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
Who this is for
- Owners and Admins can add students as members
- Owners, Admins, and Instructors can manage course enrollments
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
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 — Choose the course from the dropdown (e.g., "Private Pilot - Cessna 172").
- Set the enrollment details:
| Field | What to enter |
|---|---|
| Event Type | Select Enrollment |
| Date | The enrollment start date |
| Reason | Select the appropriate reason |
| Notes | Optional unless you selected "Other" as the reason |
| Event Type | Reasons |
|---|---|
| Enrollment | New student enrollment, Course change, Re-enrollment, Transfer from another program |
| Graduation | Completed all requirements, Checkride passed, Early completion |
| Withdrawal | Personal reasons, Financial reasons, Medical reasons, Schedule conflicts, Transferred to another program |
| Termination | Failed to meet requirements, Behavioral issues, Safety concerns, Non-payment, Violation of policies |
- 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
| 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 | Blue | 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