Student Management

Student Management is where your institution maintains the official record of every enrolled student. It covers the student profile itself, their guardian contacts, how students are grouped into classes, and the log of significant events in a student’s academic history.

Who Uses This Feature

Role	What They Do
Academic Administrator	Creates and maintains student records, manages groups and batches
Admissions Officer	Creates students from approved applicants
Instructor	Views student records and group membership
Student	Views their own record via the portal
Guardian	Receives communications linked to their student

Before You Start

You need:

At least one Academic Year configured
Education Settings saved with the current academic year
For groups: at least one Programme and Course set up

Student Records

A student record is the central file for each person enrolled at your institution. It stores personal information, contact details, guardian links, and academic status.

Creating a Student

Students are most commonly created by converting an approved Student Applicant (see Admissions). You can also create a student directly:

Go to Education workspace → Student Management card → Student.
Click New.
Fill in the student’s details:

Personal Details

Field	What to Enter
First Name	Student’s first name (required)
Middle Name	Middle name, if applicable
Last Name	Last name
Student Email Address	Official email address (required)
Student Mobile Number	Phone number
Date of Birth	Used for age verification and official records
Gender	Select from list
Blood Group	Optional; useful for medical emergencies
Nationality	Optional
Image	Profile photograph

Address

Field	What to Enter
Address Line 1 / 2	Residential address
City / State / Pincode	Location details
Country	Country of residence

System Fields

Field	What to Enter
Enabled	Tick to mark the student as active
User ID	Link to a Bizaxl user account (for portal access)
Student Applicant	Link to the original application, if converted
Customer	Auto-linked to a Customer record for fee invoicing
Joining Date	Date of first enrolment

Guardians tab - Add the student’s parent(s) or guardian(s). Each guardian entry links to a Guardian record and specifies the relationship type. Siblings tab - Add any siblings enrolled at the same institution. Exit Details tab - When a student leaves:

Field	What to Enter
Date of Leaving	When the student left
Leaving Certificate Number	Official leaving certificate reference
Reason For Leaving	Free text explanation
Enabled	Untick to mark the student as inactive

Save the record.

Student record showing personal details, address, guardian links, and system status fields

Guardians

A Guardian is a parent or responsible adult linked to one or more students. Guardian records store contact details and are used for fee invoice delivery and notifications.

Creating a Guardian

Go to Education workspace → Student Management card → Guardian.
Click New.
Fill in the guardian’s details:

Field	What to Enter
Guardian Name	Full name (required)
Email Address	Used for fee notifications and correspondence
Mobile Number	Primary contact number
Alternate Number	Secondary contact
Occupation	Optional
Designation	Optional
Work Address	Optional
Students	Lists the students linked to this guardian (auto-populated)

Save. The guardian can then be linked from a student’s Guardians tab.

Guardian record showing contact details and linked students

Student Groups

A Student Group is how you organise students for teaching purposes. A group can represent a class, a batch, a course section, or any other grouping your institution uses. Groups are used for attendance, assessment planning, and timetabling.

Creating a Student Group

Go to Education workspace → Student Management card → Student Group.
Click New.
Fill in the group details:

Field	What to Enter
Student Group Name	A descriptive name, e.g. “B.Com Year 1 - Section A”
Academic Year	The year this group belongs to (required)
Group Based On	Choose: Programme, Course, or Batch
Programme	The programme this group is for (if group is programme-based)
Course	The course this group is for (if course-based)
Batch	The batch name (if batch-based)
Academic Term	The term, if applicable
Max Strength	Maximum number of students in this group
Student Category	Optional filter for scholarship or quota groups

Students table - Add students manually, or use the Get Students button to automatically pull in all students enrolled in the relevant programme or course. Instructors table - Assign one or more instructors to this group.

Save.

Student Group form showing group name, academic year, group basis, and the students and instructors tables

Student Group Creation Tool (Bulk)

Instead of creating groups one at a time, use the Student Group Creation Tool to generate multiple groups at once from a programme’s course list.

Go to Education workspace → Tools card → Student Group Creation Tool.
Select the Academic Year and optionally the Academic Term.
Select the Programme.
Click Get Courses - the tool lists all courses in that programme.
Tick the courses you want to create groups for.
Optionally tick Separate course based Group for every Batch if your programme has multiple batches.
Click Create Student Groups.

Bizaxl creates one Student Group per selected course, ready for you to add students and instructors.

