CourtSync uses academy-isolated profiles — each guardian and student has a separate profile per academy, even when using the same login email. You can also add manual roster students without a guardian account and invite families to sign up later.
How profiles work
When a family joins through your academy — when booking a lesson, using the academy page registration form, or booking a private lesson — CourtSync creates:
- An academy profile for the account holder (scoped to your academy)
- One or more student records for children they book for, or a self-student record if booking for themselves
Using the academy page registration form also creates a self-student roster row so the player appears in your student list before their first booking.
The same login email can have completely separate profiles at different academies. Cross-academy data access is not permitted.
How families join your academy
Guardians and students must not use the main CourtSync register form — the platform sign-up page where academy owners subscribe to CourtSync. Families join your academy through your public booking flows or your academy's registration form, not through CourtSync's owner registration.
Professional and Enterprise
Families create accounts during one of these flows:
- When booking a lesson — account creation during the public booking flow
- Using the academy page registration form — linked from your public academy page
- Booking a private lesson — account creation when requesting or booking private coaching
All flows require a signed-in account (email and password). Guest or anonymous checkout is not supported.
At signup, CourtSync assigns the student role for your academy. When a guardian completes a booking for a child, the guardian role is added. Booking for themselves keeps student only. A user may hold both roles (guardian + self-student).
Starter
Starter plans do not include student or guardian member portals, login, or online checkout. Instead, visitors submit a request booking on your public lesson catalogue without creating an account. CourtSync creates or reuses a manual student and a pending booking for you to confirm in Bookings.
Manual roster students
Use manual students when you track enrollment in the owner dashboard before a family has an online account — common on Starter, or when migrating from spreadsheets.
Add a student
Open Students from the sidebar and choose Add student. Enter name, gender, and optional date of birth, skill level, and invite email.
- Leave invite email blank if you only need internal tracking.
- Add an email when the guardian or adult student should finish signup online.
You can also add manual students from lesson enrollment drawers (Manage students on a term lesson, camp instance, or calendar session).
Import and export
Use the ⋯ menu on the Students page to Import a CSV or Export your current roster. Import supports optional guardianEmail and inviteEmail columns — see the in-app format guide for column names and matching rules.
Guardian signup invites
For manual students without a linked account:
- Set an invite email on the student (when creating or editing details).
- Open the student row menu or student detail page and choose Send guardian invite.
The email links to your academy's register page with a token that connects the new account to the existing roster row. When you staff-enroll a manual student who has an invite email, CourtSync can also send a lesson booking link automatically (opt-in at enroll time on private lessons).
Invite email and guardian contact details can only be edited while the student has no linked guardian account.
Delete manual students
You can delete manual roster students who have no linked guardian account and no completed payments on their bookings. Students with linked accounts or payment history must remain on the roster for audit purposes.
View and manage students
Open Students from the sidebar to see everyone associated with your academy — including linked accounts, manual students, and roster-only entries from bookings.
Filter and search by name, skill level, age group, program, and more. Click a student to view booking history, attendance, make-up credits, coach notes, and program skill progress (Professional+ with programs).
Bulk actions
Select students from the list to:
- Add to lesson — enroll in a term lesson, camp, or other bookable lesson
- Message guardians — send an in-app notification, email, or both (deduplicated when one guardian has multiple children)
Use the ⋯ menu for Attendance CSV export with optional term and lesson filters.
Guardian scenarios
CourtSync supports three common scenarios:
- Guardian only — books for children; student records are linked to the guardian's account as parent
- Self-student only — books for themselves; one student record marked as self
- Guardian + self-student — books for children and themselves; multiple student records including one self-student
Academy context
Guardian pages are scoped to one academy at a time — dashboard, bookings, and similar areas. If a guardian signs in from the main CourtSync site without an academy selected, they pick an academy from their profile list first.
Member login and dashboards are unavailable on Starter plans.
Platform login for guardians
When signing in at the main CourtSync site without an academy selected, guardians with profiles at multiple academies see a list of academies where they have accounts. Selecting one opens that academy's dashboard.
Share lesson booking links
From a lesson's Share action (lesson list, calendar session, or post-create step), copy the public booking link or Email link to selected roster students.
CourtSync sends a branded email with a personalised link. For manual students, the link includes their invite token so the family lands on the correct booking flow. Recipients need a guardian email, invite email, or linked account email on file.
On Professional and Enterprise, families can complete online checkout when your academy accepts automated payments. On Starter, the link leads to request booking instead.
Managing student data
Academy owners and coaches can view student details within their academy scope. Update student information from the student detail page, or encourage guardians to maintain profiles through their dashboard (Professional+).
Owners can edit emergency contacts, medical notes, and invite details for manual students. Linked guardian contact is shown from the academy's profile record.
Related guides
- Managing bookings — confirm Starter requests, payment collection message, and booking status
- Getting started with academy setup — plan tiers and Starter vs Professional capabilities
- Creating group lessons — public booking and Starter request booking
- Creating private lessons — shareable links and staff enrollment
- Make-up credits and waitlist — credits tied to student bookings