Adding Students to Your Organization
Summary
Adding a student to your flight school is a two-step process:
- Add them as a member with the Student role
- Enroll them in a course to begin training
There is no separate "Add Student" button—students are added through the same Add Member workflow as instructors and staff, then enrolled in courses separately.
Who this is for
- Owners and Admins — primary audience; add students as members and manage enrollments
- Chief Instructors and Assistant Chief Instructors — can manage enrollments from the Admin Portal
Line instructors do not have Admin Portal access and do not participate in this workflow.
Before you begin
The student must:
- Download the FlightSense app and create an account
- Share their 8-character FlightSense ID with you (found in Account Settings)
You should also have:
- At least one course created for enrollment
- Available seats in your subscription
Steps
Part 1: Add the student as a member
Follow the Adding Organization Members workflow with these specifics:
- Click Add Member
- Enter the student's FlightSense ID
- Select Student from the Role(s) dropdown
- Toggle Occupies paid seat (typically on for active students)
- Click Save
The student now appears in your Members list but isn't enrolled in any course yet.
Part 2: Enroll the student in a course
- Open the student's details — In the Members view, click the student's name to open their details overlay.
- Go to Course Progress — Click the Course Progress tab. If they have no assigned lessons yet, you'll see: "No Course Progress — This student has no assigned lessons yet. Course progress will appear once lessons are assigned through logged debriefs."
- Click Manage Enrollment — Click the Manage Enrollment button to open the enrollment dialog.
- Select the course — In the Select Course dialog, choose the course (e.g., "Private Pilot - Cessna 172") and click Continue.
- Set the enrollment details — The Manage Enrollment dialog opens. Complete the form:
| Field | What to enter |
|---|---|
| Event Type | Select Enrollment |
| Date | The enrollment start date |
| Reason | Select the appropriate reason |
| Additional Notes | Optional unless you selected "Other" as the reason |
| Event Type | Reasons |
|---|---|
| Enrollment | New student enrollment, Course change, Re-enrollment, Transfer from another program, Other |
| Graduation | Completed all requirements, Checkride passed, Early completion, Other |
| Withdrawal | Personal reasons, Financial reasons, Medical reasons, Schedule conflicts, Transferred to another program, Other |
| Termination | Failed to meet requirements, Behavioral issues, Safety concerns, Non-payment, Violation of policies, Other |
- Save the enrollment — Click Save. The student is now enrolled and can begin training.
What happens next
Once enrolled, the student:
- Sees the course and lessons in their mobile app
- Can track their own progress through lessons
- Appears in the course's enrollment list under Course Management
- Has their progress visible in the Course Progress tab
The student's details overlay now shows data across all tabs:
| Tab | What it shows |
|---|---|
| Performance | Strengths and areas for improvement |
| Training Insights | Overview summary and ACS standard proficiency |
| Course Progress | Enrollment status and lesson completion |
| Check Results | Progress and stage check results |
| Debrief Logs | Flight debrief entries |
| ACS Checklist | Completion tracking |
| Endorsements | Records of sign-offs and certifications |
| Documents | Uploaded student files |
Common issues
| Problem | Cause | Solution |
|---|---|---|
| No courses available in dropdown | No courses exist | Create a course first in Course Management |
| "Manage Enrollment" button missing | Student is inactive | Ensure the student occupies a paid seat and is active |
| Student can't see course in app | Sync delay | Have them pull to refresh in the app, or wait a few minutes |
| Need to re-enroll after withdrawal | Previous enrollment ended | Create a new Enrollment event with "Re-enrollment" as the reason |
| Student has multiple roles | Intentional multi-role | Use the view toggle in their details overlay to switch between Student View and Instructor View |
How this works
Why two separate steps?
Membership and enrollment are separate because:
- A person can be a member without being enrolled (e.g., on a waitlist)
- A student can be enrolled in multiple courses simultaneously
- Enrollment history is tracked separately for compliance and record-keeping
Enrollment status lifecycle
Each course enrollment has a status based on the most recent event:
| Status | Color | Meaning |
|---|---|---|
| Active | Brand accent | Currently active in course |
| Graduated | Green | Successfully completed |
| Withdrawn | Yellow | Left voluntarily |
| Terminated | Red | Removed by organization |
| Not Enrolled | Gray | No enrollment events |
Enrollment events
Every change to enrollment status is recorded as an event with a date, reason, and optional notes. This creates an audit trail for:
- Part 141 compliance records
- Transfer documentation
- Training history reports
To change a student's status (graduate, withdraw, terminate), create a new enrollment event with the appropriate type and reason. The event date must be after the student's enrollment date.