Student Statuses
Every student in Conductly has a status that reflects where they are in their journey with your music school. Statuses help you organize your roster, filter your student list, and understand your enrollment pipeline at a glance.
Available Statuses
You can set the following statuses manually from the status badge on a student's detail page: Active, Prospective, Trial Lesson, Waitlist, Marketing, Registration Sent, Registered, Invoice Sent, Inactive, Created, Deactivated, and Do Not Contact.
Prospective
A Prospective student is someone who has expressed interest in your school but hasn't started lessons yet. This is your lead -- they might have filled out a form, sent an inquiry, or been added manually after a phone call. Newly added students start as Prospective.
When to use it: A new lead comes in and you want to track them before they commit.
Trial Lesson
A student with the Trial Lesson status is trying out your school. They've been scheduled for a trial lesson but haven't committed to ongoing enrollment yet.
When to use it: You've scheduled a trial lesson and want to track the student separately from fully enrolled students.
When you create a lesson or class for a student with this status, Conductly automatically marks the first occurrence with the Trial attendance label -- see Creating Events. This only happens at creation time, and only for the first occurrence.
Waitlist
A Waitlist student is waiting for a spot to open up -- for example, a full class or an instructor with no availability.
When to use it: You can't place the student yet but want to keep them queued for the next opening.
Registration Sent
The Registration Sent status means you've sent the student (or their guardian) a registration form, but they haven't completed it yet. Conductly sets this automatically when you send an email using one of your Registration email templates (see Email Templates) -- a hand-typed email or a General template won't trigger it. This only moves students forward, so it won't happen if the student has already progressed past this stage (for example, they're already Registered or Active).
When to use it: After sending a registration form, to track who still needs to complete their registration.
Registered
A Registered student has completed their registration form but is not yet actively taking lessons. They may be waiting for a session to start or for scheduling to be finalized. Conductly sets this automatically when a registration form is completed.
When to use it: Registration is complete and you're working on getting them into a session.
Invoice Sent
The Invoice Sent status indicates that the student's first invoice has been sent but hasn't been paid yet. Conductly sets this automatically when the first invoice goes out. This is a useful checkpoint between registration and active enrollment.
When to use it: After sending the first invoice, to track payment before marking the student as active.
Active
An Active student is currently taking lessons at your school. This is the primary status for students who are enrolled and attending. Conductly sets this automatically when a payment is captured.
When to use it: The student is enrolled in a session and actively taking lessons.
Marketing
The Marketing status is for contacts who have opted into marketing communications from your school. They may be former students, prospective families, or community members who want to hear about events and offerings.
When to use it: Someone wants to stay on your mailing list but isn't currently a student.
Do Not Contact
A student marked as Do Not Contact has opted out of all communications. Conductly will respect this status to help you stay compliant with their preferences.
When to use it: The student or their guardian has requested no further communication.
Always respect the Do Not Contact status. Reaching out to someone who has opted out can damage trust and may have legal implications depending on your jurisdiction.
Inactive
An Inactive student is no longer actively taking lessons but may return in the future. This is the right status for students who are taking a break, went on vacation, or paused their lessons.
When to use it: A student stops lessons but you want to keep the door open for their return.
Two rules apply to the Inactive status: a student with active enrollments cannot be set to Inactive (complete or drop their enrollments first), and an Inactive student cannot be enrolled in a session until their status is changed.
Created
The Created status marks a bare record that hasn't entered your pipeline yet -- for example, a profile added as a placeholder.
When to use it: You want to distinguish freshly created records from actual leads.
Deactivated
A Deactivated student is permanently inactive. This status is for students who have definitively left your school and are not expected to return.
When to use it: The student has permanently left and you want to clearly separate them from students who might come back.
System-Set Statuses
A few statuses are set by Conductly itself and aren't meant to be applied manually:
- Pending and Invited -- Used while an account/invitation is in progress.
- Anonymous Shopper -- A visitor browsing your public store who hasn't identified themselves yet.
- Checkout Incomplete -- A store shopper who registered and started checkout but didn't complete payment. These are worth following up on!
Automatic Status Changes
Conductly moves students through the pipeline automatically as things happen:
| Event | New status |
|---|---|
| Student is created | Prospective |
| A Registration email template is sent | Registration Sent (only if the student hasn't already progressed past this stage) |
| Registration form is completed | Registered |
| First invoice is sent | Invoice Sent |
| A payment is captured | Active |
| No lessons for 30 days (checked by a daily job) | Inactive |
The automatic move to Inactive happens once a student has gone 30 days without any lessons. If a returning student can't be enrolled, check whether this job moved them to Inactive -- change their status back and enroll them.
The Student Lifecycle
While every school is different, here's a typical flow through the statuses:
Prospective → Trial Lesson → Registration Sent → Registered → Invoice Sent → Active
From Active, students may eventually move to:
Active → Inactive → (returns to Active, or moves to Deactivated)
The Marketing and Do Not Contact statuses can be applied at any point, depending on the student's communication preferences.
Statuses are flexible -- you don't have to follow every step in the lifecycle. For example, a student who walks in and signs up on the spot might go straight from Prospective to Active. Use the statuses that make sense for your school's workflow.
Changing a Student's Status
You can change a student's status in two ways:
From the Student Detail Page
- Open the student's detail page by clicking their name.
- Click on the current status badge.
- Select the new status from the popover.
Using Bulk Status Updates
To update the status of multiple students at once:
- Go to the Students list.
- Select the students you want to update.
- Choose Update Status from the header three-dot menu.
- Select the new status and confirm.
Bulk status updates are especially useful at the start of a new semester. For example, you might move all students from "Registered" to "Active" once lessons begin, or move students who didn't re-enroll to "Inactive."
You can also change a student's status by dragging their card between columns in the Students page's Board view -- see Managing Students.
Using Statuses to Filter Your List
The student list can be filtered by status, making it easy to focus on specific groups:
- View all Prospective students to see your current leads
- Filter to Active to see your current roster
- Check Inactive students to find candidates for a re-engagement campaign
- Look at Registration Sent to follow up on incomplete registrations
- Review Checkout Incomplete students to recover abandoned store checkouts
Combine the status filter with other filters (instructor, instrument, session) for even more targeted views.