated, the admin would need to send an invite to the next highest ranking active member of the family to manage the family account. Make sure to click the Add Member button when finished.
Figure 17: Add a New Member
Edit a Family
When the Edit button is clicked, it takes you to the page shown in Figure 18. The Name of the family can be changed as well as the contact information. If any changes are made, click the Save Family button at the bottom of the edit screen.
Figure 18: Edit Family screen
It is important to note that Recurring Billings, Invoices, and Documents can be added to Family accounts instead of managing these items for the individual students. This topic will be covered further in the Finance and Billing Guide.
Groups can be created to help manage communications to users in the system. This makes it easier to send out emails if you have a specific set of people you want to reach. Groups can be created for any reason and help with communications to a group of people regardless of student status, program, or membership. The page referenced in Figure 19 shows the names of groups that have already been created. The number in parentheses next to the name is the number of members that group has. To edit the members, or the group name, click on the red Edit on the right side of the chart.
Figure 19: Groups homepage
To create a new group, type in the name of the group you want to create in the box on the right side of the screen and then click the Create Group button. This will take you to the screen shown in Figure 20. The name of the group automatically populates from the previous screen. In the box titled Members of this Group is where members are added. Type a members name and then click the Add Member button. To remove someone from the group, click the Remove button in the right side of the chart in line with the person that needs to be removed.
Figure 20: Groups homepage