There are four ways a subject enters Airstudio. Choose based on how many people you are adding and where the data is coming from.

Method Best for Where
Subject Group roster import A school or organization sends you a list. Creates subjects and places them in the group in one step. Subject Group → Edit → Subject CSV Import
New Subject One person at a time: a walk-in, a late addition, a correction. Subjects → New Subject, or a Subject Group's Subjects tab
Subjects import A list of people for an organization that is not tied to one program. Subjects → Import
Self-assignment Families create their own record while booking, when the group allows it. Booking page

For the roster import, which is how most subjects arrive, see Importing & Updating Subjects in the Subject Groups guide. For self-assignment see Self-Assigned Subjects.

Creating a subject manually

  1. Open Subjects and click New Subject, or open the Subject Group and click New Subject on its Subjects tab.
  2. Enter the First Name, Last Name, and ID Number.
  3. Enter an Email and Phone. The email must not already belong to another subject, a contact, or an employee.
  4. Select the Organization and the Subject Groups the person belongs to.
  5. Add Contacts for parents or guardians if you have them.
  6. Optionally set a Password so the subject can sign in immediately.
  7. Click Save.

If you save without selecting a Subject Group, Airstudio asks you to confirm. A subject with no group cannot book through a group's booking page, so this is usually a mistake unless you are creating a retail client.

Importing at the subject level

Subjects → Import accepts the same columns as the Subject Group import: subject name, ID, emails, phones, address, password, job title, gallery codes, up to two contacts, and custom fields. Use it when you have a list for an organization but no single program to attach it to, or to update fields across many groups at once.

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The Subject Email column should contain only the subject's own address. A parent's address belongs in a Contact Email column. Putting a parent's email on the subject blocks that parent from having their own contact record later, because emails must be unique.

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What happens when a subject is created