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Students & Admissions

The students module manages the complete lifecycle of a student — from first admission through to archiving as an alumnus.

Adding a Student

  1. Go to Students → Add Student
  2. Fill in the required fields:
    • Student ID (auto-generated if prefix is configured)
    • First name, Last name, Middle name
    • Date of birth, Gender, Nationality
    • Class and Campus
    • Guardian / Parent contact details
  3. Upload a passport photo (optional but recommended)
  4. Click Register Student

Student ID Generation

Student IDs are generated automatically in the format:

[PREFIX]/[ADMISSION YEAR]/[SEQUENCE NUMBER]

For example, with prefix KAS, a student admitted in 2026 gets KAS/2026/001. The sequence number is a single running count per campus — it doesn't reset each year and doesn't depend on class code.

Each campus has its own prefix — configure it from Students → Campuses → Edit Campus, next to Student ID Prefix. There is no single school-wide prefix; every campus needs its own configured before students can be auto-registered there.

Class Transfers

To move a student to a different class:

  1. Go to Students → Student List and open the student's record
  2. Click Transfer Student
  3. Select the New Class and Effective Date
  4. Click Confirm Transfer

The student's previous class is retained in the transfer history.

Managing Campuses

For schools with more than one location, campuses are managed from Students → Campuses.

Adding a campus:

  1. From the "Add Campus" pane, enter the campus name
  2. Click Add Campus — you can add several at once using the (+) icon

Editing a campus:

  1. From the campus list, click the edit icon
  2. Update any of:
    • Campus Name
    • Campus Emblem — used in place of the school's main emblem on bills, reports, and receipts generated for students at this campus. Leave empty to fall back to the school's main emblem.
    • Headmaster's Signature — automatically appended to terminal reports and other documents that require it
    • Student ID Prefix — see Student ID Generation. Every campus should have its own prefix set.
  3. Click Modify Campus

Deleting a campus: click the delete icon from the campus list and confirm.

Multi-Campus Enrolment

Students are enrolled in one campus at a time. To transfer between campuses:

  1. Open the student's record
  2. Click Change Campus
  3. Select the new campus and click Save

Attendance

Recording attendance

  1. Go to Students → Attendance
  2. Select the Class and Date
  3. Mark each student as Present, Absent, or Late
  4. Click Save Attendance

Automated absence SMS

When a student is marked absent, an automated SMS can be sent to the student's guardian. To enable this:

  1. Go to Settings → SMS Settings
  2. Toggle Absence Alert SMS to on

Biometric attendance

Note

Available since sERP v2.1.

In addition to manual entry above, student attendance can be captured automatically from a fingerprint, facial recognition, or card-based biometric device. See Biometric Attendance for device setup, mapping, and settings.

Health Records

Student health information is stored under the student's record:

  1. Open the student record → Health tab
  2. Add blood group, known conditions, allergies, and emergency contacts
  3. Log clinic visits with date, presenting complaint, and treatment notes

Disciplinary Records

Log disciplinary incidents for a student:

  1. Open the student record → Disciplinary tab
  2. Click Add Incident
  3. Enter the date, nature of the offence, action taken, and the staff member involved

Student Lists and Reports

Report Location
Class list (printable register) Students → Class List
Parent contact list Students → Parent Contacts
Enrolment statistics by class/campus Students → Analytics
Admission register Students → Admission Register

Withdrawing a Student

  1. Open the student record
  2. Click Withdraw Student
  3. Enter the withdrawal date and reason
  4. Click Confirm

Withdrawn students are moved to the Alumni / Archive section. Their records and academic history are preserved.

Alumni

Former students are accessible under Students → Alumni. You can view their full academic history, generate past reports, and re-enrol them if they return.