01
Search and filter the way academy owners actually think
Search by name, email or phone, then narrow by birth year, gender, location or level when you need the right slice fast.
Students, attendance and billing context
A student page should answer the question before the parent asks.
In a tennis academy, one player record touches schedules, groups, billing, notes, discounts, credits and attendance. FlexCademy gives owners one calm student area so you can see who the player is, what changed, what they owe and what needs attention next.
Searchable student list with overdue totals
Profile with billing, level, notes and mixed-fee rules
Discounts, credits, invoices and attendance in one record
Student control view
One player record can remove a lot of small uncertainty
Open the student and the usual follow-up questions stop bouncing between the office, the coach and the parent.
List view
Filters, groups and overdue at a glance
Search the academy fast and spot who needs attention before you open the profile.
Profile
Contact, billing and coaching context together
Keep billing email, phone, level and J+S details where the office actually needs them.
Money
Discount, credit and invoice trail
Special pricing stops living in memory or side notes.
History
Attendance and notes that stay readable
Missed sessions and internal context stop disappearing into chat threads.
The real job
This is not a contact list. It is your academy memory.
Most owner friction is not dramatic. It is tiny uncertainty repeated all day. Student management gets lighter when the right answer is already attached to the player.
- Has this player already been given a discount or credit?
- Which groups are they in right now, and where do they train?
- Are invoices going to the right billing email?
- Has this player been attending, missing sessions or still waiting for review?
- Can we add them to a season or camp without creating duplicate work?
The calmer alternative
One record, many fewer rescue questions.
FlexCademy keeps the student list, the student profile and the financial exceptions tied together. Owners can open one player and see the parts that usually trigger back-and-forth: level, groups, notes, debt, credits, discount and attendance trail.
Search the academy by name, email or phone instead of asking around
Spot overdue amounts before month-end becomes a surprise
Keep internal notes with author and timestamp, not in a side chat
Make a level change, invoice or billing fix without leaving the student flow
Start from the list
The overview tells you who needs attention before you open a profile.
A good student list is not just a directory. It is a control screen for the academy office. FlexCademy lets you filter the list quickly, see where each player belongs and surface money questions before they spread.
02
Read the important signals straight from the table
Each row keeps level, attendance score, current groups and overdue amount visible, so the next action becomes obvious.
03
Fix a level in seconds, not in a separate cleanup round
Open the quick level popup from the list and update the player's level without breaking your flow.
04
Start the record from the right entry point
Add a student with or without a season application, copy the public enrollment link for self-service sign-up, and keep deleted students restorable instead of lost.
Open the student
One profile can hold the details owners usually chase in five places.
Once you open a student, the page stops being a contact card and becomes working context. This is where billing, coaching context and family follow-up stop drifting apart.
The practical basics are already where you need them
Email, billing email, phone, address, birth date, gender, level and J+S number stay on one screen, together with edit, archive and restore actions.
- Keep the contact email and the invoice email separate when a family needs that split
- Show attendance score at the top, not buried in another tab
- Toggle mixed-fee eligibility directly on the profile for 1:1 pricing rules
- Open the current record, update it, archive it or restore it without rebuilding history
Discounts, credits and invoice clarity
The money exceptions stop living in memory.
Most billing pain does not come from normal invoices. It comes from the exceptions: one sibling discount, one make-good credit, one invoice that still has not been paid, one parent asking what happened last month.
Keep pricing exceptions on the student, not in a notebook
FlexCademy lets owners update the student discount, add positive or negative credits with a reason, and keep the running credit total on the same profile where the invoice history lives.
- Set an individual discount percentage and update it from the profile
- Add credit or correction amounts with a clear reason
- Keep the full credit history visible, including who added it
- Remove fresh credit mistakes without manual database cleanup
- Stop asking twice whether a special deal was already applied
01
Family-aware accounts, without the workaround
When a new child uses an existing family email, FlexCademy links the student to the same account instead of forcing duplicate parent records.
02
Notes stay attached to the player
Leave normal notes or owner-only notes with author and timestamp, so context survives staff changes and busy weeks.
03
Group context stays visible
The list and the profile keep the player's groups close, including day, time, location and courts, so trainers and owners stay aligned.
04
Outstanding invoices are visible before they become awkward
The main student list shows overdue totals, so debt surfaces while you are still looking at the player, not weeks later.
05
Manual invoices are one click away
Create a new invoice straight from the student page when you need to bill something outside the normal season or camp flow.
06
The invoice trail stays readable
See issued date, purpose, total and status, with clear paid, due, overdue or credit-memo markers on every invoice.
Attendance and training trail
When someone asks what really happened, the record can answer.
Parents remember the missed lesson. Owners remember the unpaid invoice. Trainers remember the court change. The student page should hold the story together.
Attendance score
See the simple ratio first
One quick score shows attended sessions against the reviewed total, so you can read the pattern before opening the full history.
Attended
The training trail stays visible
Past sessions keep their attended status together with location, court and date, so real court time does not dissolve into memory.
No-show
Missed sessions are not hidden
No-shows stay part of the student's timeline, which makes follow-up calmer and fairer.
Needs review
Unconfirmed sessions do not pretend to be clean
If attendance was not reviewed yet, the record says so clearly instead of quietly acting finished.
The timeline makes the awkward questions smaller
Open the reverse-chronological history and you can quickly see how much this player has been on court, which sessions were missed, and where to jump next when a detail matters.
- Each timeline item keeps status, date, location and courts together
- Owners can jump straight into the linked training when the full session context matters
- The list reveals more history progressively instead of dumping everything at once
- You are not reconstructing recent weeks from chats, trainer memory and bank statements
The record keeps working after the profile is saved
Students stay connected to seasons, camps and planning.
A student record only becomes useful when it keeps helping after creation. FlexCademy ties the player back into the flows that owners actually run every week.
Create a student inside the real academy workflow
New students can be created as standalone records or directly inside a season application flow, with the fields owners actually need to collect before planning begins.
Choose whether to add a simple student record or start from a season application
Capture preferred locations, times per week and full availability on the same creation flow
Send account setup and password instructions automatically when you want the family informed right away
Keep level assignment attached from day one instead of fixing it later
01
Pull existing students into a season without retyping anything
Search the academy list, see level context and add an existing player into the season application flow with one click.
02
Add existing students to camps with cleaner invoice logic
Search the academy, add a player to a camp, set a manual price when needed and keep already invoiced camp students clearly marked.
03
Future absences can live on the student, not in WhatsApp
Temporary exclusions keep from, until and reason attached to the player, so planners can see who is away before the week starts falling apart.
04
Deleted is archived, not erased
Keep deleted students in a separate restore list, so breaks or departures do not wipe away the trail.
In plain language
What this changes for the owner
You stop hunting for the student story. One page tells you who the player is, where they train, what the family owes, what special pricing exists and what has happened recently.
Keep the rest connected
Student management gets more useful when the pages around it are already linked.
The student page becomes much more valuable when it can hand off cleanly into the season, camp, invoice and family-facing experience.
01
Seasons
Create or add students into season applications without rebuilding the same context twice.
02
Camps
Pull existing players into camp rosters and keep the price and invoice story clean.
03
Invoices
Keep overdue totals, manual invoices and special pricing close to the right player.
04
Student app
Give families the calm front-end once the owner side of the student record is clear.
Book a demo
Bring one messy student record to the demo.
Show us the player with the special discount, the missed sessions, the billing email confusion or the open invoices. We will walk through how FlexCademy keeps it cleaner.