Students is your roster of enrolled students. Use it to find any student, see their full record at a glance, register a new student directly, edit their details and photo, and record when a student leaves, graduates or comes back.
- Where Admissions & Students → Students
- Who can use it Anyone whose role includes Students. Only the Admin and Head Teacher can withdraw, graduate or re-admit students or change their status. Only the Admin can delete a student.
- Set up first Streams & Classes (every student must be in a class)
Find a student
Type a name or admission number in the search box. Use the tabs to switch between Active, Withdrawn, Transferred, Graduated, All not active and All. If your school has campuses, the All Campuses list narrows it to one campus.
The tiles at the top show your totals. Click Total Students, Active or Not Active to filter the list. Unassigned to a Class counts students with no class. The list shows 100 students at a time; use Previous and Next to page through.
Register a student
Register Student adds a student straight away, without going through the Admissions pipeline.
- Click Register Student.
- On Student Information, enter the Admission Number, First Name, Last Name and choose a Class. Gender, date of birth and email are optional.
- On Guardians, enter at least one parent with a first name, last name and phone.
- Add Medical Information and Biodata & Birth Records if you have them.
- Click Register Student at the bottom.
If your school has tertiary levels, the email box is used for the student’s portal login.
Preview and edit a record
Click the eye icon (Preview) to open the student’s full file in a window: fee balance, attendance over the last 90 days, latest average, personal and health details, parents, recent payments, results and any discipline entries. Click Edit details to change it.
On the edit screen you’ll find these tabs: Student Information, Parents & Guardians, Medical Information, Biodata & Birth Records and Photo. Click Save Changes when done.
- Change class: pick a new class under Class. To move a whole class at year end, use Promotion.
- Add a parent: on Parents & Guardians, click Add a parent, guardian, or sponsor. If a parent with the same name and phone is already on file, that parent is linked instead of a duplicate. A new parent with an email also gets a portal login.
- Link a parent already on file (for example a brother or sister’s parent): on the same tab, search for them, choose the relationship and click Link to this student.
- Unlink a parent: click Remove from this student. The parent’s record stays in Guardians.
Photos and Photo day
On a student’s Photo tab, click Take photo to use the camera, or Upload photo to pick a file, then crop and save. Photos are made smaller automatically and are private to staff, the student and their linked parents.
To photograph a whole class, click Photo day on the list, choose the class and click Start. The app moves from one student to the next. Tick Include students who already have a photo to retake everyone.
When a student leaves or graduates
Click the ⋯ button on a student’s row (or Actions on their record) and choose:
- Withdraw / Transfer out: pick a Reason and Effective date. For a transfer you can add the new school’s name.
- Graduate / Move to Alumni: set the graduation date and year. Leave Add to the Alumni list ticked to add them to Alumni.
- Re-admit: for a student who has left. Choose their class and they become active again.
Nothing is deleted. Invoices, receipts, attendance, scores and report cards are kept. From the date they leave, they no longer appear in class registers, score entry, class billing or the active list.
Delete permanently is only for a student added by mistake. If the student already has any school records, the app won’t delete them and offers Withdraw instead.
Good to know
- Admission numbers must be unique in your school.
- Expelled, deceased and “other” reasons all give the status Withdrawn; the reason shows beside the status.
- A student who has already left must be re-admitted before you can change how they left.
- Teachers and other staff without enrolment rights can preview and edit students, but the Status box is locked for them.
- Removing a parent link needs the Guardians module as well.