Adding students

Sidebar → People → Students. You need permission to manage students — a School Administrator or a Registrar.

Create your classes first (Classes and subjects), or there will be nowhere to put anybody.

One at a time

Register opens a multi-step form: the student's details, their guardian, and their class. It saves a draft as you go, so an interruption does not cost you the form.

Which fields appear, and which are required, is controlled by Settings → Registration fields. If you are being asked for something you do not collect, turn it off there rather than filling it with placeholder text.

Guardian email is worth getting right. It is how a parent signs in to see their child, and how report cards and fee reminders reach them. A student with no guardian email has no parent access.

A whole school at once

Import Excel on the Students toolbar. It handles any spreadsheet layout — you are not made to reformat your existing roster:

Upload the file
Map your columns onto the system's fields
Review and import

Rows that cannot be imported are reported back to you and the rest still go through, so a few bad rows do not block the whole file. If your spreadsheet has your own admission numbers in it, map that column — re-importing later then updates those students rather than creating duplicates.

Export Excel takes the roster back out in the same shape.

Giving students portal access

Students sign in with their Student ID + PIN or Email + code. Configure the school prefix and sequence padding in Settings. Newly issued IDs have no dashes; older printed IDs remain valid.

Login slips on the Students toolbar prints one card per student with their ID, ready to cut up and hand out. Choose a class inside Login slips and review the selection. Use Issue temporary PINs for students needing an initial slip. For replacements, use Student account support. Stored PINs cannot be retrieved; you can reprint a newly issued batch while it remains open.

PINs are sensitive. Print the slips only when you are ready to distribute them, and hand them out directly.

To reset one student's PIN, open the student, then Reset login PIN. The new PIN is shown once, on screen, for you to pass on — the old one stops working immediately.

Changing a student's class or programme

Open the student's record and edit their placement when they change class or programme. The class must belong to the selected division, and it must offer the selected programme; the system blocks an invalid combination.

Changing only the class keeps the student's existing programme and records. Changing their division or programme clears a custom subject selection so their subjects can be derived from the new curriculum. Marks, attendance, payments and the student ID remain on the record.

Removing a student

Deleting a student removes their records permanently and cannot be undone. If a student has simply left, a rollover will graduate them, which keeps the history.

Student correction requests

Open Student correction requests in Students to review attendance and profile requests. Check the request, update the student record or attendance register if needed, then mark it resolved with a response. Decline requests that should not change the record and explain why. Students can see the status and your response.

Student account support

Open Student account support in Students to find active students who have never signed in, have no recorded email verification, or are locked out after failed PIN attempts. Search by name, ID, class or email. Only staff who can manage students can use these tools.

Check the student's identity, then choose Unlock PIN to clear failed attempts while keeping their PIN, or Reset PIN to issue a new PIN and sign out their existing sessions. Enter a reason for the account history. Print the replacement slip before hiding the issued PIN; it cannot be retrieved later.

Account history shows the latest 50 recorded resets, unlocks, PIN changes and email verifications. PINs and verification codes are not included. Earlier email verifications may not have been recorded; students can verify their email in Profile or by signing in with an email code. Changing an email clears its previous verification status. If lock status is unavailable, refresh before deciding whether the student needs an unlock.

Shortening an existing student ID

In Settings → Student IDs and registration, set a short school prefix (for example, DS) and choose 4 sequence digits. New IDs use a two-digit year, giving IDs such as DS260010. Larger sequences grow instead of repeating.

To change an existing student, open Students → Student account support, find the student, then select Change student ID. Enter a reason and choose Confirm ID change. The new ID appears in the confirmation. Refresh Students and use Login slips to print their updated ID; their existing PIN still works.

Previous IDs remain valid for sign-in. Marks, fees, attendance and account access stay with the same student. Changing the prefix in Settings does not automatically renumber existing students. Use Account history to review ID changes.

Applying the format to the whole school

After saving the prefix and sequence digits in Settings, open Students → Student account support → Preview school-wide ID update. Review the affected count and sample, then choose Update student IDs to convert the whole school in one action. This includes graduated students. IDs already matching the format are skipped. If records or settings change after the preview, create a fresh preview before applying.

The conversion keeps all previous IDs valid for sign-in and records every change in account history. PINs, marks, fees and attendance stay unchanged. Select Reload Students afterward to see the new IDs and print updated login slips.

School-issued PINs are temporary. After signing in with a new or replacement PIN, students must enter it and choose a different four-digit PIN before opening the portal. Email sign-in also requires this step while a temporary PIN is active. Staff resets and replacement PIN slips require another change; printing an ID-only slip does not. If a student forgets the temporary PIN, issue a replacement.

Student self-service PIN recovery

Students can choose Forgot PIN? on the sign-in page and enter their previously verified email. After entering the recovery code, they choose and confirm a new four-digit PIN. The code expires after five minutes and cannot be reused after a successful reset. Resetting signs out existing sessions and appears in account history. Students without a verified email should contact the school office.

Distributing slips by class

Open Students → Login slips, choose a class, and review the selected students. The default selection includes up to 100 students who have no recorded PIN issue, have not signed in, and still need a school-issued PIN. Choose Issue temporary PINs once, then print the issued batch. You can print that same batch again without resetting PINs. Finish the batch before choosing another class.

Use Print selected IDs only for students who already have a PIN. Use Student account support for lost slips or replacement PINs. The progress table shows who has signed in and who has chosen their own PIN. Refresh progress to see updates. Issuing a slip records issuance, not physical handover; older issuance records may be incomplete. Review existing paper slips before repeating a rollout.