Students

What it is for

The list every piece of work on pupils starts from: find a pupil by school, grade, class or name, open their file, and add one pupil by hand. A pupil not in a class this year is on it too, marked “Unallocated”, and those who left are under “Withdrawn”. The whole year's roster is uploaded from “Update student data”, and pupils are placed in classes from “Student placement”.

Who uses it

The page opens for whoever holds “View students”, to look only, or “Manage people, staff and students”, to work in it. In the built-in roles: Owner, Principal, Stage supervisor, Teacher, Counselor. 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. Narrow the list by school, then stage, grade and class; each choice narrows the next. Search by name or pupil number, or by the full identity number.
2. Switch between “Active”, “Withdrawn” and “All” in the tabs above the table; each shows how many pupils it holds under the same filters.
3. Press any column's header to sort by it, and again to reverse it. The page shows 25 pupils, with the arrows under the table.
4. Press a pupil's name to open their file, and the pencil on their row to change their name, identity number and gender.
5. To add a pupil: “+ Add a student”, type their full name and their identity number if there is one, then the guardian's name, identity number and mobile, choose the gender and the class, then “Add”.
6. “Export Excel” downloads every pupil the filters match, not only the page shown.

How it works

Each pupil appears once, with their enrolment in the year shown: their school, grade and class. An active pupil with no class this year shows “Unallocated” until placed, and a withdrawn pupil shows the school they left and the year they left it. Each reader sees only the pupils their permission reaches: a school's staff its pupils, a class's teacher that class's pupils. The “Guardian phone” column is there only for those allowed to see guardians' numbers. A search by identity number matches only the whole number, and only for a reader allowed to see the numbers, and the search is never written into the page's address. The pupil number is generated and is never the identity number, and the identity number is kept sealed and never shown in the list. On adding, a number already held by another pupil, a guardian or a member of staff is refused. The guardian's identity number is required: if it is on file, the pupil is linked to that guardian's record and their details are not changed. Every addition and change is written to the action log by the fields that changed, never their values.

On the page

• Narrow the list by school, stage, grade and class, and search by name, pupil number or the full identity number.
• “Update student data” uploads the year's roster from Excel, and “Export Excel” downloads everyone the filters match.
• Active, withdrawn and all, each with its count under the same filters.
• Press a header to sort, a pupil's name to open their file, and the pencil to change their name, identity number and gender.
• “+ Add a student”: the pupil, their guardian and their class in one window.

Part of these flows

• A pupil's year: from enrolment to promotion

Questions

Why can't I see the guardian phone column?

Only those allowed to see guardians' numbers see it. If your work needs it, ask whoever manages roles in your group.

I searched by identity number and the pupil did not show.

Type the whole number: the numbers are kept sealed, so part of one finds nothing. And a number only matches for a reader allowed to see identity numbers; otherwise search by name or pupil number.

The pupil was refused because the identity number is on file.

The number belongs to an existing pupil, or to a guardian or a member of staff. Look for the pupil under “All” instead of adding them again, or check the number.

Why can't I add a pupil without a class?

A pupil without a class belongs to the whole group, so only someone whose permission covers the whole group adds one without a class. Choose one of your school's classes.