A student is the person who attends. A family is who gets invoiced. Keeping those separate is what lets you bill one household once for three children in six classes, and message a parent without digging through each child's record.
Students
Who are your students?
students are the people who attend classes at your school. Each student can be enrolled in multiple classes, has a level per course, and can be linked to one or more contacts who manage their account. students can also be associated with an account that determines who pays for their enrollment. If you're just getting started, add a few students and then enroll them in classes.
The Students screen in alinaflow
The list opens filtered to Active. Switch the dropdown to Lead, Trial or Former to see the others. Use Fields to choose which columns you see, and search by name, email or phone. Click any student to open their full record. The phone and email in each row link straight into the inbox, so you can message a family without leaving the list.
Inside a student record
A student record
The record is organised into tabs: Health, Makeup credits, Skills, Tickets, Rentals, Evaluations, Certificates, Documents, Scholarships. Each one is scoped to this record, so what you see is only this record's data.
Health
Allergies, medications, conditions and emergency contacts. The information a teacher or a counsellor needs to find in seconds without leaving the lesson.
Health tab
Makeup credits
Credits earned when this student missed a recoverable session, each with its expiry. Families book against these themselves rather than asking you to find a slot.
Makeup credits tab
Skills
Progress against the skills defined for their course, marked as covered, practised or demonstrated. This is what a parent sees when they ask why their child is still on the same level.
Skills tab
Tickets
Show tickets bought for or by this student, with the seat where the venue has a seat map.
Tickets tab
Rentals
Equipment currently out with this student, when it went out and when it is due back. The rental fee rides on the family invoice rather than being collected separately.
Rentals tab
Evaluations
Every assessment this student has sat, with the result and what it changed. A pass can move them to the next level and generate a certificate.
Evaluations tab
Certificates
Certificates this student has been issued, with the date and the QR code that validates each one. Issued automatically when an evaluation passes, or by hand.
Certificates tab
Documents
Files held against this student: enrolment forms, medical notes, photo permissions, ID. Upload here rather than keeping them in an inbox.
Documents tab
Scholarships
Any named discount attached to this student, and what it covers. Invoicing applies it automatically, so the reason for a reduced amount stays visible.
Scholarships tab
Key fields
level - The student's current skill tier for a given course. Tracked per course.
contact - The person responsible for this student (parent, guardian, sponsor, or the student themselves if adult).
account - Which account gets invoiced for this student's enrollment.
Status - 'Active' means currently enrolled. 'Inactive' means paused or graduated. Only active students count toward your plan limit.
Families
What is an account?
An account is the billing center for one or more students - it represents who pays and who is responsible. Individual adults who pay for themselves are managed from their student profile. This section shows accounts where someone else pays: families, companies, or sponsors. Each account has contacts (parents, guardians, emergency contacts, authorized pickups), a balance, and payment history. When you register a new student, you link them to an existing account or create a new one.
The Families screen in alinaflow
A family is the billing unit. Open one to see every student attached to it, one running balance, and the contacts who can be messaged. Open Balance and Payer Rating are the two columns worth watching: the first is what is owed right now, the second is how reliably this household has paid in the past.
Adding a new family
The new family form
Inside a family record
A family record
The record is organised into tabs: Billing, Ledger, Tickets, Rentals, Certificates, Scholarships. Each one is scoped to this record, so what you see is only this record's data.
Billing
How this family pays: their saved payment method, billing contact and any terms that differ from your defaults.
Billing tab
Ledger
The full financial history for the household in one running list: every charge, every payment, every credit, and the balance after each. This is the tab to open when a parent disputes what they owe.
Ledger tab
Tickets
Show tickets bought by anyone in the family, across all their students.
Tickets tab
Rentals
Everything the family currently has out on rental, across all their students.
Rentals tab
Certificates
Certificates earned by every student in the family, gathered in one place.
Certificates tab
Scholarships
Discounts attached to this household, and which students they apply to.
Scholarships tab
Key fields
Display Name - How this account appears in lists and invoices. For families, typically the last name (e.g., 'Garcia Family'). For companies, the company name.
contacts - The people on this account: parents, guardians, emergency contacts, or authorized pickups. Each one can have portal access to view schedules, track progress, and make payments.
