> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Student Management
> Create and manage student profiles, guardian records, student groups, batches, and the student log - the core of your institution's student information system.
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](/education/college-management/admissions)). You can also create a student directly:
1. Go to **Education workspace → Student Management card → Student**.
2. Click **New**.
3. 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 |
4. Save the record.
***
## 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
1. Go to **Education workspace → Student Management card → Guardian**.
2. Click **New**.
3. 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) |
4. Save. The guardian can then be linked from a student's Guardians tab.
***
## 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
1. Go to **Education workspace → Student Management card → Student Group**.
2. Click **New**.
3. 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.
4. Save.
### 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.
1. Go to **Education workspace → Tools card → Student Group Creation Tool**.
2. Select the **Academic Year** and optionally the **Academic Term**.
3. Select the **Programme**.
4. Click **Get Courses** - the tool lists all courses in that programme.
5. Tick the courses you want to create groups for.
6. Optionally tick **Separate course based Group for every Batch** if your programme has multiple batches.
7. Click **Create Student Groups**.
Bizaxl creates one Student Group per selected course, ready for you to add students and instructors.
***
## 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
1. Go to **Education workspace → Student Management card → Student Log**.
2. Click **New**.
3. Select the **Student** and fill in the log entry.
4. 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](/education/college-management/programmes-and-courses#programme-enrolment) 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
An applicant is approved in the Admissions module and converted to a Student record.
The Student record is created with personal details, contact information, and a linked Customer record for fee invoicing.
Parent or guardian contact details are added on the Guardians tab of the student record.
The student is formally enrolled in a programme via a Programme Enrolment record, which also triggers fee record creation.
The student is assigned to the relevant Student Group for their courses.
The Student Group is linked to Course Schedule sessions in the Timetabling module.
Instructors mark attendance for the student's groups each class session.
Assessment Plans are created for the student's groups, and results are recorded after each exam or test.
Significant events in the student's academic journey are recorded in the Student Log.
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.
***
## Related Features
* [Admissions](/education/college-management/admissions) - where students originate
* [Programmes & Courses](/education/college-management/programmes-and-courses) - linking students to programmes
* [Attendance](/education/college-management/attendance) - attendance is taken per student group
* [Fee Management](/education/college-management/fee-management) - fees are raised against students via the Customer link