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My Students

The Students section is where tutors manage all their learners — from inviting them to reviewing AI-powered progress insights and defining personalized policies.

Inviting a Student​

  1. Go to My Students and click Invite Student.
  2. Fill in: first name, last name, email address, and target language.
  3. The student receives an invitation email with a link to accept.
  4. Once they accept, their status changes to Active.

After sending an invitation, a dialog displays the invitation link with a copy button so you can share it via WhatsApp, Telegram, or any other channel.

Resending an Invitation​

If an invitation expires or the student hasn't responded, you can resend it:

  1. Find the student in your list (they will still show as Pending).
  2. Click the ⋮ menu on their row and select Resend Invitation.
  3. The old invitation link is invalidated and a new one is sent by email.
  4. The new link is also copied to your clipboard automatically.

This option is only available for pending, tutor-initiated invitations.

Students can also find you through the marketplace or AI Matchmaker. When a student books or messages you, a relationship is created automatically in an Exploring state. You or the student can upgrade it to Active when ready for ongoing lessons.

Adding an External (Off-Voilà) Student​

Not every student wants to create a Voilà account — but you may still want to track them as part of your teaching practice. The Add External Student flow lets you create a tutor-managed student record without requiring them to register, sign in, or interact with Voilà directly.

When to use this​

Common scenarios:

  • A student who already pays you offline (cash, bank transfer, invoice) and doesn't need a login.
  • A long-standing student who doesn't want yet another account to manage.
  • Family members, friends, or colleagues you tutor casually.
  • A student you want to onboard for AI-generated lesson summaries and insights before they decide whether to register themselves.
  • Trial students you want to track properly before they commit to ongoing lessons.

What you can do with an external student​

Once added, the student appears in your My Students list with an External student chip and the status Tutor managed. From your side, they behave like any other active student:

  • Schedule lessons against them — recorded, transcribed, and analysed as normal.
  • Track offline payments using the External Payment mode (cash, bank transfer, invoice). See Booking & Payments for the available payment modes.
  • Generate AI lesson summaries, Learning Insights, Student Progression chats, and AI Lesson Planning just like any other active student.
  • Maintain Private Notes, flag goals, and use the AI Lesson Schedule Builder.
  • Optionally email AI summaries, class reminders, and other notifications on their behalf — after they verify their email (see opt-in below).

You manage everything for the student from your side; they never need to log in to Voilà unless they later decide to register.

How to add an external student​

  1. Go to My Students and click Add External Student (next to the regular Invite Student button).
  2. Fill in: first name, last name, email address, target language, and the language to email them in (this is independent from the language they are learning — pick the language they read most comfortably).
  3. Optional — Tick Send AI summaries by email, class reminders, notifications, etc. if you want Voilà to email the student on your behalf.
  4. Click Add Student.

The student is created immediately in a Tutor managed state. You can start scheduling lessons and tracking payments for them right away — no waiting for an invitation to be accepted.

Email opt-in (anti-spam)​

To prevent unsolicited emails being sent to people who never signed up themselves, AI summaries, class reminders, and other automated notifications are only sent to external students after they explicitly verify their email address.

  • If you ticked the opt-in checkbox, the student receives a single one-click verification email from Voilà explaining that you added them and asking them to confirm.
  • Until they verify, no automated emails are sent — but you can still record lessons, generate and read summaries inside Voilà, and track payments.
  • The student can opt out at any time from a link in any email they receive, without needing a Voilà account.

You can re-send the opt-in email later if the student misses it, and you can always toggle individual notifications off in their Per-Student Settings.

After creating the external student, the success dialog shows a Registration Link you can copy and share. The student can use it later if they decide they want a Voilà account of their own — they will inherit the existing relationship, lesson history, transcripts, and AI summaries you've already built up. Sharing this link is entirely optional; many tutors never need to.

Why this exists​

External students keep your Voilà workspace as a single source of truth for every student you teach, regardless of how the relationship started or how they pay you. You get the same AI tooling, lesson tracking, and reporting whether the student is fully on Voilà, paying via Stripe, or paying you in cash on the side — and if they ever do decide to join properly, no data has to be migrated.

Student List​

Your student list shows all invited and active students. From here you can see each student's status, language, and access their individual profile.

Exploring vs Active Relationships​

StateWhat is available
ExploringMessaging, trial/single bookings, basic profile view.
ActiveEverything above plus: session packages, recurring lessons, groups, learning insights, summary templates, private notes, bank details sharing, and scheduling overrides.

A student can activate the relationship themselves, or you can invite them directly (which creates an active relationship on acceptance).

Student Groups​

Organize students into named groups.

  • Create a group with a name and optional target language.
  • Add or remove students who have an active relationship with you.
  • Groups power group lessons: define a group lesson type with per-seat pricing, then propose lessons for the whole group from Tutor Lessons → Propose Lessons. Each member confirms their seat individually. See Group Lessons for full details.

Per-Student Settings​

Each student has individual settings you can configure:

  • Default summary template — which lesson summary format is generated for this student.
  • Payment method — whether they pay via Stripe or externally.
  • Notifications — per-student notification preferences.
  • Individual policies — cancellation pricing and lesson policies per student.

Learning Insights​

Each active student has a Learning Insights panel with AI-powered views of their progress.

AI Insights​

An AI chat that answers questions about the student's learning journey based on all stored lesson transcriptions. Ask questions like:

  • "What grammar topics have we covered?"
  • "What mistakes does this student keep making?"
  • "What should I focus on next?"

Previous Summaries​

Review past lesson summaries. Select different summary dates to compare how the student has progressed.

Flags​

Items flagged by the student in the Voilà app — topics they want to cover, things they found difficult, or vocabulary they want to revisit. Flags are visible to you so you can incorporate them into lesson planning.

Learning Profile​

Basic information about the student: hobbies, profession, and learning profile. This data is used by AI tools to personalize suggestions and exercises.

Student-Facing Experience​

Students have their own view of the platform, including:

  • Private notepad with personal notes and AI lesson summaries
  • Previous summary
  • Published lesson schedules from their tutor

Student private notes are completely private — tutors cannot view them.