Open Balance - How much this account currently owes. Positive = owes money. Updated automatically when invoices are created or payments are received.
Payer Rating - A reliability score (Excellent, Good, Fair, Poor) to track payment behavior at a glance. Helps identify accounts that need follow-up.
Status - 'Active': all good, students are enrolled. 'Suspended': students keep their spots in classes but can't attend (e.g., unpaid debt). 'Drop': permanently withdraws all students from classes - cannot be undone.
Documents
students documents
Track waivers, permits, medical forms, and any signed paperwork tied to a student. Each row is one signature against one template version - older versions stay valid; revising the template just changes what gets sent next.
The Documents screen in alinaflow
Files attached to a student record: enrolment forms, medical notes, photo permissions, ID. Upload here and they stay on the student rather than in someone's inbox. If your setup needs a document before a student can start, this is where staff will look for it.
Key fields
Version - Each row records which template version was signed. Revising a template never invalidates earlier signatures.
Tasks integration - Pending and sent signatures show up in your Tasks inbox so they don't get forgotten.
Registration gate - Templates marked 'required at registration' block create-student until each row is sent, marked on paper, or skipped with a reason.
DocuSign - Connect on the Integrations page to send documents for e-signature in one click; webhook-driven status updates land here.
Manual flow - Without a provider, upload scanned wet-signed PDFs and mark the row OnPaper to record the signature.
Document signatures
What is a document signature?
One row is one person signing one version of one template. The same record type backs the student, teacher and staff document lists, so a waiver sent to a family and a contract sent to a teacher are the same thing underneath.
The Document signatures screen in alinaflow
Open any row in the student, teacher or staff document lists and you land here. The record shows which template version was sent, who it went to, where it is in the signing flow, and the signed file once it comes back. Versions matter: a signature is bound to the version that was current when it was sent, so revising a template later changes what gets sent next without invalidating anything already signed.
Inside a document signature record
A document signature record
Key fields
Version - Each row records which template version was signed. Revising a template never invalidates earlier signatures.
Tasks integration - Pending and sent signatures show up in your Tasks inbox so they don't get forgotten.
Registration gate - Templates marked 'required at registration' block create-student until each row is sent, marked on paper, or skipped with a reason.
DocuSign - Connect on the Integrations page to send documents for e-signature in one click; webhook-driven status updates land here.
Manual flow - Without a provider, upload scanned wet-signed PDFs and mark the row OnPaper to record the signature.
Scholarships
Scholarships
Track financial-aid requests start to finish. Lifecycle: request → decide → call the family → discount auto-applied. Pending and awaiting-call rows surface in your Tasks inbox.
The Scholarships screen in alinaflow
A named discount tied to a student rather than to a price. Create the scholarship, attach it, and invoicing applies it automatically from then on. Use this rather than editing individual invoices, so the reason for the reduced amount stays visible.
Adding a new scholarship
The new scholarship form
Inside a scholarship record
A scholarship record
Key fields
No automatic notifications - sensitive topic. Staff must call the family before marking the result as communicated.
On Approve + Communicate, alinaflow auto-creates a Discount on the family's account so future invoices honour the % off + fee waivers. Reopening revokes the discount.
Pending and awaiting-call scholarships surface in the Tasks inbox so they don't get forgotten.
Works for both Lead accounts and existing-customer accounts - retroactive aid is supported.
Drop List
Drop list
Future-dated drops in flight. When a family notifies a future leaving date, mark them here so today's seat stays occupied (still on the roster, still counted in MaxStudents) but the spot is flagged freeing-on-X for the Enrollments team to sell.
The Drop List screen in alinaflow
Students scheduled to leave, with the date they go. Because the drop is scheduled rather than immediate, they keep their seat and keep being billed until the date arrives, and you get a list of who is on the way out while there is still time to change their mind.
Key fields
The student stays Active until the scheduled date hits - a daily cron flips them to Inactive on that day. Cancelling the scheduled drop reverses the mark, unless a successor enrollment has already claimed the future seat.
