Managing Students

Learn how to add students, track their progress, manage belt ranks, and monitor attendance. This guide covers everything you need to effectively manage your student roster.

Adding a Student

1
Navigate to Students
Click 'Students' in the left sidebar to view your student roster.
2
Click 'Add Student'
Click the 'Add Student' button in the top right corner of the students page.
3
Fill required fields
Enter the student's first name, last name, and email address. These fields are required.
4
Add optional details
Optionally add phone number, date of birth, emergency contact, parent email (for minors), and medical notes.
5
Set initial belt rank
Select the student's starting belt rank from the dropdown. This defaults to your lowest belt rank.
6
Save the student
Click 'Save' to create the student profile. They'll now appear in your roster and can check in to classes.

Importing Students from CSV

1
Open the import dialog
On the Students page, click the 'Import CSV' button next to 'Add Student'.
2
Download the template
Click 'Download Template' to get a sample CSV file with the correct column headers and example rows showing the expected format.
3
Fill in your student data
Open the template in Excel or Google Sheets. Fill in firstName, lastName, and optionally dateOfBirth (YYYY-MM-DD), email (parent email), and beltName (must match an existing belt name in your studio).
4
Upload and preview
Click 'Upload CSV' and select your file. A preview table will show all rows with validation status. Rows with errors (like unrecognized belt names) are highlighted in red.
5
Import valid rows
Click 'Import' to create student profiles for all valid rows. Invalid rows are skipped and listed separately.
6
Download PINs
After import, click 'Download PINs' to save a CSV with each student's kiosk PIN and QR token. Save this file — PINs cannot be retrieved later.

CSV import tips

You can import up to 200 students at once. If two students share the same parent email, they will automatically be linked to the same parent account. Belt names are matched case-insensitively — "white belt" will match "White Belt".

Editing Student Details

1
Find the student
Use the search bar or scroll through your student list to find the student you want to edit.
2
Click the student row
Click on the student's name or row to open their detailed profile page.
3
Click 'Edit Student'
On the student detail page, click the 'Edit Student' button to enter edit mode.
4
Update fields
Modify any field including contact information, emergency contacts, medical notes, or parent details.
5
Save changes
Click 'Save Changes' to update the student's information. All changes are logged for your records.

Belt Ranks

1
View current belt
The student's current belt rank is displayed prominently on their profile page with the belt color.
2
Promote to next belt
Click the 'Promote' button or select a new belt from the belt rank dropdown.
3
Automatic promotion record
When you change a student's belt, MyDojang automatically records the promotion with the date and creates a history entry.
4
View promotion history
Scroll to the 'Belt History' section on the student's profile to see all past promotions and dates.
5
Reset curriculum progress
When promoted, the student's curriculum checklist resets to track progress for their new belt rank.

Attendance & Progress

1
View attendance history
On the student detail page, scroll to the 'Attendance' section to see a complete history of class check-ins.
2
Filter by date range
Use the date filters to view attendance for specific time periods or months.
3
Check curriculum progress
The 'Curriculum Progress' section shows which items the student has completed for their current belt rank.
4
View completion percentage
A progress bar and percentage show how close the student is to completing all requirements for their belt.
5
Track specific categories
See progress broken down by category: Forms, Techniques, Sparring, Breaking, Self-Defense, and Theory.

Deactivating & Reactivating

1
Open student profile
Navigate to the student's detail page by clicking their name in the roster.
2
Click 'Deactivate Student'
Find the 'Deactivate' button in the student actions menu (usually in the top right).
3
Confirm deactivation
A confirmation dialog will warn you that all active billing enrollments will be cancelled. Click 'Confirm' to proceed.
4
Student becomes inactive
The student is moved to the 'Inactive' tab and can no longer check in to classes or be billed.
5
Reactivate if needed
To reactivate, go to the 'Inactive' tab, click the student, and click 'Reactivate Student'. You'll need to re-enroll them in any billing plans.

Deactivation warning

Deactivating a student cancels all active billing enrollments. This cannot be undone automatically. If you reactivate the student later, you'll need to manually re-enroll them in billing plans.

Kiosk PIN

1
Automatic PIN generation
Every student is automatically assigned a unique 6-digit PIN when their profile is created.
2
View PIN on profile
The student's PIN is displayed on their detail page in the 'Kiosk Access' section.
3
Reset PIN if needed
Click 'Reset PIN' to generate a new random 6-digit code if the student forgets theirs or for security reasons.
4
Using the PIN
Students enter their PIN at the kiosk check-in station to mark attendance. PINs are unique across your entire studio.
5
Print PIN card
Use the 'Print PIN Card' option to generate a printable card with the student's name and PIN for them to keep.

Kiosk setup

To enable kiosk check-in, visit the kiosk URL shown in Settings and bookmark it on a tablet or computer at your front desk. Students can then check in independently using their PIN.

Managing Guardians & Parents

1
View guardians
On the student detail page, scroll to the 'Guardians' section to see all parents and guardians linked to the student.
2
Add a guardian
Click 'Add Guardian' and enter the parent's email address. If no account exists for that email, one is automatically created. You can also set the relationship type (Parent, Guardian, or Emergency Contact) and a phone number.
3
Edit guardian info
Click the edit (pencil) icon next to a guardian to update their name, email address, phone number, or relationship type. Changes apply globally — if the guardian is linked to multiple students, the name and email will update for all of them.
4
Email change notification
When you update a guardian's email address, MyDojang automatically sends notifications to both the old and new email addresses so the guardian is aware of the change.
5
Remove a guardian
Click the remove (trash) icon next to a guardian to unlink them from the student. At least one guardian must remain — the last guardian cannot be removed.

Guardians and portal access

When a guardian is added, their account can be used to log in to the member portal and view their student's attendance, belt progress, and upcoming events. If you add a new guardian by email, they will receive an invite to set up their password.

Student Profile Photos

1
Upload a photo
On the student's profile page, click the camera icon on the circular avatar at the top. A file picker will open. Select a JPEG, PNG, or WebP image (max 2MB).
2
Photo updates immediately
After selecting a file, the avatar updates right away — no page reload is needed. The photo is stored securely and displayed across the student's profile.
3
Remove a photo
Click 'Remove photo' below the avatar to clear it. The silhouette placeholder will be shown instead. This action takes effect immediately.
4
Who can manage photos
Owners and managers can upload and remove student photos. Instructors can view photos but cannot upload or remove them.
5
Where photos appear
Profile photos appear on the student's detail page and are included in printed handouts: Progress Reports, Certificates, and Belt Testing flyers.

Photo tips

Use a clear, well-lit head shot for best results on printed handouts. Accepted formats are JPEG, PNG, and WebP. Files larger than 2MB will be rejected — resize the image before uploading if needed.