> ## 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 Records
> How to create, update, and manage the official student profile - the central record that every other part of the system references.
The student record is the most important record in the system. Attendance is taken against it. Fees are raised for it. Exams are assessed under it. Everything connects back to this one profile. Getting it right at the start saves problems across every other module.
***
## Who Does This
| Task | Who Does It |
| ------------------------------------------------- | ------------------------------ |
| Creating a new student record | Admissions Officer |
| Adding guardian contact details | Admissions Officer |
| Updating personal details | Admissions Officer / Registrar |
| Marking a student as inactive (left or graduated) | Registrar |
| Bulk enrolment into programmes | Academic Administrator |
***
## Before You Start
You need the following before creating a student record:
* The student's full name, date of birth, gender, and contact details
* At least one parent or guardian's name, email, and phone number
* The programme the student is enrolling into (for the next step - Programme Enrolment)
* An Academic Year set up in the system
***
## How to Create a Student Record
There are two ways to create a student record:
### Option 1 - From an Approved Application (Recommended)
When an admissions application is approved, you create the student record directly from that application. This ensures all details are carried over automatically.
1. Go to **Education workspace → Admissions card → Student Applicant**
2. Open the approved applicant's record (status = Approved)
3. Click the **Create Student** button in the top-right toolbar
4. The system creates a student record with all details pre-filled from the application
5. Review the record and add any missing information
6. Click **Save**
### Option 2 - Create Directly (New Student Without Application)
For transfers, returning students, or walk-ins who skipped the application process:
1. Go to **Education workspace → Student Management card → Student**
2. Click **New**
3. Fill in all required fields (see Field Guide below)
4. Click **Save**
***
## Field Guide
### Personal Details Tab
| Field | Required | Purpose |
| ------------------------- | ----------- | ------------------------------------------------------------------------------------------ |
| **First Name** | Yes | Student's given name |
| **Last Name** | No | Student's family name |
| **Date of Birth** | No | Used for age verification and official records |
| **Gender** | No | Male / Female / Other |
| **Blood Group** | No | For medical emergency records |
| **Nationality** | No | Country of citizenship |
| **Student Email Address** | Recommended | Used for fee payment request emails and portal login |
| **Mobile Number** | No | Student's phone number |
| **Joining Date** | No | Date the student first enrolled at the institution |
| **Date of Leaving** | No | Fill this when the student graduates or leaves |
| **Enabled** | Yes | Tick = Active student. Untick when student leaves. Active count in shortcuts reflects this |
| **Student Applicant** | No | Link to the application this student came from |
| **User** | No | Links to a login account so the student can access the portal |
### Address Tab
| Field | Required | Purpose |
| --------------------- | -------- | --------------------------------------------------------------- |
| **Permanent Address** | No | Home address for official records and correspondence |
| **Current Address** | No | Where the student currently lives (if different from permanent) |
### Guardians Tab
Add at least one guardian here. Guardian details are used for fee payment notifications, welfare communications, and emergency contact.
| Field | Required | Purpose |
| ----------------- | ------------------ | --------------------------------- |
| **Guardian** | Yes (for each row) | Link to the Guardian record |
| **Relation** | No | Father / Mother / Sibling / Other |
| **Guardian Name** | Auto-filled | Pulled from the Guardian record |
To add a guardian: click **Add Row**, then search for or create the Guardian record. See [Guardian Management](/education/student-management/guardian-management) for how to create guardian records.
### Siblings Tab
If your institution tracks sibling relationships (e.g. for sibling fee discounts):
| Field | Purpose |
| ------------ | ----------------------------------------------- |
| **Student** | Link to another Student record who is a sibling |
| **Relation** | Brother / Sister |
***
## Updating a Student Record
You can update most fields at any time by opening the student record and clicking **Edit**.
**To update contact details:** Open the student record → Personal Details tab → update email or mobile → Save.
**To update guardian details:** Open the student record → Guardians tab → click the guardian row → update or add a new guardian.
**To mark a student as having left:** Open the student record → set **Date of Leaving** to the departure date → untick **Enabled** → Save.
***
## Finding a Student Record
**Fastest method:** Type the student's name in the **global search bar** at the top of any page and press Enter.
**From the workspace:** Education workspace → Student Management card → Student → use filters (Name, Programme, Student Category, Active/Inactive).
**From the shortcut count:** Click the **Student** shortcut tile in the workspace to open the filtered list of all active students.
***
## Automatic Actions
| When You Do This | System Does This Automatically |
| ----------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Create Student from an Approved Applicant | Student record created with all application details; application status changes to "Admitted"; a Customer record is created (needed for fee invoicing) |
| Untick Enabled and save | Student no longer appears in the Active count shortcut |
***
## Best Practices
**Always add guardian email addresses before submitting a Programme Enrolment.** Fee payment request emails are sent immediately when the enrolment is submitted. If guardian emails are missing at that point, the notifications will not be sent and cannot be re-sent automatically.
**Do not create duplicate student records.** If a student returns after a gap year, reactivate their existing record (re-tick Enabled) rather than creating a new one. Duplicate records cause problems in attendance, fees, and reporting.
**Use the Student Email field for portal access.** If students need to log in to the LMS or student portal, their student email must match their login account. Link their account in the User field on the student record.
**Record the Date of Leaving when a student exits.** This ensures the student is excluded from active counts, attendance lists, and bulk fee runs in future terms.
***
## Troubleshooting
**Student does not appear in attendance lists:** Check that the student is in a Student Group. Being enrolled in a programme does not automatically add a student to a class group - this must be done separately.
**Fee payment emails are not reaching the student:** Check that the Student Email Address field is filled in on the student record and that Guardian records have valid email addresses.
**Student cannot log in to the portal:** The User field on the student record must be linked to a Bizaxl user account. Check with your system administrator.
**Student appears in reports after leaving:** Make sure "Enabled" is unticked and "Date of Leaving" is filled in. Reports filter on the Enabled status.
***
## Related Pages
* [Guardian Management](/education/student-management/guardian-management) - add parent and guardian contact details
* [Student Groups](/education/student-management/student-groups) - assign students to a class or batch
* [Admissions](/education/admissions/introduction) - the process that creates student records
* [Programme Enrollment](/education/academic-management/programme-enrollment) - formally enrol a student in a programme