Manage Learners, Enrolments, and Instructors

Academy keeps learners, family contacts and teaching profiles separate so each record can have the correct history and access.

Add a learner

Permission required

You need learner-management permission for the selected location. Birth dates and other sensitive details require the separate sensitive-data permission.

Create the learner profile

1. Open Academy → Learners and select Add learner.
2. Enter the learner’s name and optional learner number. If left blank, Yepsta generates one.
3. Choose the home location and add the appropriate age band and permitted profile details.
4. Link the learner to an existing Customer only when both records represent the same person.
5. Save the profile, then open its workspace to add family, enrolment, notes or documents as needed.

A learner remains a separate Academy record unless it is deliberately linked to a Customer. Archiving a learner requires a reason, makes the profile read-only and preserves enrolment, attendance, fee and activity history. Archived learners cannot be enrolled.

Add family and payer access

From the learner workspace, add a relationship by selecting an existing Customer and recording the relationship type. A relationship grants no access by itself. Enable only the capabilities the contact needs, such as receiving updates, viewing schedule or attendance, viewing invoices, making payments, or acting as payer.

At least one payer relationship is needed before the learner’s fees can be confirmed. Revoking a relationship requires a reason and preserves its history.

Enrol a learner

Start from an Open or In Progress Batch, or from the learner’s Enrolments tab.

Complete the guided enrolment

1. Choose an existing active learner, or create the essential learner profile if permitted.
2. Enter the joining date and optional start date, end date or internal reference.
3. Select or add the payer and review the fee choice.
4. Check the Batch, learner, dates, payer and fees in Review.
5. Select Confirm enrolment.

Yepsta blocks duplicate enrolment history for the same learner and Batch and enforces Batch capacity. Enrolments move through Enrolled, Active and Paused operational states, then Completed, Withdrawn or Cancelled terminal states. Withdrawal and cancellation require a reason and a decision for future uninvoiced fees. Issued invoices and recorded payments remain.

Add and assign an instructor

An instructor is an active operational Staff record with an Academy teaching profile.

Enable a teaching profile

1. Open Academy → Instructors and select Add instructor.
2. Choose an active Staff member.
3. Add the optional teaching designation, teaching-since year, specialisations, biography and qualifications.
4. Save the instructor profile.
5. From the Batch workspace or instructor profile, assign the instructor with the correct role and effective dates.

Manage the person’s name, photo, employment details and login under Team. The assignment is permitted only when the Staff record, teaching profile, locations and access are eligible. Before disabling an instructor, reassign or end all current and future Batch, timetable and Class commitments. Instructors are disabled rather than deleted so teaching history remains available.

Important information

Do not reuse a learner, Customer, Staff or instructor profile for another person. Separate records protect attendance, payment and audit history.

Related guides

• Create Programmes and Batches
• Build Class Schedules and Record Attendance
• Set Up Academy Fees and Create Invoices
• Create and Maintain Staff Profiles

Last reviewed: 10 September 2026