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Students Module User Guide (Non-Technical) ​

This guide explains how office/admin users can manage student records and promotions without technical knowledge.

Who should use this ​

  • School admin users
  • Admission/office staff
  • Class coordinators responsible for yearly promotion

Students menu map ​

From the left sidebar, open Students. You will find:

  • Student List
  • Bulk Promotion
  • Promotion History
  • Promotion Settings

Status meanings (important) ​

Student statuses ​

  • Active: currently studying
  • Inactive: temporarily not active
  • Graduated: completed final class/session
  • Transferred: moved to another institution
  • Expelled: removed by disciplinary decision

Promotion types ​

  • Manual: promoted by user from Bulk Promotion page
  • Automatic: promoted by configured auto-promotion process

Before you start ​

Please confirm these are ready:

  1. Academic sessions are created.
  2. Classes and sections are created.
  3. Groups (if used for higher classes) are created.
  4. Proper permissions are assigned for students and promotions.

If class/section/session setup is incomplete, student create/edit and promotion workflows will not work correctly.

1) Add a new student ​

Path: Students -> Student List -> Add Student

The form is organized in tabs:

  • Basic Info
  • Academic
  • Guardian
  • Address

You can move by tabs or use Next/Previous buttons.

Basic steps ​

  1. Enter student name (English required; Bangla optional).
  2. Set admission date and other personal details.
  3. Optional: upload student photo (JPG/PNG, up to 2 MB).
  4. Select gender and optional date of birth/blood group.
  5. Optional: add student email for portal account.

Academic tab ​

  1. Select academic session.
  2. Select category (Residential/Non-Residential).
  3. Select class and section.
  4. Optional: set roll number.
  5. If group is required for the selected class, choose group.

Guardian tab ​

  1. Enter father and mother details.
  2. Choose Primary Guardian (Father/Mother/Other).
  3. Confirm guardian phone carefully (used for communications).

Address tab ​

  1. Enter present address.
  2. Enter permanent address.
  3. Click Create Student.

Important notes:

  • Parent and guardian phone fields are required.
  • Student ID/admission number are handled by the system.
  • If email is provided, a student login account may be created with default password password.

2) View student list and apply filters ​

Path: Students -> Student List

Use filters to find students quickly:

  • Search (name or ID)
  • Class
  • Section
  • Status

Then click Apply Filters.

Actions available for each row:

  • View (eye icon)
  • Edit (pencil icon)
  • Delete (trash icon)

3) View full student profile ​

Path: Students -> Student List -> View (eye icon)

Profile page shows:

  • Student overview
  • Academic and personal info
  • Guardian and address details
  • Attendance summary and recent attendance records
  • Payment summary and recent fee payment records

Scope options ​

On profile page, you can switch data scope for both attendance and payment:

  • Current Session
  • All Time

Use this when you need either session-wise or full historical view.

4) Edit student information ​

Path: Students -> Student List -> Edit (pencil icon)

You can update:

  • Personal details
  • Academic assignment (session/class/section/group)
  • Guardian and address details
  • Photo
  • Student status

Status can be updated to:

  • Active
  • Inactive
  • Graduated
  • Transferred
  • Expelled

Click Update Student to save changes.

5) Delete a student record ​

Path: Students -> Student List -> Delete (trash icon)

  1. Click delete icon.
  2. Review confirmation message.
  3. Confirm delete.

Best practice:

  • Prefer status updates (Inactive/Graduated/Transferred) for historical continuity.
  • Delete only when the record was created by mistake.

6) Bulk student promotion ​

Path: Students -> Bulk Promotion

Use this for year/session-end class movement.

Step A: Filter and select students ​

  1. Filter by session/class/section/search if needed.
  2. Select students individually or use Select all.
  3. Use Bulk Actions -> Promote Selected.

Step B: Configure promotion ​

  1. Select Target Academic Session.
  2. Set Class Promotion Mapping (from class -> target class).
  3. Optional: select Graduating Class.
  4. Optional: add remarks.

Step C: Confirm and run ​

  1. Click Promote Students.
  2. Confirm in the dialog.
  3. System processes promotions and returns success/warning message.

Important notes:

  • Only selected students are promoted.
  • Class mapping is required.
  • If a class is marked as graduating, those students are set to Graduated.
  • If some records fail, system reports success and failed counts.

7) Promotion history and rollback ​

Path: Students -> Promotion History

Use this page to audit promotion actions.

Available filters ​

  • Search by student
  • Promotion type (Manual/Automatic)
  • Date range

What you can review ​

  • From class/section/session
  • To class/section/session
  • Status changes
  • Promoted by user/system
  • Promotion date/time

Rollback a promotion ​

  1. Find the record.
  2. Click Rollback.
  3. Confirm rollback.

Rollback restores student's previous class, section, session, and status.

8) Promotion settings (auto-promotion) ​

Path: Students -> Promotion Settings

This page configures automatic promotion behavior.

Main settings ​

  1. Enable/disable Auto Promotion.
  2. Set Promotion Date.
  3. Choose From Academic Session and To Academic Session.
  4. Optional: set minimum attendance percentage.
  5. Optional: enable exam-pass requirement.
  6. Optional: choose graduating class.
  7. Save settings.

You can also use Reset Settings to clear saved configuration.

Operational note:

  • Auto promotion runs only when scheduled background processing is active.
  • If date passes and promotion does not run, ask technical admin to check scheduler/queue status.

9) Suggested yearly workflow ​

Admission period ​

  1. Create/update student records.
  2. Verify guardian phone numbers and class/section assignments.

Mid-session ​

  1. Keep student statuses updated (active/inactive/transfer cases).
  2. Use profile page to review attendance and payment snapshots.

Session-end ​

  1. Configure promotion settings if auto flow is used.
  2. Run bulk promotion for manual flow.
  3. Review promotion history and rollback only if needed.

10) Common issues and quick fixes ​

Cannot save student form ​

  • Check required fields, especially parent/guardian phone and academic fields.

Section list is empty ​

  • Select class first.
  • Confirm sections exist for that class.

Group field appears and blocks save ​

  • Selected class requires a group.
  • Choose a valid group before submitting.

No students shown in Bulk Promotion ​

  • Apply correct filters.
  • Ensure students are active and in selected session/class.

Promotion completed with failures ​

  • Recheck class mapping.
  • Retry only failed students.

Rollback button not available ​

  • Record may already be rolled back.
  • Your role may not have rollback permission.
  • Your account likely lacks required permissions.
  • Ask admin to grant student/promotion access.

11) Good practices ​

  • Keep guardian phone accurate; it is primary communication contact.
  • Use clear naming format for student names and IDs.
  • Upload photos for easier identification.
  • Prefer status updates over deletion for audit continuity.
  • Add remarks during bulk promotion for better history tracking.

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