Follow up with a trial family and create their student record
Open Leads and choose Add lead for a new inquiry, or select an existing lead to open its details. Admin and Front Desk can assign it, change its stage, schedule a follow-up, and convert it to a student. This example follows the actions and resulting records.
One inquiry from Tuesday to Monday
Fictional staff plan for September 2026
- Tuesday, September 22
Add Alex's inquiry
Select Juniors as the program, mark Alex as a minor, enter guardian Jordan's name and contact details, and assign a staff member. Set Follow-up date to September 24. Initial Notes can say, "Jordan asked whether Tuesday classes fit Alex's schedule." Check these details before saving; the lead inspector has no editor for them.
- Thursday, September 24
Contact the family, then record the action
The follow-up is due today; it becomes overdue if left for a later day. Staff call Jordan outside Koaryu. Jordan is still deciding, so choose Mark contacted. That clears September 24 from the lead's follow-up date and adds a generic contact entry to its activity trail. The saved status reads "No follow-up scheduled", even if the date input still displays the previous date. It does not save a transcript or a new note.
- After Thursday's call
Give the pending inquiry another date
Explicitly enter September 28 in Follow-up date and choose Reschedule. Confirm that the new date appears on the lead. If you change the date before Mark contacted, that action clears it again. Keep detailed call notes in your staff's existing record while the lead inspector has no notes editor.
- Monday, September 28
Convert only after the family agrees
When Jordan confirms enrollment, choose Convert to student. Koaryu opens Alex's new profile. Check the program, student contact, and initial notes. Choose Edit, then Guardian, to verify Jordan's linked contact details. If Jordan declines because the schedule won't work, use Mark lost with Timing instead. Other reasons are No-show, Price objection, No response, and Other.
What staff can record
| When | Available fields or actions | Boundary |
|---|---|---|
| Add new lead | First and last name, email, phone, source, program, minor and guardian details, assigned staff, follow-up date, and initial Notes. | The inspector displays the saved identity, contact, source, program, guardian details, and notes, but has no edit controls for those fields. |
| After creation | Change Stage or Owner; set a Follow-up date with Reschedule; Mark contacted; Mark lost; Convert to student. | Mark contacted clears the follow-up date. The adjacent Move to stage action also marks contact and clears the date. Reschedule afterward if a follow-up is still needed. |
Stages describe progress
The stages are Inquiry, Trial Scheduled, Trial Completed, Offer Sent, and Enrolled. Trial Scheduled does not book a class. There is no separate trial-date field; keep the booking in your scheduling process. Offer Sent does not send an offer. Changing to Enrolled performs the student conversion. Closed Lost records a declined or ended inquiry with a reason.
Check what arrived in the student profile
| Lead information | Student result |
|---|---|
| Alex's name, email, and phone | Copied to the new student. Guardian contact details remain separate; they do not replace Alex's contact fields. |
| Selected Juniors program | Used for the student's program. In this example Juniors is an active program selected when the lead was created. |
| Minor selected and guardian name Jordan Morgan entered | Creates a linked guardian with the supplied guardian email and phone. Both the minor flag and a guardian name are needed. Verify the contact under Edit, then Guardian; the lead does not supply a date of birth for the student's minor status. |
| Initial Notes | Copied to student Notes. The lead's activity timeline is not copied into that field. |
| Convert to student on September 28 | Creates an active student with September 28 as the membership start date in the studio's timezone. The lead becomes Enrolled and its follow-up date clears. |
Add the child's confirmed date of birth
In Students, open the new student and choose Edit. Guardian shows the linked contact for reference, even when it is not visible on the main profile. Those guardian fields cannot be changed in this form. Open Basic Info, enter the child's confirmed Date of birth, and choose Save changes. The student profile derives minor status from that date and shows Primary guardian for students under 18.
Conversion creates the student record. It does not attach tuition, start a subscription, or charge the family. Admin and Front Desk can manage and convert leads; Instructors cannot perform those actions.
Check tuition setup and billing availability