If your team is unsure how records connect, every task takes longer than it should. This page covers how key Classia entities relate so you can approve enrolments, mark registers, and handle payments without contradictory data. It is written for busy studio operations, where one broken relationship can affect class lists and parent communication in the same evening. Keep it open when training new admins or troubleshooting messy records.
Start from account scope
Everything sits inside an account boundary. If the wrong account is active, records can look missing or unrelated even when data is correct. Always confirm account context before checking relationships.
Relationship map in plain language
Use this map as your baseline:
- Account contains studios, terms, classes, people, and payment setup.
- Term groups classes within a date range.
- Class group represents the ongoing class definition.
- Session is one scheduled delivery instance of that class.
- Participant attends classes and sessions.
- Adult records represent responsible adults and potential payers.
- Family links participants and adults where relevant.
- Enrolment connects participant to class and status timeline.
- Payment profile and schedule define how dues are collected.
- Payment records and events reflect what happened at collection time.
Where teams usually break the chain
Participant linked to wrong adult
This causes approval hesitation and safeguarding risk. It also creates confusion when parent portal access is expected but unavailable.
Enrolment created without clear payer context
Registers may look fine, but billing later becomes unclear. Staff then chase the wrong person for overdue items.
Session data treated as class setup data
Editing one session should not rewrite the class definition. Mixing these concepts causes timetable confusion.
Archived records mistaken for missing records
Admins may recreate records that already exist, splitting history across duplicates.
Examples
Example: 12-class dance timetable
A studio migrates from spreadsheets and loads participants first, then classes. Families are linked later. In week one, three child records have no responsible adult attached. Correcting relationships before approvals prevents public and safeguarding problems.
Example: martial arts mixed-age classes
An 18-year-old participant pays for their own enrolment, while younger siblings are paid by a parent. Staff assume one payer per family and misapply due items. Clarifying payer per enrolment fixes arrears messaging.
Example: swim school session confusion
A pool closure cancels two Saturday sessions. Staff edit class details instead of session records and accidentally affect future timetable expectations. After retraining on class group vs session, reporting stabilises.
What this is not designed for
This guide is not a system schema reference or API contract. It is an operational map so staff can make consistent decisions in live term delivery.