> ## Documentation Index > Fetch the complete documentation index at: https://docs.classquill.com/llms.txt > Use this file to discover all available pages before exploring further. # Adding students > Enrol students into your organisation, a classroom, or a 1:1 arrangement with a tutor. ## Who can add students **Org Owners** and **Org Admins** can add students. Tutors cannot add students directly. ## Steps ### 1. Go to Users → Learners From the sidebar, click **Users**, then select the **Learners** tab. ### 2. Click "Add User" Click **Add User** in the top-right corner, then select the **Student** card. ### 3. Choose an enrolment scope You'll be asked how this student should be enrolled: | Scope | When to use | | - | - | | **Organisation only** | Add the student to the org — assign to classes later | | **A specific classroom** | Enrol directly into one of your classrooms | | **A group inside a classroom** | Place them in a sub-group within a classroom | | **1:1 with a tutor** | Pair them privately with a specific tutor | For most tutoring centres, **Organisation only** is the right starting point — you can assign classrooms afterwards. ### 4. Enter student details Enter the student's name. **Email is optional** — if you only have a name (or a name and phone number), you can still create the account now and add the email later. If the student is under 18, you can also add a parent, whose email is optional too. ### 5. Choose whether to send the invite now If you entered an email, a **"Send invite now"** toggle appears: * **On (default)** — the student (or parent, for younger students) is emailed a link to create their account right away. * **Off** — the account is created quietly with no email sent. Send the invite whenever you're ready (see below). If you left the email blank, no email is sent — the account is created against an internal placeholder and shows a **"No email set"** badge on the learner's row and profile. ### 6. Add an email or send the invite later Open the student (or parent) from **Users → Learners** and use **Add email & send invite** on their profile. Enter their email and, if you want, tick **Send invite now** — this saves the email and sends the set-password link. The "No email set" badge clears once a real email is set. ## Import your whole roster from a spreadsheet Moving from Excel or another system? One upload can bring across your **students, parents, tutors, who-teaches-whom, and everyone's weekly timetable** — and invite everyone in the same pass. ### 1. Open the import Go to **Users → Learners → Add User → Import roster**, or follow the guided **Migrate your business** flow from your dashboard checklist (it walks import → subjects → availability → terms → invites and shows live progress). ### 2. Prepare the file Upload a **CSV or Excel (.xlsx)** file — the **Template** button gives you a starter. One row per person; add extra rows with the same email for students with more than one weekly lesson. Useful columns: | Column | Notes | | - | - | | `role` | `student`, `parent`, or `tutor` (blank = student) | | `full_name`, `email`, `phone` | Email is optional for students — accounts without one get a "No email set" badge | | `subject` | Plain names are fine — "Year 9 Maths" works; you'll confirm any uncertain matches | | `tutor_email` | Assigns the student to that tutor (a tutor row in the same file, or an existing member) | | `day`, `start time`, `duration`, `mode`, `recurrence` | The weekly lesson: e.g. `Tuesday`, `4:00 PM`, `60`, `online`, `weekly` or `fortnightly` | | `child_email` | Parents: the email of their child in the same file | ### 3. Map, match subjects, review The wizard auto-detects your columns (adjust anything it guessed wrong), then asks you to confirm any subject names it isn't sure about — nothing is ever silently dropped. The preview shows every person, their lessons, and any row problems before anything is created. ### 4. Choose the schedule window and invites If your file has lesson columns, pick what the recurring schedules run against — a **term** you've created (Settings → Terms) or a **number of weeks** from a start date. The **"Send invite emails now"** toggle (on by default) controls whether everyone gets their set-password email immediately. ### 5. Import and check the results The wizard creates accounts first, then books every lesson as a confirmed recurring session on your org calendar. The result table shows three things per person — **Account** (created / linked / failed), **Schedule** (sessions booked, or any time conflicts skipped), and **Invite** (sent / already a member / no email) — with a one-click retry for any schedules that failed. Tutors get a single summary email of the sessions added to their calendar, not one email per lesson. Re-running the same file is safe: it won't double-book sessions or send duplicate invites. ## Invite several students at once **Users → Learners → Add → Invite many…** takes a pasted list of email addresses (one per line, or comma-separated), up to 5,000 at a time. Anyone on that list who **already has a ClassQuill account** joins your organisation straight away — they are not emailed and cannot decline. Addresses we don't recognise get an invite email instead, which expires in **30 days** (longer than the 7 days a single invite gets, so a family migrating over the holidays doesn't lose it). When it finishes you get a breakdown — added, invite emailed, already a member, skipped as invalid — and each group can be copied out. Click **View pending invites** to jump to the roster; the queued invites live there until they're redeemed. ## Tracking student invites you've sent Unredeemed invites appear **in the Learners roster itself**, as rows showing the email address with an **Invited** status, until the person signs up. Each row gives you: * **Copy link** — the exact link that was emailed. Use this when someone says it never arrived; it saves waiting for a resend. Hidden once an invite has expired or been declined, since those links are permanently dead. * **Resend** — issues a fresh link and emails it again. The old link stops working. * **Revoke** — cancels the invite. The link stops working immediately, even if they've already opened the email. ## Inviting a parent Parents don't join your organisation the way students and tutors do — they link to a specific **child**. Open the learner from **Users → Learners**, and on their profile use **Invite a parent**: * Enter the parent's email and we'll send them the code. * Or leave the email blank and just copy the code to share yourself — useful if you're reading it out over the phone. Parent codes expire after **48 hours**. If one lapses, generate a new one — codes can't be extended. Resending to the same parent reuses the existing code while it's still valid, so they won't end up with two. ## Letting students find you themselves If your organisation is **listed in search**, a student can create their own account, search for you by name, and send a join request that you approve — no code and no email needed from you. Check **Settings → Organisation → Listed in search**. Tutoring companies are listed by default; schools are not, and have to opt in. Once it's on, the exact wording to send someone is on **Users → Add → How people join…**, ready to copy. Requests land on the **Pending** tab with whatever message the person wrote, and you approve or decline each one. ## Joining via a shareable link You don't need anyone's email to bring them in. Two kinds of self-serve link exist: * **Org join link** — a link you can paste into a Facebook, Instagram, or WhatsApp message. The person clicks it, signs up themselves, and lands straight in your organisation. Use the **Share link** buttons in the add-students area (copy the link, or share it directly from your device). * **Classroom join link** — each classroom also has its own join link for enrolling straight into that class. Find it under **Teaching → \[Classroom name] → Members → Invite link**. Either way, once they've signed up you can place them in the right classroom or pair them with a tutor. ## What's next Ensure tutors have availability set before students try to book. Walk through the booking flow from a parent's perspective. 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