Finding and adding students

For: everyone with access to students (read); directors, head teachers and secretaries (add and edit)

Each child has one record for the whole organization, even when they move from the pre-primary school to the primary school and later to the secondary school. The record keeps the complete school history.

Find a student

Open Students in the menu.

• Search by part of a name (first name, other first names or last name) or by the admission number. Upper and lower case do not matter: “mris” finds “Mrisho”.
• Filter by School, Class level, Stream, Academic year and Status.
• The list shows only students of the schools you are allowed to see. It loads in pages; choose Load more at the end.

The Status of a student is worked out by the app from the enrollments; nobody sets it by hand:

Status	Meaning
Enrolled	The student has an enrollment in the active academic year and has not left it
Former student	The latest enrollment ended with “Left” or “Completed”
Not enrolled	All other cases, for example a student who was added but not enrolled yet
Enrolled for 2028	Shown together with “Not enrolled” when the only enrollment is for a later year

Add a student

1. Choose Add student.
2. Enter First name, Last name and Sex (required), and if known Other first names, Date of birth (not in the future) and PREM number.
3. Choose the School, the Admission date and, if the school uses them, the Admission number. An admission number can only be used once per school; different schools may use the same numbers.
4. Choose Create student.

If students with the same name (and the same date of birth, if you entered one) already exist, the app shows Possible duplicates before saving. Open the existing record with Open record if it is the same child. If it really is another child, choose Create anyway. Matches in schools you cannot see are only counted, not shown.

A new student is Not enrolled until you enroll them in a stream, see Enrollment and school history.

The student record

The record has the sections Overview (photo, core fields, status, schools), School history, Contacts and, for those allowed, Background.

• Edit student changes the core fields.
• Under Schools, Edit admission data changes the admission date and admission number for one school. The admission number of an earlier school stays as it was.
• Records created in the sandbox demo data are marked Demo data.

Delete a student

Delete student is only possible while the student has no enrollment, for example after adding the same child twice by mistake. Students with a school history cannot be deleted, so that the history is never lost.