Overview
The Student Management module is the heart of EduSchools. It allows you to maintain comprehensive student records including personal information, photos, family connections, academic data, and financial information.
Make sure you have created at least one family before adding students. Family assignment is mandatory for all students. Learn more in our Family Management Guide.
Adding a New Student
Navigate to Student Form
Click on the Students module in the top navigation, then click the "Add New Student" button in the student listing page.
Auto-Generated Fields
When the form loads, you'll notice two fields are automatically filled:
- Student Number: Generated based on your school's pattern (e.g., RKS00001)
- PIN: Auto-generated 6-digit unique PIN for system access
Student numbers follow the pattern configured in Settings. By default, they use your school's initials plus a 5-digit number. You can change this pattern in Students → Settings → Student Configuration.
Upload Student Photo
Upload a clear, recent photo of the student:
- Accepted formats: JPG, PNG
- Maximum file size: 5MB
- Recommended size: At least 400x600 pixels
- Orientation: Portrait (vertical) works best
The system will automatically resize the photo to 600x800 pixels - perfect for both web display and printing ID cards.
Fill Required Information
Complete the required fields marked with a red asterisk (*):
- First Name: Student's first name
- Last Name: Student's surname
- Gender: Select from dropdown (Male/Female/Other)
- Family: Select the family this student belongs to
Optional Information
Fill in additional details to complete the student profile:
- Middle Name: Student's middle name(s)
- Date of Birth: Use the date picker (defaults to today)
- ID/Passport Number: Official identification number
- Race: Select from dropdown if required
Financial Information
Set initial financial details:
- Account Balance: Starting balance (default: R0.00)
- Finance Blocked: Check to prevent access due to outstanding fees
- Finance Block Date: Date when finance block was applied
System Access
Configure system access settings:
- PIN: Edit if needed (must be 4-10 digits and unique)
- Is Active: Uncheck to deactivate student without deleting
Save Student
Click "Create Student" to save. The system will:
- Resize and save the student photo
- Automatically generate a barcode for the student
- Store all information in the database
- Display a success message
Automatic Barcode Generation
When you create a new student, the system automatically generates a barcode image containing the student number. This barcode can be used for:
- Printing on student ID cards
- Attendance scanning systems
- Library book checkouts
- Access control systems
- Cafeteria payment systems
Barcodes are stored in /public/images/{tenant_code}/{studentnumber}_{tenantcode}-code.png
and are automatically displayed on the student view page. They are generated only once
when the student is created.
Student Numbering Patterns
EduSchools supports two flexible student numbering patterns:
Pattern A: School Initials + Numbers (Default)
| School Name | Initials | Example Numbers |
|---|---|---|
| Royal Kings School | RKS | RKS00001, RKS00002, RKS00003 |
| St. Mary's High | SMH | SMH00001, SMH00002, SMH00003 |
| Green Valley Academy | GVA | GVA00001, GVA00002, GVA00003 |
Pattern B: Numbers Only
Use pure numeric pattern if you prefer simpler numbers or want to start from a specific number:
- Default: 00001, 00002, 00003, ...
- Custom Start: 26001, 26002, 26003, ... (useful for year-based numbering)
You can change the student numbering pattern in Students → Settings. However, this only affects new students. Existing student numbers remain unchanged.
Editing Student Information
To update a student's information:
- Navigate to Students module
- Find the student in the list
- Click the "Edit" button
- Update the desired fields
- Upload a new photo if needed (will replace the old one)
- Click "Update Student"
When editing, the Student Number field is read-only. Student numbers cannot be changed after creation to maintain data integrity. Barcodes are also not regenerated when editing.
Viewing Student Details
Click the "View" button next to any student to see their complete profile:
- Student Photo: Full-size image (if uploaded)
- Barcode: Scannable barcode image
- Personal Information: All demographic details
- Family Connection: Link to family page
- Financial Status: Account balance and blocks
- System Access: PIN and active status
- Related Records: Dependants and guardians
Student Photos Best Practices
Photo Guidelines
- Use recent photos: Update at least annually
- Plain background: Solid colors work best
- Face clearly visible: No hats, sunglasses, or obstructions
- Good lighting: Avoid shadows on face
- Centered composition: Face in center of frame
- Portrait orientation: Vertical format preferred
Technical Requirements
| Specification | Requirement |
|---|---|
| File Format | JPG or PNG only |
| Maximum File Size | 5MB |
| Minimum Resolution | 400x600 pixels |
| Output Size | 600x800 pixels (auto-resized) |
| Quality | 90% JPEG quality |
Managing Student Status
Active vs Inactive Students
Use the "Is Active" toggle to control student status without deleting records:
- Active: Student can access system and appears in active lists
- Inactive: Student hidden from most views but data retained
Finance Blocks
Students with outstanding fees can be finance-blocked to restrict access:
- Check "Finance Blocked" checkbox
- Set "Finance Block Date"
- System will restrict student access until unblocked
Deleting Students
Deleting a student is permanent and will also delete all related records including marks, attendance, and financial transactions. Consider marking the student as inactive instead to preserve historical data.
To delete a student:
- Find the student in the list
- Click the "Delete" button
- Confirm the deletion
- Student and all related data will be removed
Bulk Operations
Coming soon: Bulk import students from CSV, bulk photo upload, and bulk status changes.
Troubleshooting
Photo Upload Issues
- "Invalid image type": Only JPG and PNG are accepted. Convert your image.
- "File too large": Compress the image to under 5MB.
- "Failed to save image": Contact administrator - folder permissions may need adjustment.
Student Number Issues
- "Duplicate student number": This shouldn't happen with auto-generation. Contact support.
- "Wrong pattern": Check Settings → Student Configuration to change pattern.
PIN Issues
- "PIN already exists": System will auto-generate a different one. Try saving again.
- "Invalid PIN length": PIN must be 4-10 digits only.
Related Topics
- Family Management - Managing family groups
- Photos & Barcodes - Detailed photo guide
- Grades & Subjects - Assigning students to classes
- System Settings - Configuring student numbering