Student Enrollment & Management | Documentation

1. Overview

Student enrollment is the foundation of your dojo management. DojoMaster makes it easy to add new students, maintain comprehensive profiles, and manage your entire student roster. Whether you're enrolling students one at a time or importing hundreds from a spreadsheet, DojoMaster streamlines the process while ensuring data accuracy and completeness.

What You Can Do

Add Individual Students: Create detailed student profiles with personal, emergency, and medical information
Bulk Import: Import multiple students at once from Excel/CSV files
Assign Belt Ranks: Set current belt rank and track progression
Enroll in Classes: Register students for classes and programs
Link Parents: Connect parent accounts to student profiles for family management
Manage Profiles: Update student information, track progress, and maintain records
Deactivate/Archive: Manage inactive students while preserving historical data

2. Prerequisites

Before enrolling students, ensure you have:

✓Admin, Sensei, or Sempai role in your club
✓Belt system configured (see Belt System Configuration Guide)
✓Student information ready: Personal details, emergency contacts, medical information
✓For bulk imports: Excel/CSV file formatted correctly (see Section 6)

3. Adding a New Student

Follow these steps to add a new student to your dojo:

1.Navigate to Students from your dashboard
2.Click "Add Student" or "New Student" button
3.Complete the student enrollment form with the following information

Personal Information (Required)

First Name & Last Name: Student's legal name (2-50 characters each)

Email Address: Valid email for account creation and communications

Date of Birth: Student's birth date (used for age calculations and age-group assignments)

Phone Number: Australian phone number format (optional but recommended)

Student-Specific Information

Student Number: Auto-generated unique identifier (can be customized if needed)

Preferred Name: Name the student prefers to be called (optional)

Current Belt Rank: Select from your configured belt system (optional, can be assigned later)

Enrollment Date: Date the student joined your dojo (defaults to today)

Emergency Contact (Required)

Contact Name: Full name of emergency contact person

Contact Phone: Emergency contact's phone number (Australian format)

Relationship: Relationship to student (e.g., "Parent", "Guardian", "Spouse")

Medical Information (Optional but Recommended)

Medical Conditions: Any relevant medical conditions instructors should be aware of (max 500 characters)

Allergies: Known allergies (food, medication, environmental)

Medications: Current medications the student is taking

Additional Notes

Notes: Any additional information about the student (learning preferences, goals, special considerations) - max 1000 characters

💡

Pro Tip

Complete medical information helps instructors provide safer, more personalized training. Encourage parents/guardians to provide comprehensive medical details during enrollment.

4.Review all information for accuracy
5.Click "Save" or "Create Student" to complete enrollment

Upon successful enrollment, DojoMaster will:

•Create a user account for the student
•Generate a unique student number
•Send a welcome email with login credentials (if email notifications are enabled)
•Add the student to your club roster

4. Assigning Belt Ranks

You can assign or update a student's belt rank at any time:

During Enrollment

Select the student's current belt rank from the dropdown in the enrollment form. This is optional - you can assign it later if needed.

After Enrollment

1.Navigate to Students and find the student
2.Click on the student's name to open their profile
3.Click "Edit" or "Edit Profile"
4.Select the new belt rank from the "Current Belt Rank" dropdown
5.Click "Save" to update

⚠️

Important

For formal belt promotions, use the Grading Events feature instead of manually updating belt ranks. This ensures proper tracking of grading history and requirements.

5. Enrolling Students in Classes

After adding a student, enroll them in classes:

1.Navigate to Classes from your dashboard
2.Select the class you want to enroll the student in
3.Click "Enroll Students" or "Manage Enrollment"
4.Search for and select the student(s) to enroll
5.Click "Enroll" to confirm

DojoMaster will automatically check:

•Age Requirements: Student meets minimum age for the class
•Belt Requirements: Student has the minimum belt rank required
•Capacity Limits: Class has available spots

For more details on class management, see the Class Scheduling Guide.

6. Parent-Student Linking

Link parent accounts to student profiles for family management and parent portal access:

1.Ensure the parent has a user account (create one if needed)
2.Navigate to the student's profile
3.Click "Link Parent" or "Manage Family"
4.Search for the parent by name or email
5.Click "Link" to connect the accounts

Once linked, parents can:

•View their child's progress, attendance, and belt rank
•Receive notifications about upcoming gradings and events
•Communicate with instructors through the parent portal

For more details, see the Parent Portal Guide.

