Student records

Find a student by name, filter the roster by status, and open their contact details, programs, notes, and recorded promotions. In Students, select a student's name and choose Edit to change their profile fields.

What goes in the profile

Identity and contact: Legal and preferred names, date of birth, email, phone, address, and a separate emergency contact with a name, phone, and relationship. These fields remain editable after enrollment.
Status and programs: Admin and Front Desk can choose Active, Trialing, Inactive, Paused, or Canceled; change the membership start date; and set a hold window. They can select more than one program for the same student.
Notes and tags: Staff edit one notes field and comma-separated tags. Use the notes for details such as a planned break or an instructor observation. This is not a dated message feed, and saving a note does not notify the family.
Current rank and history: A current belt can exist without a recorded promotion history, for example after an import. The history lists recorded rank changes. Editing contact details or notes does not rewrite those entries.

How ranks and promotion history work

A student, a guardian, and a payer have different records

A parent may appear in both contact and billing information. That does not turn two children into one training record.

Worked household example with fictional names

Maya Tanaka

Juniors karate, yellow belt. Her own attendance and promotion history.

Leo Tanaka

Juniors karate and youth judo. His own program memberships and rank progression.

Alex as guardian: When staff add each child, they can enter one guardian's name, relationship, email, and phone. A minor's profile displays the primary guardian. Entering Alex on both records is not a shared household editor.
Alex as payer: Billing keeps the payer's contact details and payment records separately. When an existing Alex payer is available, Admin or Front Desk can select that payer on each child's external billing enrollment. This does not combine their training records or charge Alex.

Staff review each child's attendance in Schedule or Reports and recorded promotion history on the student profile.

Changing a phone number

The student and emergency-contact phone fields can be changed in Edit student. Guardian fields in that form are read-only after creation. Changing the student's phone does not update the guardian or billing payer, so the profile editor is not a way to update the whole family at once.

Koaryu does not provide a parent portal or a shared sibling workspace. Do not treat matching guardian names as automatic household linking, consolidated invoices, or a family discount.

What a payer record supports

Who can edit what

Admin and Front Desk can add students and manage status, hold dates, program assignments, and roster imports.
Instructors can edit ordinary profile information, including contact details, emergency details, notes, and tags. They cannot change status, hold dates, membership start date, or programs.
Admin and Instructor can record promotions. Front Desk cannot. Billing is available to Admin and Front Desk only.

What comes across in a CSV

Map names, contact and emergency details, guardian fields, notes, tags, programs, and current belt. Preview and validate the rows before importing. This creates student records; it does not reconstruct attendance or promotion history, and billing columns are excluded.

CSV example and import instructions