Notes and custom fields
Notes are for anything the team should know about a family. Custom fields are for the facts you track on every family or student, like a waiver on file, a contract end date, or a T-shirt size.
Notes
Every staff member can write a note on a family, instructors included.
Open the family
Go to Families and click the family. Notes is on the right side.
Write the note
Click Add a note for the team… and type.
Pin it or share it (optional)
Click Pin to keep it at the top. Click Show to family to put it on the family’s home screen in the parent app.
Click Save note
Or press Ctrl+Enter (⌘+Enter on a Mac).
Notes show pinned first, then newest. Each one shows who wrote it and when. A shared note is tagged Family can see. On the Families list, a speech bubble next to the family name shows how many notes it has. Hover over it to read the pinned note.
To change a note, open its … menu: Pin to top or Unpin, Show to family or Hide from family, Edit, or Delete.
You can edit and delete your own notes. Owners and admins can edit and delete anyone’s. Only owners, admins, and front desk can share a note with the family.
Custom fields
Owners and admins set up custom fields. Owners, admins, and front desk fill them in.
Add a custom field
Open Settings
Go to Settings → Custom fields. Fields are split into On families and On students.
Click Add field
Or click one of the Common suggestions, like Waiver on file, Contract end date, School, or T-shirt size, to start from a template.
Name it and pick a type
Give it a Name and choose a Type:
- Short text: a name, a number on a form, a school
- Long text: a few sentences
- Choice: one of a list you set. Enter at least two choices, one per line.
- Yes / no: a form received, a waiver on file
- Date: contract end, last physical
- Number: years of experience, a count
- Amount: a deposit, a scholarship
- File: a signed form or contract, up to 10 MB
Choose who sees it
Under Who sees it, pick one:
- Staff only: parents never see it.
- Parents can see it: shown in the parent app.
- Ask on sign-up: asked on the online sign-up form and shown in the parent app. File fields can’t be asked on sign-up.
Click Add field
Every studio starts with one family field, How did you hear about us?, which is asked on sign-up.
Use the arrows to change the order fields appear in. Click the pencil to rename a field, change its choices, or change who sees it. A field’s type can’t change once it’s made. You can’t remove a choice that’s still picked on a record, so change those records first. Delete field removes the field and every answer to it.
Fill in a custom field
On the family page, family fields are under Details. For a kid, click Details under their name.
Click a value (or Add if it’s empty), change it, and press Enter or click away to save. Press Escape to cancel. Yes/no and choice fields save as soon as you click. For a file field, click Upload, or Replace to swap the file.
Filter and export by custom field
Every family field shows up under Filter on the Families list (for example, Waiver on file: No), and in the spreadsheet you get from Export.
Where to go next
- The family page
- Online sign-up, where Ask on sign-up fields appear