Clients, students and leads on the People page

People is the roster: everyone your studio deals with, on four tabs, each showing its own count.

The four tabs

• Clients — the billing contacts. One row per adult who pays, with their students, what each is enrolled in, their recurring amount (if you hold Documents), and whether they have signed in to the family portal.

• Students — the learners, with their age, instruments, teacher and status.

• Leads — inquiries you have not converted yet, with the instruments they asked about.

• Staff — your active teachers, each with the number of students assigned to them.

Finding students

On the Students tab, choose Active, Former, Never enrolled or All, and narrow it with the teacher and instrument filters — No teacher finds everyone still waiting for one. Clear filters resets them. The Teacher and Instruments columns sort, and sorting by teacher puts students who are waiting first.

When students are waiting for a teacher, a line above the list says so — naming them when there are only a few. Click a name, or Assign teacher on their row, to give them one; Change teacher moves a student who already has one.

Inviting families to the portal

On the Clients tab, Invite to portal invites many families at once. Families never invited who have an email address are ticked for you; families invited before are listed but left unticked; families already signed in are not listed. Invitations go out in the background, and a Portal invitations panel above the list shows each family's outcome as it happens. Each family's row also has its own invite button.

Clients and leads are your classification, not a guess

A contact sits under Clients or Leads because of how you created them — the New Client and New Lead quick-adds each stamp the record. Encore never infers it from enrollment status, so a tab always reflects what you meant.

Leads also arrive on their own — from your online trial-booking form, if you take bookings, which also puts a Booking requests button at the top of this page.

One thing does move a record on its own: a lead becomes a client the moment they sign an agreement or pay an invoice. That is the point a commercial relationship exists. Nothing ever moves the other way — once someone is a client, only you decide that has ended.

Two things that surprise people

• A client you have only just added shows up straight away, before they have a student or an enrollment. The tab is for people, not for bookings.

• A family whose lessons are paused is still a client. They have lessons booked, just not this month.

Adding people

Use New Client or New Lead on this page for one at a time. To bring across a whole list at once, use the CSV import instead — it is a separate walkthrough, and it handles matching and duplicates for you.

To sign someone up for lessons — picking the instrument, teacher and weekly slot in one pass — use Enroll rather than adding them here first.

Where the full record lives

This page is the overview. The complete record for one person — contact details, notes, history, portal access, a family's automatic payments and rates, a student's make-up credits, and a teacher's buffer and working hours — lives under Admin, on its Clients, Students and Teachers tabs. Click through from any row.

Got a student's instrument wrong, or did they switch? On their page, Change beside the instrument opens Change instrument: the new one replaces the old everywhere, including past lessons and reports, while their teacher, lesson times and billing stay as they are. A second instrument is a new enrollment instead — use Enroll in a lesson.