7. Bulk Import via CSV/Excel

Import multiple students at once from an Excel or CSV file. This is ideal for migrating from another system or enrolling large groups.

CSV File Format

Your CSV file must include the following columns (in any order):

Column Name	Required	Format/Example
firstName	Yes	John
lastName	Yes	Smith
email	Yes	john.smith@example.com
dateOfBirth	Yes	2010-05-15 or 15/05/2010
phone	No	0412 345 678
emergencyContactName	Yes	Jane Smith
emergencyContactPhone	Yes	0412 345 679
emergencyContactRelation	Yes	Mother
currentBelt	No	White Belt
studentNumber	No	STU001 (auto-generated if blank)
preferredName	No	Johnny
enrollmentDate	No	2024-01-15 (defaults to today)
medicalConditions	No	Asthma
allergies	No	Peanuts
medications	No	Ventolin inhaler
notes	No	Prefers morning classes

Import Process

1.Navigate to Students → "Import Students" or "Bulk Import"
2.Download the CSV template (optional but recommended)
3.Prepare your CSV file with student data
4.Click "Choose File" and select your CSV file
5.Click "Validate" to check for errors
6.Review validation results (errors, warnings, duplicate emails)
7.Fix any errors in your CSV file and re-upload if needed
8.Click "Import" to process the file
9.Review import results (success count, failure count, details)

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Pro Tips for Bulk Import

• Always validate before importing to catch errors early
• Use the template to ensure correct column names and format
• Check for duplicate emails - each student needs a unique email
• Date formats: YYYY-MM-DD (2010-05-15) or DD/MM/YYYY (15/05/2010)
• Belt names must match exactly with your configured belt system
• Start with a small test file (5-10 students) before importing hundreds

8. Student Profile Management

Keep student information up-to-date by editing profiles as needed:

1.Navigate to Students and find the student
2.Click on the student's name to open their profile
3.Click "Edit" or "Edit Profile"
4.Update any fields as needed
5.Click "Save" to apply changes

You can update:

•Personal information (name, email, phone, date of birth)
•Emergency contact details
•Medical information (conditions, allergies, medications)
•Current belt rank
•Notes and preferences

9. Deactivating/Archiving Students

When a student leaves your dojo, deactivate their profile instead of deleting it. This preserves historical data while removing them from active rosters.

To Deactivate a Student

1.Navigate to the student's profile
2.Click "Edit" or "Edit Profile"
3.Toggle "Active Status" to "Inactive"
4.Optionally add a note explaining the reason (e.g., "Moved to another city")
5.Click "Save"

Deactivated students:

•Are removed from active class rosters
•Don't appear in attendance tracking
•Are excluded from grading eligibility checks
•Retain all historical data (attendance records, grading history, progress)
•Can be reactivated at any time if they return

⚠️

Important

Never delete student records unless absolutely necessary. Deactivation preserves valuable historical data for reporting, analytics, and compliance purposes.

10. Common Pitfalls & Troubleshooting

❌ Duplicate Email Addresses

Problem: Can't enroll student because email already exists.
Solution: Each student needs a unique email address. For families with multiple students, use variations like john.smith+student1@example.com, john.smith+student2@example.com.

❌ Bulk Import Failures

Problem: CSV import fails with validation errors.
Solution: Check date formats (YYYY-MM-DD), ensure all required fields are filled, verify belt names match your system exactly, and check for duplicate emails.

❌ Can't Assign Belt Rank

Problem: Belt rank dropdown is empty or doesn't show expected belts.
Solution: Ensure you've configured a belt system first. See the Belt System Configuration Guide.

❌ Student Not Showing in Class Enrollment

Problem: Can't find student when trying to enroll them in a class.
Solution: Check that the student is active (not deactivated), meets age requirements, and has the minimum belt rank required for the class.

❌ Missing Emergency Contact Information

Problem: Enrollment form won't submit without emergency contact.
Solution: Emergency contact information is required for all students. Ensure name, phone, and relationship fields are all completed.