A pupil's file

What it is for

One pupil's page, opened from their name in “Students” or “Student placement”. From it a pupil moves from class to class, a second guardian is added, a guardian is given their sign-in link to the family portal, a guardian's link to the pupil is revoked, and a withdrawal is recorded; each stays in the pupil's history with who did it and when.

Who uses it

The page opens for whoever holds “View a student's file”, to look only, or “Manage people, staff and students”, to work in it. In the built-in roles: Owner, Principal. A group grants these to any role under Settings → Roles and permissions, and everyone sees only what is within their own scope.

Step by step

1. To change the pupil's name, identity number or gender: the pencil beside their name.
2. To allocate or move: choose the class in the “Allocation” card, then “Allocate” or “Move”.
3. To add a guardian: “Add guardian” in the “Guardians” card; type their name, relation, identity number and mobile, choose their settings, then “Add”.
4. To change a guardian: the pencil on their row. To revoke their link to the pupil: the revoke icon on their row, then “Revoke link”.
5. To give a guardian their sign-in: “Create a sign-in link” on their row, then hand them the link at once; it is not shown again.
6. To withdraw: “Record withdrawal” at the foot of the page, type the reason if you like, then confirm.

How it works

The pupil's identity number shows only to those allowed to see identity numbers, and guardians' mobiles only to those allowed to see them; every opening of a file is recorded. Allocation sets the school, stage and grade together from the class chosen, and offers only the classes of schools where you may place pupils. Each pupil has one primary guardian: making another one primary moves it to them, and revoking the primary's link makes the oldest remaining guardian primary. Revoking deletes nothing: the pupil stops showing to the guardian in the family portal and the school's messages about them stop at once, the guardian's other children are not touched, and the link is restored from “Revoked links”. A sign-in link is valid for a week, for one use, and is neither kept nor shown more than once; the sign-in name is the guardian's mobile, and they can also sign in with their identity number. Changing a guardian's mobile is logged and moves the sign-in name with it, and is refused when the number is someone else's; a guardian who is staff has their name and mobile changed on the staff page. Withdrawal closes the pupil's enrolment and makes them “withdrawn” without deleting anything: their history, attendance and guardians stay, and allocating them to a class again makes them active.

On the page

• The pupil's name, number and status, and their identity number for those allowed to see it. The pencil changes the name, number and gender.
• The pupil's class this year, and since when. Choose another class, then “Move”.
• The guardians, the primary first: the pencil changes one, the revoke icon revokes the link, and “Create a sign-in link” gives the guardian their way into the family portal.
• Every allocation, move and withdrawal, with who did it and when.
• “Record withdrawal” closes the pupil's enrolment without deleting anything.

Part of these flows

• A pupil's year: from enrolment to promotion

Questions

Why is the pupil's identity number not shown?

Only those allowed to see identity numbers see it; for anyone else it stays sealed.

The sign-in link was lost before it reached the guardian.

Press “New link” on the guardian's row, and hand them the new link.

How do I bring a withdrawn pupil back?

Allocate them to a class from the “Allocation” card on their file: they are active again with a new enrolment, and their withdrawal stays in their history.