This glossary gives your team one shared language for running classes in Classia. It is written for real admin pressure, where a single unclear term can lead to wrong decisions in enrolments, attendance, or payment follow-up. If you manage mixed-age classes, this also helps keep safeguarding conversations precise. Use it as a reference during daily operations, not just onboarding.
A common late-evening problem is hearing three staff members use three different words for the same record. One says "student account", another says "child record", and a third says "payer profile". In Classia those are different concepts with different consequences. This page and the linked glossary guides remove that ambiguity.
How to use this glossary in practice
Use definitions in context, not in isolation:
- Read the term.
- Check the linked relationship or status.
- Confirm how that term affects a real action.
For example, if someone says "the participant is unpaid", ask whether they mean the payer has an overdue schedule item, or whether checkout failed today. Those are not the same and should not get the same parent message.
The terms teams confuse most
Participant, adult, and family
A participant is the person attending the class. An adult is a person record that may be a responsible adult or payer. A family groups related people for enrolment and communication purposes. When these are mixed up, approvals and safeguarding checks drift.
Enrolment request and enrolment
An enrolment request is a pending public or internal request. An enrolment is the operational record used in delivery and billing. Teams that call both simply "enrolment" usually lose track of what is approved and what is still waiting.
Session and attendance record
A session is a scheduled class instance. Attendance states belong to session participation, not to class setup itself. If someone says "the class was absent", it usually means a participant attendance state was set on a specific session.
Due, overdue, and failed payment
A due item is currently payable. Overdue means it passed due date without settlement. Failed checkout means a payment attempt did not complete. Parents hear these as very different messages, so staff should too.
Examples
Example: dance school term launch
A studio with 85 pupils starts Autumn term and asks two admins to process requests. One admin treats requests as active enrolments, marks attendance too early, and creates confusion in first-week registers. Using clear request vs enrolment language resolves this.
Example: martial arts late joiners
A parent asks why their child is "inactive" after missing two weeks due to illness. Staff actually meant the enrolment was paused, not inactive. Correct term use avoids incorrect removal from class lists.
Example: music school payment calls
An admin tells parents "your payment failed" when schedule items are merely overdue. Complaints rise. After adopting glossary terms in scripts, payment conversations become shorter and calmer.