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
The student’s Track identifies their Quran pathway: Qaida, Nazra or Hifz. Choose No Quran track / subjects only when they are not currently studying Quran. This option is available during enrolment and under Edit details; previous Quran assessments and subject participation are preserved.
A student’s track does not assign Quran teaching to their class. Admins choose that separately in Education → Curriculum → Quran tracks taught in each class. For example, a Nazra student in an Alimiyya class set to None has no Nazra overdue expectation from that class. See the Education guide for setup.
Change one student from their record, or use Admin → Classes to move or unassign several students together. Assigning a class automatically uses that class's year group. Existing attendance and teaching records remain dated history; the new placement controls current lists and future work. See Managing classes & rollover for bulk moves and next-year planning.
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 complete intake flow is in Admissions & enrolment.
Prepare adult learner access
Adult learners sign in with their own email address. When you enrol someone who is already 18, enter a Student portal email; a guardian is not required. A manual enrolment sends the invitation immediately, while an accepted public application or CSV import queues it for review.
Admin → Guardians shows learners who turn 18 within the next 30 days and anyone whose date of birth now needs an access review. Check the date of birth, enter the learner's own email and prepare their Student Portal account. Access cannot become active before the eighteenth birthday.
Record adult learner guardian preferences
A guardian linked before the learner turns 18 keeps full portal access by default. Record one of three choices when the learner wants to change or confirm that access: Full access, Finance only or No access. Finance-only access excludes learning, messaging and care information. A guardian linked after the learner is already 18 starts with no access until a choice is recorded.
Record a staff-entered instruction only after speaking with the adult learner, and enter how and when they gave it in the evidence field. Change the level promptly if the learner changes their decision. A corrected date of birth that crosses the adult boundary must be resolved in the review panel before portal controls become available again.
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
Use the guided withdrawal action for ordinary leavers so their historical records remain available for authorised reporting. A class roster can withdraw a selected group with one leaving date and reason. Removing someone from a class is different: it leaves the student active but unassigned. Read the confirmation carefully before withdrawing or permanently removing a record.
Next, see what the family sees or configure households and fee responsibility.