Send an invite from the student’s own profile, the setup checklist, or the Students list. If it was never claimed, just invite them again and the old link stops working. On the student’s card it is one line: Send invite (then Resend invite) until they are in, and once they are, the card’s ⋯ menu has Send the app, which texts or emails the download link. In the app the same line reads Invite {name} to the portal, then In the portal with Send the app.
On a phone: In the app or on the mobile site, go to the Students tab → Invite: everyone who hasn’t claimed an account yet is listed and pre-checked, and a switch lets you text the link as well as email it.
Mark a student a minor with their birthday or the under-18 box — this requires a parent or guardian to give consent (and, optionally, a separate photo/media-release checkbox) before certain things happen. A student under 13 can’t be given their own portal login at all; the guardian’s own login already shows everything for them.
On a phone: Marking a student under 18 is done in their edit form on the desktop site. In the app you can edit the guardian’s name, relationship, email and phone on the student’s card → Details.
Create or manage one at Dashboard → Families — it’s not a separate account type, just the same student/parent portal in "family mode" with a switcher between kids. Add students with + Add student on the family card (or pick them under Members when you create it). On the family’s Details tab, set its Billing contact and Primary contact, and choose Invoicing: One invoice to combine the members’ charges (or Per student). Under Members, each student’s chips set Family billing, Books own (under 18) and Needs approval for that student alone.
On a phone: Families are managed on the desktop site only; the phone has no family screen for the studio.
Go to Messages, which has four tabs: Conversations (1:1 threads), Broadcast (one message to many), Automated (everything MyVocalStudio sent on your behalf, plus replies), and Templates. A broadcast’s audience is built from five cards — Students, Instructors, Families, Staff, Contacts — and nobody is ever emailed twice. Use on a template opens the same composer with its words filled in.
On a phone: On the phone, Messages is for one-to-one (search a name to start one). For a group, use Settings → Send an announcement (the same on the mobile site) to reach All students, Active students only or Instructors only, with Also send by email if you like; broadcasts and templates are desktop-only.
Open its card → ⋯ → Delete permanently. It works only when nothing is attached: a family with no students and no billing history, or a contact with no role, messages, logged activity or charges. Anything else is refused with the reason, and Archive is the way; students and teachers are always archived, never deleted.
On a phone: Deleting is desktop-only.
On the student’s card → Details → Guardian, switch Booking on (or tap Books own on their family card under Members). To have a student’s bookings wait for your yes, switch on Booking approval in their Lessons section; a family’s Minors booking for themselves switch does it for every minor in that family who books from their own login.
On a phone: These switches are on the desktop site.
Open the student’s card and use its own ⋯ menu (top right) → Archive. Archiving keeps their history and is reversible — archived students are under Show N archived students below the Students list. To archive several at once, tick them in the list and choose Archive from the bar. A student is never permanently deleted: Delete permanently shows greyed out on their menu.
On a phone: Archiving or deleting a student is desktop-only; the phone’s student card can’t do it.
Lesson reminders are switched on for the whole studio at Settings → Student emails (they start off), and each person can turn their own off in the app or on the mobile site. Other automatic emails, like Welcome, Birthday note or Win-back, are recipes you switch on or off at Messages → Templates → Automations.
On a phone: Automated emails are set up on the desktop site, not the app. Your own notification switches are in the app’s Settings (the gear).
Go to Settings → Student emails and switch any single email off, or press Pause all on a group: Lessons, Billing, or News & events. Emails to you and your teachers have their own Pause all on Settings → Alerts, and automatic follow-ups are switched in Messages → Templates. Nothing in a paused group is sent until you resume it.
Yes. In Settings → Student emails, Sign-off sets one closing line for every email that ends with a sign-off. The welcome email, payment reminders and lesson recaps also let you write their opening sentence, with Edit wording. Leave a box empty to use the standard wording.
Yes. In Settings → Student emails → Send from your own address, add your domain, add the records it shows where you manage that domain, and press Verify. Once verified, automations and broadcasts send from your domain; reminders and receipts always come from the platform address.
In Settings → Team & access → Custom fields, set each standard field to Hidden, Optional or Required (name and email are always required), and click + Add field to add your own text, number, date, dropdown or checkbox field. Teachers have their own custom fields (Teacher fields) on the same page.
Go to Settings → Student portal & waiver. Turn the portal on or off, and choose whether students see their schedule, their billing and payments, and practice materials and notes. Sign in without an invite lets anyone whose email is on file get a sign-in link from the portal page.
Yes, by default. Parents get a child’s emails on Settings → Student emails sends a minor’s booking confirmations, reminders and welcome emails to their guardian, copying the minor’s own email if they have one. Payment requests and waivers always go to the guardian, whatever that switch says.
Edit the waiver and your studio policies in Settings → Student portal & waiver → Waiver & policies, then click Require re-consent. Everyone who signed before is asked again the next time they open the portal, and their earlier signatures stay on record.
By default, when they’ve had no completed lesson in 60 days. Change it on Home: the Needs attention card’s gear → Choose what needs attention → Inactive students. Inactive students are flagged on their card, and in Needs attention if you turn that category on.
Go to Support → Data quality. Under Possible duplicates, click Merge into [name]; lessons, packages and history move to the record that is kept. Merging is permanent, so choose Dismiss if they are really two people.
Open Support → Data quality → Suggested families. Click Link as family to group them, or Not a family to dismiss the suggestion; nothing is linked until you accept one.
Open the lesson and write in Lesson notes (the student sees them in their portal); you can attach files there too. The Send a recap… email is on the mobile site: open myvocalstudio.com on a phone, then Schedule → the lesson.
On a phone: In the app, open the lesson → Lesson notes (the student sees them in their portal) and add a file or link under Attachments. On the mobile site: Schedule → the lesson → Notes & attachments, which also has the Send a recap… email (not in the app).
Open the student’s card and edit their details on its Details tab, including their own email and phone; it saves as you type. Change guardian → in the Guardian section edits the guardian’s name, relationship, email and phone.
On a phone: On the student’s card → Details you can edit the emergency contact and the staff note, and in the app the guardian too. Their own name, email, phone and status are changed on the desktop site.
On a computer, open the student’s card: the is in the portal line at the top has Remove access; confirm it. In the app, open the student → Details → Remove portal access (at the bottom) and confirm. Their record and history stay, and you can invite them again later.
On Tags, open the tag’s ⋯ menu → Message everyone. Contacts are emailed only (they have not agreed to texts), and a smart tag sends to whoever matches right now. The broadcast composer in Messages can also narrow by tag.