Each freeing seat can be sold ONCE. Selling a future spot ties the new enrollment as the predecessor's successor; capacity stays correct because the predecessor counts today, the successor counts after the date.
If the family decides to leave immediately, use Drop now - that's the standard inactivation flow (today's seat frees up right away).
Former students
What is the Former Students view?
An exit-interview list - every student that's been marked Inactive with a drop date shows up here so the team can capture the family's own words. Closing the loop on every drop is how you spot churn patterns before they spread.
The Former students screen in alinaflow
Everyone who has left. Kept separate from Active so your counts stay honest, and kept rather than deleted so the history, the payments and the reason they left are all still there if they come back.
Key fields
Who shows up: a student flagged Inactive with a drop date. Just-Inactive (paused / on hold) rows do NOT surface here.
Pending feedback toggle - filters to rows where the family was never asked or no quote was captured. Treat it as a daily/weekly inbox to clear.
Click any row to open the feedback modal - drop date, reason (from your Churn Reasons list), and the family's verbatim words. No automatic emails are sent.
Each row carries balance, age, enrollment span, churn reason, who taught them, and what classes they were in - enough context to make sense of every quote without leaving the page.
Mass Communications
What are Mass Communications?
Send the same message - Email, SMS, or WhatsApp - to a group of Accounts (filtered by Location, Course, or Class), Instructors (filtered by Location or Class taught), or Staff (filtered by role). Pick channels, type subject + body, send now or schedule for later. Recurring rules (daily, weekly, monthly) keep firing without re-creation - useful for end-of-month payroll review reminders, monthly newsletters, or weekly attendance check-ins. Each send shows who received what on which channel and which recipients had no contact info.
The Mass Communications screen in alinaflow
One message to many students or families at once. Pick the audience, write once, send on the channel each recipient uses. Best for announcements that genuinely apply to everyone in a cohort, such as a term date change or a closure.
Adding a new mass message
The new mass message form
Surveys
What is a Survey?
A reusable feedback campaign. Pick the audience, pick the channel (phone call or external Google/Typeform link), pick the schedule, and the system fans it out per cohort member. Three are seeded for every workspace: 1-month adaptation feedback, exit interview, and a quarterly NPS pulse for 90+ day tenure. Admin can rename, switch channel, or disable any of them.
The Surveys screen in alinaflow
Structured feedback rather than free-form messages. Send a survey to a cohort and collect answers against the student record, so a pattern of unhappiness shows up next to attendance and payment history rather than in a separate tool.
Adding a new survey
The new survey form
Inside a survey record
A survey record
Key fields
Generic = open-ended notes + optional rating + sentiment. NPS = required 0-10 score with auto-derived Promoter/Passive/Detractor category. ExitInterview = writes back to the student's churn-feedback fields, so the former-students view stays the source of truth. ExitInterview locks the audience to former-students-no-feedback because the survey only makes sense against churned students.
The cohort is fixed by preset (covers what most schools actually run). Optional Location and Course filters AND-narrow it further. The full filter builder lands when the upcoming Mass Communications feature stabilises.
PhoneCall surfaces a Task per response - staff calls and records the outcome. ExternalLink AUTO-SENDS the form URL to each subject via Email + SMS + WhatsApp (per the workspace's per-channel toggles in Admin → Notifications). Auto-send happens both when staff hits Run now AND when the daily cron fires the survey - no manual step required. Generic and NPS link responses auto-complete on send (we don't read back the form answers until the webhook ingestor ships). ExitInterview link responses stay Pending so staff can transcribe the churn reason + feedback into the student record - the survey is still self-serve for the family, but the writeback is staff-side.
Daily fires every day; use it with cohort presets like exit interview or 1-month adaptation (the dispatcher dedups per-subject so the same person isn't re-queued). OneOff fires once on RunsAt. Monthly fires on DayOfMonth (1-28). Quarterly fires on DayOfMonth in Jan / Apr / Jul / Oct. Use Run now to fire ad-hoc without waiting for the schedule.
No articles match your search. Try a different keyword or contact us.
