Add a student

When you need this

A new student joins the school. Add them before you bill them or receipt their fees: every invoice and receipt is for a student, and parents pay by quoting the student's number.

Steps

1. Open Students in the menu and press New Student.
2. Student Details:
   • First Name and Last Name (both needed), and Middle Name if they have one.
   • ID Number, Gender and Date Of Birth if you have them.
   • Attachments (optional): press Add Document to attach, for example, a birth certificate.
3. Guardians: the parent or guardian who pays and receives the invoices.
   • Type their name or phone number in the search box. If they are already in the app (a brother or sister is at the school), pick them from the list.
   • If they are not found, press Create new guardian. Fill in First Name and at least one phone number under Phone Numbers, plus Email Addresses if they have one (invoices and statements go by email). Press Save Guardian.
   • Relationship: Mother, Father, Guardian, Emergency or Other.
   • Leave the ticks as they are for the first guardian: Primary Contact, Financial Responsibility, Receives Invoices and Pickup Allowed are already on.
   • For a second parent, press Add another guardian and do the same. Tick Receives Invoices for them only if they should get the invoices too.
4. Enrollment Details:
   • Class: pick the class (type part of its name to search).
   • Enrollment Date: the day the student started. It is today unless you change it. Its year goes into the student number, so for next year's intake pick a date in next year.
   • Residence Type: for example Boarding or Day.
   • Co-curricular Activities (optional): clubs and teams.
   • Previous number (optional): the student's old admission or Pastel number, so you can still find their old records.
   • Opening Balance: what the student already owed when your school started using the app, carried over from your old books. Leave it empty for a new student. Type an amount owed with a minus sign in front: a student who owes 150.00 is -150.00. A number without the minus (150.00) is recorded as money the student has in credit, paid in advance.
5. Press Create Student.

What you should see

Student created successfully, then the student's page opens. Under their name is their student number, for example 101-26-1234-5. The app gives it out by itself; you never type it. It reads:

Part	Example	Means
School code	101	Your school. The same on every student.
Year of entry	26	The year of the Enrollment Date (2026).
Running number	1234	The next free number for that year.
Check digit	5	Catches a mistyped number.

This is the number parents quote when they pay at the bank or by transfer, so the payment finds the right student. Give it to the parents.

The Student details card shows the class and residence under Classes, and the opening balance under Balance (or In credit). The parents are on the Parents tab.

If something goes wrong

Message	What to do
Please enter the student's first and last name	Fill in Last Name too. It isn't starred, but it is needed.
Please select a class for the student	Pick a Class. If the class isn't in the list, create it first: see Classes and residences.
Please select a residence type for the student	Pick a Residence Type. If the list says No residence types available., create the residence groups first: see Classes and residences.
Please enter at least one phone number for Guardian 1	A new guardian needs a phone number.
Previous number … is already used	Another student already has that old number. Check you aren't adding the same student twice.
Error: You do not have permission to create students	Your role can't add students. Ask the bursar or head.

• No student number under the name: your school has not been given its school code yet. Ask support.
• The balance shows "In credit" but the student owes: the opening balance was typed without the minus. Tell the bursar or support straight away, before the student is billed.
• You added the wrong class or residence: correct it on the student's page, see Find and edit a student.