Find and edit a student

When you need this

• A parent is at the desk or on the phone and you need the student's balance, invoices or receipts.
• A student's details were typed wrong, or they move to another class or residence.

Steps

Find a student

1. Open Students in the menu.
2. In the search box (Search students by name...), type at least two letters of the student's first name or surname, or their student number. The number works with or without the dashes: 101-26-1234-5 and 1012612345 find the same student.
3. Pick the student from the list. Their page opens.

You can also scroll the list (Number, Name, Status) and click a row, or press Filters to narrow it by First Name, Last Name, Email or Phone.

Read the student's page

• At the top: the name, the student number under it, and the status (for example Active).
• Student details card: date of birth, ID, address, the student's Classes (class and residence) and the Balance: what they owe, or In credit if they have paid ahead. Breakdown shows more.
• Tabs:
  • Invoices: every invoice for the student.
  • Payments: every receipt for the student.
  • Reminders: payment reminders sent to the parents.
  • Parents: the parents and guardians linked to the student. See Parents.

Correct the student's details

1. On the Student details card, press Edit.
2. Change First name, Last name, ID number, Date of birth or Gender.
3. Press Update.

The student number can't be changed: parents and the bank already use it.

Move a student to another class or residence

A student is in one class and one residence at a time. Take them out of the old one first.

1. On the Student details card, press Manage next to Classes.
2. Next to the old class (or residence), press Remove.
3. Press Add to a class, type part of the new class's name and pick it.
4. Close the panel.

Each change is saved as you make it. Bill runs, statement runs and messages sent to a class reach everyone in it, so from now on the student is billed and messaged with the new class. Invoices already issued stay as they are.

What the buttons and the Actions menu do

At the top right of the student's page:

Action	What it does
New invoice	Starts an invoice for this student.
Record payment	Starts a receipt for this student. It is the blue button while the student owes money.
View statement	Opens the student's statement: invoices, receipts and the running balance.
Send email	Opens a new message in Communications, addressed to this student.
Generate ID card	Makes the student's ID card as a picture to download. You choose the role and an expiry date.
Print ID card	The same card, sent to the printer.
Download QR code	Downloads only the QR code from the card.
Invite to portal	Emails an invitation to the online portal. It needs an email address on the student's record.
View profile picture, Download profile picture	The photo. Click the photo at the top to change it.
Delete	Removes the student from lists and searches. Their invoices and receipts are kept.

You see only the actions your role allows.

Delete a student

Only for a student added by mistake, for example twice. The app refuses while the student is in a class or residence, or while they owe money or are in credit.

1. Settle the balance to zero, and take the student out of their class and residence (Manage → Remove).
2. Actions → Delete, then Yes, delete it!

There is no "left school" status yet. Keep a student who has left as they are.

What you should see

• After Update: Saved, and the card shows the new details.
• After a class change: Removed from the old class and Added to the new one, and the card lists the new class.
• After Delete: Successfully deleted, and you are back on the Students list.

If something goes wrong

Message	What to do
No students found.	Check the spelling, or search by the student number. A student's old (previous) number isn't searched.
Already in class …: remove them from … first.	Press Remove next to the old class, then add the new one. Same for a residence.
Contact is part of a group, please remove from group first	Delete refused: take the student out of their class and residence first.
Customer has unpaid invoices; settle or cancel them before deleting	Delete refused: the student still has invoices open.
Customer has a balance of … owed (or in credit); settle, refund or adjust it to zero before deleting	Delete refused: the balance must be zero first. Ask the bursar.
No Email Found (after Invite to portal)	The student has no email address on record, so no invitation can be sent.