Student Records

Each student file holds date of birth, nationality, religion, home address, previous school, and any other fields your school requires. The profile is the single source of truth — changes made here flow through to attendance, fees, and communications without re-entry.

Add one or more guardians per student with their relationship, phone numbers, email, and portal access permissions. Emergency contacts are stored separately so staff in a crisis reach the right person immediately. Guardian details feed directly into the communication and parent portal modules.

Record known conditions, allergies, current medications, and special educational needs against the student’s file. SEN flags are visible to subject teachers in their class lists so accommodations are not forgotten when a teacher covers a lesson.

Attach scanned documents — birth certificates, transfer letters, medical forms — directly to the student file with a label and date. Staff retrieve the original without leaving the system, and documents are included in the audit trail so nothing can be quietly removed.

At the end of each academic year, run bulk promotions that advance each class to the next grade in a single operation. Individual transfers — between streams, to another school, or from another school mid-term — are recorded with dates and reasons, preserving the complete academic journey.

Log disciplinary incidents and merit awards against the student file with a description, date, and the staff member responsible. The cumulative record gives pastoral staff, parents, and management a clear picture of a student’s conduct history rather than relying on memory or paper files.

When a student graduates or leaves, their record transitions to alumni status: locked for edits, retained indefinitely, and searchable for references and transcripts. Alumni never lose access to their own data through the student portal, even years after leaving.