Managing students & guardians

The student record is the link between teaching, attendance, fees and family communication. Keep the core identity and relationships accurate here rather than correcting the same detail separately in each workflow.

Find and review a student

Use Admin → Students to search and filter the roster. Open a student to review their profile, class and year placement, Quran track, guardians and the operational record built from attendance, progress and tasks.

Update placement and status

Change the class, year group or Quran track when the student moves. Existing attendance and teaching records remain dated history; the new placement controls current lists and future work. Use Active, Inactive and Withdrawnconsistently so reports distinguish the current roster from former students.

Maintain guardian relationships

Add the people responsible for the child and record the relationship, contact details and address supplied by the family. Mark one primary contact, then decide separately whether each guardian can receive teacher messages and whether they should have portal access.

One guardian account can be linked to siblings. Reuse the same verified email rather than creating a second identity; the parent then sees all linked children under one login.

Manage portal invitations

The Guardians area distinguishes contacts with no portal, queued invitations, sent invitations, active accounts and inactive access. Review the email before sending or resending. A bulk student import queues invitations for review; it does not email families automatically. The full intake flow is in Getting started.

When a family's circumstances change

Update the relationship and communication permissions promptly. If someone should no longer see the child, remove or deactivate their portal access rather than relying on a verbal instruction. Check household and payer links separately when the change also affects fees.

Before permanent removal

Prefer a status change for ordinary leavers so their historical records remain available for authorised reporting. Use a permanent removal action only for the case it describes and read the confirmation carefully: removal is different from withdrawing a student.

Next, see what the family sees or configure households and fee responsibility.