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Managing Students in Class Groups

This guide explains how to add and remove students from a class group, and how to sync student enrollments to sessions after making changes.

Required Roles​

ActionAllowed Roles
View studentsAll roles (including Trainers)
Add/remove students from groupSuper Admin, Master Licensee, Center Admin
Sync student enrollmentsSuper Admin, Master Licensee, Center Admin

Note: Trainers have view-only access and cannot modify group membership.

Understanding the Two Levels​

There are two levels of student assignment in BrainFit Scheduling:

LevelDescriptionEffect
Group MembershipStudent is a member of the class groupStudent appears in the group's student list
Session EnrollmentStudent is assigned to specific sessionsStudent appears in session attendance

Important: Adding a student to a group does NOT automatically add them to existing sessions. You need to either:

  1. Use Sync Student Enrollments to add them to all future sessions, OR
  2. Manually add them to specific sessions

Adding Students to a Class Group​

Step-by-Step​

  1. Navigate to the Class Group Detail page

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  1. Find the Students section in the right sidebar
  2. Click the Assign Students button (blue button)

In the Assign Students Modal​

  1. You'll see a list of available students from the associated class(es)

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  1. Each student shows:

    • Name
    • Email and username
    • Parent information (if available)
    • Source class (shown as a purple badge)

  2. Check the box next to each student you want to add

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  1. Click Assign Selected Students

After Adding Students​

The students are now group members but are NOT yet in any sessions. To add them to sessions:

Option A: Sync to all future sessions

  • Use the Sync Student Enrollments button (see below)

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Option B: Add to specific sessions only

  • Go to each session and use "Add/Remove Students" feature

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Removing Students from a Class Group​

Step-by-Step​

  1. Navigate to the Class Group Detail page
  2. Find the student in the Students section
  3. Click the X button (red) next to the student's name
  4. Confirm the removal when prompted

What Happens When You Remove a Student​

  • Student is removed from the group membership
  • Student remains in any existing session enrollments (attendance records)
  • To fully remove from sessions, you need to manually remove from each session

Important Considerations​

  • Removing a student does NOT delete their attendance history
  • If the student has session change requests, those remain in the system
  • Consider the timing - removing mid-term affects reporting

Syncing Student Enrollments to Sessions​

The Sync Student Enrollments feature adds ALL current group members to ALL future sessions.

When to Use Sync​

ScenarioUse Sync?
Added new students, want them in all future sessionsYes
Generated new sessions, students not enrolledYes
Want to ensure consistency across all sessionsYes
Only want specific students in specific sessionsNo (use manual method)

Step-by-Step​

  1. Navigate to the Class Group Detail page
  2. Find the Quick Actions section (bottom of right sidebar)
  3. Click Sync Student Enrollments (blue button)
  4. Confirm when prompted: "This will enroll all assigned students in existing future sessions. Continue?"
  5. Wait for the sync to complete

What Sync Does​

For each FUTURE session in the group:
  For each STUDENT in the group:
    If student NOT already in session:
      Add student to session with status "Assigned"

What Sync Does NOT Do​

  • Does NOT remove students from sessions
  • Does NOT affect past sessions (completed sessions)
  • Does NOT change existing attendance statuses
  • Does NOT add students who are not group members

Managing Students in Individual Sessions​

For more granular control, you can add/remove students from specific sessions.

Accessing Session Student Management​

  1. In the Sessions section, find the session

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  1. Click the Add/Remove Students icon (➕ green user-plus icon)

The Add/Remove Students Modal​

The modal shows two columns:

Left ColumnRight Column
Available StudentsAssigned Students
Group members NOT in this sessionStudents currently in this session
Click "Add" to assignClick "Remove" to unassign

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Adding a Student to a Session​

  1. Open the Add/Remove Students modal
  2. Find the student in the Available Students column (left)
  3. Click the Add button next to their name
  4. Student moves to Assigned Students column

Removing a Student from a Session​

  1. Open the Add/Remove Students modal
  2. Find the student in the Assigned Students column (right)
  3. Click the Remove button next to their name
  4. Confirm removal
  5. Student moves back to Available Students column

Note: Removing a student from a session does NOT remove them from the group.

Common Workflows​

Workflow 1: New Student Joins Mid-Term​

  1. Add to group: Assign Students > Select student > Assign
  2. Sync to sessions: Quick Actions > Sync Student Enrollments
  3. Result: Student is in all future sessions

Workflow 2: Student Joins for Specific Sessions Only​

  1. Add to group: Assign Students > Select student > Assign
  2. Add to specific sessions:
    • Go to each desired session
    • Click Add/Remove Students
    • Add the student
  3. Result: Student is only in selected sessions

Workflow 3: Student Leaves the Group​

  1. Remove from group: Click X next to student name > Confirm
  2. Optionally remove from sessions:
    • If you want to keep attendance history: Do nothing
    • If you want to remove from future sessions: Remove from each session manually

Workflow 4: New Sessions Generated, Students Missing​

  1. Check: Verify students are group members (in Students list)
  2. Sync: Quick Actions > Sync Student Enrollments
  3. Result: All group members added to new sessions

Workflow 5: Transfer Student Between Groups​

  1. In old group: Remove student from group membership
  2. In new group: Add student via Assign Students
  3. In new group: Sync Student Enrollments (or add to specific sessions)

Viewing Student Information​

Student Actions Available​

In the Students section, each student has these icons:

IconActionDescription
📅 CalendarSession HistoryView all sessions this student attended
📋 TasksOnboarding TasksView/manage onboarding progress
❌ XRemoveRemove student from group

Viewing Session History​

  1. Click the calendar icon next to a student's name
  2. View their complete history:
    • All sessions assigned
    • Attendance status for each
    • Summary statistics

Quick Reference​

Add Student to Group​

Class Group Detail > Students section > Assign Students > Check student > Assign Selected Students

Remove Student from Group​

Class Group Detail > Students section > Click X next to student > Confirm

Sync All Students to All Future Sessions​

Class Group Detail > Quick Actions > Sync Student Enrollments > Confirm

Add Student to Specific Session​

Sessions section > Click ➕ icon > Available Students > Add

Remove Student from Specific Session​

Sessions section > Click ➕ icon > Assigned Students > Remove

Troubleshooting​

IssueCauseSolution
Student not showing in Assign modalStudent not in associated class(es)Check if student is enrolled in BrainFit HQ class
Student in group but not in sessionsNot synced after addingUse Sync Student Enrollments
Can't remove studentTrainer roleOnly admins can modify membership
Sync not workingNo future sessionsGenerate sessions first, then sync
Student showing in old sessions after removalBy designRemoving from group doesn't affect existing enrollments

Best Practices​

  1. Add students to group first before generating sessions
  2. Use Sync when you want all students in all sessions
  3. Use manual method when students have different schedules
  4. Don't remove students unnecessarily - it's often better to mark as inactive
  5. Check session enrollments after adding new students to verify sync worked

Last Updated: December 2025