Student Verification Process

Overview

Verification in MartialFlow is about data accuracy. Over time, school data drifts: names get misspelled, contact details go stale, students end up in the wrong class, and the same family can appear twice. The verification tools let you review customer and student records class by class, confirm each record is correct, and clean up anything that isn't — including merging duplicates.

Verified data pays off everywhere else in the system: communications reach the right inboxes, registers show the right students, and billing follows the right customers.

What Verification Is (and Isn't)

Verification is:

• ✅ Reviewing student and customer records for accuracy and completeness
• ✅ Working through records grouped by class, so nothing is missed
• ✅ Confirming details with families and correcting mistakes
• ✅ Spotting and merging duplicate records

Verification is not a waiver/medical-document workflow or a class-quality audit — it's purely about the quality of the records in your system.

Why Verify

1. Communications land — bulk emails and SMS rely on correct contact details and class/belt data for filtering
2. Registers are right — attendance is only meaningful if class rosters reflect reality
3. Billing follows the right people — payment statuses attach to accurate customer accounts
4. No duplicate confusion — one family, one record; merged duplicates prevent split histories

Working Through Verification by Class

Verification is organized around classes, which makes it a manageable, repeatable routine:

1. Open the verification area from the main menu
2. Pick a class — you'll see the unverified customers and students associated with it
3. Review each record:
   • Name — spelling and format correct?
   • Contact details — email and phone current and reachable?
   • Class placement — is the student actually attending this class?
   • Key details — date of birth, belt rank, status
4. Fix anything wrong directly on the record
5. Mark the record verified and move to the next
6. Repeat class by class until the queue is clear

Working class by class also naturally surfaces enrollment issues — students who moved classes without their record being updated stand out immediately.

Handling Duplicates

Duplicates usually appear when a family registers again instead of updating an existing record, or after data imports.

Signs of a duplicate:

• Two students with the same name and similar birth dates
• Two customer records with the same email or phone number
• A family whose history seems split across two accounts

When you find duplicates during verification, merge them so the surviving record keeps the complete history. Take a moment to decide which record has the better data before merging.

When to Run Verification

• After busy enrollment periods — new sign-ups are the most common source of errors
• Before big communications — verify the target classes before a school-wide announcement or billing run
• After data imports — imported records deserve a verification pass
• On a regular cadence — a monthly or termly sweep keeps drift from accumulating

Best Practices

1. Little and often — verifying one class at a time beats a giant annual cleanup
2. Confirm with families — a quick "is this still your best number?" at the front desk resolves most doubts
3. Fix at the source — correct the record immediately rather than keeping a side list
4. Merge carefully — check both records before merging duplicates; merges consolidate history
5. Share the habit — instructors often spot roster mismatches first; encourage them to flag records that look wrong

Troubleshooting

Issue: A student appears under a class they no longer attend
Solution: Update their class enrollment as part of verification — that's exactly what the class-by-class review is for.

Issue: Unsure which of two similar records is the duplicate
Solution: Compare enrollment dates, attendance history, and contact details; keep the record with the richer, more current history and merge the other into it.

Issue: Family unreachable with the details on file
Solution: Ask at the next class, check sibling/family records for a working contact, and update the record once confirmed.

Next Steps

After mastering student verification:

1. Managing Student Status & Transitions - Keep statuses current as students come and go
2. Family Account Management - Manage family relationships and accounts
3. Student Profile Management - Edit and maintain student records

Clean, verified data is quiet infrastructure — you notice it most in everything that suddenly "just works": accurate registers, deliverable messages, and billing without surprises.