Class Manager Setup Guide: Families, Parents & Students

This guide follows along with the second Class Manager setup video and walks you through the next stage of getting your studio fully set up.

In this stage you’ll learn:

• How families work in Class Manager

• How to import your existing students and classes

• How to enrol students into classes correctly

Once this section is complete, your studio will be ready for billing, attendance and trials.

Understanding Families

Before importing or enrolling anyone, it’s important to understand how families work in Class Manager — because everything begins here.

In Class Manager, you do not create a family manually first.

Instead:

You create a parent → and the system automatically creates the family.

That parent becomes the main contact for:

• Billing

• Communication

• Parent portal access

Students are then added underneath that parent.

Creating a Parent (which creates the family)

To create a new family:

1. Click Create Parent

2. Enter:

   • First name

   • Last name

   • Email address (very important)

   • Phone number (optional)

The email address is where:

• Invoices will be sent

• Studio emails will go

• Parent portal access is sent

Once saved, the system will automatically generate the family profile.

Managing the Family Profile

Open the family from your Family List.

Inside the family you can:

• Add students

• Add additional parents

• Record payments

• Send emails

• Log in as the parent

Family Details

This section stores:

• Billing email

• Phone number

• Address

• Main contact details

You can edit these anytime.

Family Members

This shows everyone in the family:

• Main parent

• Additional parents

• Students

To add a student:

1. Click Add Student

2. Enter name and date of birth

Date of birth is important because it:

• Suggests correct classes

• Ensures correct age groups

• Helps reporting

If siblings attend, keep them in the same family.

Billing Settings & Tuition

Inside each family you can assign pricing and billing rules.

Assign a package

If you’ve created pricing packages:

• Select the correct package in Billing Settings

• Tuition will calculate automatically once students are enrolled
  

Require direct debit (optional)

If your studio requires auto payments:

• Turn on Require Direct Debit

• Parents will be prompted to add payment details

Expected Tuition

This section shows:

• Weekly/monthly totals

• How fees are calculated

• Any discounts applied

You can manually override if needed, but usually the system calculates everything automatically.

Importing Your Existing Students & Data

If you already have students in another system or spreadsheet, importing will save hours of manual setup.

Go to Import Data from the left menu.

You’ll see several import options.

Quick Import (Studio Pro / DanceBiz users)

Best for studios migrating from supported systems.

Upload exported files and the system will:

• Match parents and students

• Prepare families automatically

• Get everything ready to import

This is usually the easiest migration option.

Classes Import Wizard

Use this if you already have your timetable in Excel.

You can bulk import:

• Class names

• Days/times

• Teachers

• Rooms

• Categories

Steps:

1. Upload CSV/spreadsheet

2. Map columns

3. Validate

4. Confirm import

Families Import Wizard (Most Common)

This imports parents and students together.

Each row = one student

Families are grouped automatically by parent details.

If a family has multiple children:

• Use multiple rows

• Repeat the same parent info

Steps:

1. Upload spreadsheet

2. Map fields

3. Validate

4. Confirm import

Take your time mapping — this tells the system what each column represents.

Once mapped once, it will remember for future imports.

Studio Pro Enrolments Import

For Studio Pro users wanting to import:

• Families

• Students

• Class enrolments

All in one step.

Import History

Shows past imports and allows you to:

• Review results

• Undo an import

• Re-import if needed

Import tips

Always:

• Double-check your spreadsheet first

• Run a small test import before full studio import

Once imported:

Families and students appear in Class Manager

They also sync to your My Studio Manager contact list automatically.

Enrolling Students into Classes

Once students exist in the system, it’s time to enrol them.

Enrolling connects:

• Students

• Classes

• Pricing

• Attendance

There are three ways to enrol.

Method 1: From Enrolments Tab

Go to:

Students → Enrolments → Enrol Student

Select:

• Student

• Class

• Status

Status options:

• Active (fully enrolled)

• Trial

• Waitlist

• Ended

Choose enrolment type:

• Full enrolment

• Trial

Add optional:

• End date

• Internal notes

Click Enrol Student to confirm.

Method 2: From the Class Itself

Go to Classes → select class → Enrol Student

Best if:

You’re working class-by-class adding students.

Select student → set status → save.

Method 3: From All Students List

Go to:

Students → All Students

Find student → click Add to Class

Select class and confirm.

Best for: Working through your student list one at a time.

All three methods do the same thing — use whichever feels easiest.

Once Students Are Enrolled

Once enrolled:

• Tuition calculates automatically

• Students appear in rolls

• Attendance tracking begins

• Billing becomes active

At this point your core setup is complete.

Next Step

In the next guide/video, you’ll move into:

Trials

• How trial students work

• How to manage them

• How trials convert into full enrolments

This is where Class Manager really starts to automate your studio operations.