Student Group Creation Tool showing programme selection, course list, and batch separation option

Student Batches and Categories

Student Batch Name - A simple label that defines a batch within your institution, e.g. “Batch A”, “Morning Shift”, “2025 Intake”. Batches are used to subdivide students within a programme. To create a batch name: Education workspace → Student Management card → Student Batch Name → New. Student Category - A classification for special groups, such as scholarship students, overseas students, or specific quota categories. Categories can affect fee structures. To create a category: Education workspace → Student Management card → Student Category → New.

Student Log

The Student Log records significant events in a student’s academic history - pastoral notes, disciplinary incidents, achievements, counselling sessions, or any other event you want to track officially.

Creating a Student Log Entry

Go to Education workspace → Student Management card → Student Log.
Click New.
Select the Student and fill in the log entry.
Save.

Alternatively, open a Student record and use the Student Log shortcut from the dashboard section at the bottom of the form.

Programme Enrolment

Once a student is created, they are formally enrolled in a programme through a Programme Enrolment record. This is the official record of a student’s membership in a programme for a given academic year. See the Programme Enrolment section in Programmes & Courses for full details.

Field Guide: Student

Field	Purpose
Enabled	Active/inactive flag - inactive students do not count in shortcuts and can be filtered out
First / Last Name	Identity
Student Email Address	Used for payment requests and portal login
User ID	Links the student to a Bizaxl login account
Student Applicant	Traceability back to the admission application
Customer	Auto-created Customer record used for fee invoicing
Joining Date	Used in enrolment and reporting
Date of Leaving	Set when a student exits
Guardian (table)	Contacts for communications and notifications

Workflow Journey

Student applicant approved

An applicant is approved in the Admissions module and converted to a Student record.

Student record created

The Student record is created with personal details, contact information, and a linked Customer record for fee invoicing.

Guardian linked

Parent or guardian contact details are added on the Guardians tab of the student record.

Programme enrolment submitted

The student is formally enrolled in a programme via a Programme Enrolment record, which also triggers fee record creation.

Student added to student group

The student is assigned to the relevant Student Group for their courses.

Student group assigned to course schedule

The Student Group is linked to Course Schedule sessions in the Timetabling module.

Attendance taken per session

Instructors mark attendance for the student’s groups each class session.

Assessment plans created

Assessment Plans are created for the student’s groups, and results are recorded after each exam or test.

Student log updated as needed

Significant events in the student’s academic journey are recorded in the Student Log.

Exit: date of leaving set and record deactivated

When a student leaves, the Date of Leaving is recorded and the Enabled flag is unticked to mark them as inactive.

Reports & Monitoring

Student and Guardian Contact Details report - lists all students with their guardian contact information. Run from Education workspace → Other Reports card.
Student list view - filter by Enabled = Yes to see only active students.
Use the global search to find any student by name.

Automatic Actions

Action	When It Happens
Customer record created	Automatically when a new Student is saved (required for fee invoicing)
User account can be linked	When you set User ID on the student record, they gain portal access
Guardian email used for fee payment	When fees are submitted and payment request is triggered

Best Practices

Always link a guardian email address - the fee payment request system uses guardian emails to send payment links. Without an email, the payment notification cannot be sent.
Use Student Category from the start - categories can filter fee structures. Adding the category later may require manual fee record updates.
Keep the Enabled flag accurate - deactivating students who have left keeps your active student count meaningful. The workspace shortcut shows only enabled students.
Use the Student Group Creation Tool for new academic years - manually recreating dozens of groups is unnecessary when the bulk tool can generate them in minutes.
Record exits promptly - set Date of Leaving and untick Enabled as soon as a student leaves. This keeps reports and counts accurate.

Troubleshooting

The “Get Students” button in Student Group is not pulling in students. Ensure the students are submitted in a Programme Enrolment for the same programme and academic year as the student group. The button looks for enrolled students, not just any student. A student cannot log into the portal. Check that the student has a User ID set on their record and that the linked user account is active in Bizaxl. I need to merge a duplicate student record. Use the Bizaxl Merge Documents tool (from the list view, select both records and use Actions → Merge). Be careful - this cannot be undone.

Admissions - where students originate
Programmes & Courses - linking students to programmes
Attendance - attendance is taken per student group
Fee Management - fees are raised against students via the Customer link

College Management

E-Classroom

Learning Management System

Tuition Centre

Who Uses This Feature

Before You Start