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How to Convert a Prospect to a Student

Updated

 

A Prospect is ready to sign up! Converting their profile turns their Prospect profile into a Student Profile, keeping everything you’ve added to their profile along the way.

i Note: If they were never a prospect in Kicksite, don’t create one first. Add them directly as a student— it’s fewer steps and the same result.

 

What converting does

  • Trial attendances stay as trial records. They don’t become student attendances and won’t count towards Classes at Rank. If those classes should count, add them manually afterwards.
  • Their profile becomes a Student profile with Active status.
  • Comments, appointments, agreements, and contact details all carry over.
  • Their time as a prospect stays in the History module.
  • Any active trial membership ends.

Converting

From the Prospect List:

  1. Click Profiles in the left panel, then Prospects.
  2. Find their card, open the kebab (or right-click it), and choose Convert to Student.
  3. Click Convert in the dropdown that appears.

Converting a prospect to a student in the Prospects List.

From their profile:

  1. Open the prospect’s profile.
  2. Click the Stage dropdown beside their name and choose Student.
  3. Click Convert.
Converting a prospect to a student on the Prospect Profile.

What to do next

Converting creates the student. It doesn’t sign them up for anything, so work through this while they’re still standing in front of you.

  1. Run Student Sign-Up. One flow that adds the membership, program, and rank, and sets up the billing. This is the big one.
  2. Add a Payment Method, or send them an invite.
  3. Send the agreement — membership contract, liability waiver, whatever you require.
  4. Add them to a family if a sibling or parent is already in the system, or if a parent will be paying.
  5. Create their user account so they can reach the Member Portal.
  6. Check their contact details. A prospect record often has just a name and a phone number. Now’s the time for the address, birthday, and emergency contacts.

Troubleshooting

They’re missing from the Student List. The list defaults to Active status, and they should be Active. Search for them in Universal Search and check.

Their trial attendances are gone. They’re on the Trial Attendance Log. That’s expected — see above.

I converted the wrong person. There’s no undo. You can inactivate the student, but the prospect stage and any trial won’t come back.

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