Self-assignment lets a subject who cannot be found at sign-in add themselves to the group and book. It is useful when you have no roster in advance, when the roster is incomplete, or when families frequently do not know the Student ID.

How it works

  1. A parent or student opens the group's booking page and enters the sign-in details.
  2. If no matching record is found, the page offers to create one instead of showing an error.
  3. They complete the booking fields, choose a package and time, and book.
  4. The new record appears in the Subjects table marked as self-assigned, so staff can review it.

Enabling it

Open the group, click Edit, and turn on Subject Self-Assigned. Review the Booking Fields at the same time: since the subject is providing their own data, require the fields you need for delivery, such as email, and rename fields so families understand what to enter.

What to expect

Benefit Trade-off
Fewer support calls during booking; nobody is blocked by a mistyped ID. Duplicate records when a subject who is on the roster cannot find themselves and creates a second record.
Works without a roster, so booking can open before the school sends data. Data quality depends on what families type. Names and IDs may not match the school's records.

Plan to run Deduplicate on the Subjects table periodically while self-assignment is on, and once more before delivering images. See Managing Subjects.

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If you receive the roster later, import it with Student ID as the sync field. Self-assigned records that match on ID are updated in place rather than duplicated.

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Screenshot

Turning on this setting in your Subject Groups, when Clients log in and the record is not found (missing or invalid ID, miss spelled name, etc.), it will prompt them to add themselves to the Group and book a session.

This reduces phone support on the front end but guarantees occasional duplicated records.  All records added this way are tagged in the file with a marker.  There is also a "Deduplicate" tool that finds potential duplicate records and includes a merge tool to eliminate them.

Turning this on provides less resistance for parents who might be booking for a student and not know the ID number but does require a bit more back end support and monitoring:

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