Student Management

The Student Management module is the foundation of EduCore. Every other module — fees, attendance, exams — relies on the student database. This guide covers adding, importing, searching, editing, and promoting students.

flowchart LR
    A[Admission] --> B[Enrolled]
    B --> C[Promotion]
    C --> B
    B --> D[Transfer Certificate]
    D --> E[Withdrawn]

Adding a Student

To add a single student:

Navigate to Students > Add Student from the sidebar.
Fill in the following sections:

Basic Information

Field	Description	Required
First Name	Student’s first name	Yes
Last Name	Student’s last name	Yes
Date of Birth	In DD/MM/YYYY format	Yes
Gender	Male, Female, or Other	Yes
Blood Group	A+, A-, B+, B-, O+, O-, AB+, AB-	No
Religion	As per school records	No
Category	General, OBC, SC, ST, EWS	No
Nationality	Defaults to Indian	No
Aadhaar Number	12-digit Aadhaar number	No
Photo	JPG or PNG, max 2MB	No

Admission Details

Field	Description	Required
Class	The class to admit the student into	Yes
Section	The section within the class	Yes
Admission Number	Auto-generated (branch prefix + sequential) or manual entry	Auto
Admission Date	Date of admission, defaults to today	Yes
Roll Number	Can be auto-assigned or manually entered	No
Previous School	Name of the school previously attended	No

Parent/Guardian Information

Field	Description	Required
Father’s Name	Full name	Yes
Father’s Phone	10-digit mobile number	Yes
Father’s Email	Email address (used for parent portal login)	No
Father’s Occupation	Profession	No
Mother’s Name	Full name	Yes
Mother’s Phone	10-digit mobile number	No
Mother’s Email	Email address	No
Guardian Name	If different from parents	No
Guardian Phone	Guardian’s contact number	No
Guardian Relation	Relationship to student	No

Address

Field	Description	Required
Address Line 1	Street address	Yes
Address Line 2	Locality/area	No
City	City name	Yes
State	State/UT	Yes
PIN Code	6-digit postal code	Yes

Review all entered information.
Click Save Student.
The student profile page will open, confirming successful admission.

Tip: The admission number is auto-generated using the format {BranchCode}-{Year}-{Sequential} (e.g., DPS-2025-0042). If your school uses a different numbering scheme, you can type a custom admission number in the field.

Bulk Import via CSV

For admitting multiple students at once (e.g., at the start of an academic year):

Navigate to Students > Bulk Import.
Click Download Template to get the CSV template file.
Open the template in Excel or Google Sheets.
Fill in one row per student, following the column headers exactly.
Save the file as CSV (Comma-Separated Values).
Back in EduCore, click Choose File and select your CSV.
Click Upload and Preview.
EduCore will display a preview showing:
- Number of valid rows
- Number of rows with errors (highlighted in red)
- Specific error messages for each invalid row
Fix any errors in your CSV and re-upload if needed.
When all rows are valid, click Import Students.
A progress bar will show the import status.
After completion, a summary shows how many students were imported.

CSV Template Columns

Column	Format	Required
first_name	Text	Yes
last_name	Text	Yes
date_of_birth	DD/MM/YYYY	Yes
gender	Male/Female/Other	Yes
class	Class name exactly as configured	Yes
section	Section letter exactly as configured	Yes
father_name	Text	Yes
father_phone	10 digits	Yes
mother_name	Text	Yes
address_line_1	Text	Yes
city	Text	Yes
state	Text	Yes
pin_code	6 digits	Yes
aadhaar	12 digits	No
blood_group	A+/A-/B+/B-/O+/O-/AB+/AB-	No
category	General/OBC/SC/ST/EWS	No
religion	Text	No

Tip: Start with a small batch (10-20 students) to verify the import works correctly before importing the full list.

Searching and Filtering Students

Quick Search

On the Students list page, use the search bar at the top.
Type a name or admission number.
Results filter as you type.

Advanced Filters

Click the Filter button to access advanced filters:

Filter	Options
Class	Select one or more classes
Section	Select one or more sections
Gender	Male, Female, Other
Category	General, OBC, SC, ST, EWS
Blood Group	All blood groups
Admission Year	Filter by year of admission
Status	Active, Withdrawn, Passed Out

Set your desired filters.
Click Apply Filters.
The student list updates to show only matching students.
Click Clear Filters to remove all filters.

Exporting the List

After applying filters (or with no filters for the full list), click the Export CSV button.
A CSV file will download containing all visible students with their details.

Student Profile Page

Click on any student’s name to open their full profile. The profile is organized into tabs:

Overview Tab

Student photo, name, class, section, admission number
Key details: date of birth, gender, blood group, category
Parent contact information
Address

Attendance Tab

Monthly attendance summary (present, absent, late, half-day counts)
Attendance percentage
Calendar view with color-coded days
Below-75% warning if applicable

Fees Tab

Fee summary: total due, total paid, balance
Payment history with receipt numbers
Pending fee installments
Discount details if any

Exams Tab

Exam-wise results
Subject-wise marks and grades
Rank information
Link to download report card

Documents Tab

Uploaded documents (birth certificate, Aadhaar copy, previous TC)
Issued certificates (TC, bonafide, character)

Timeline Tab

Chronological history of all actions on this student record
Admission, fee payments, attendance, exam results, promotions

Editing a Student

Open the student’s profile page.
Click the Edit button in the top-right corner.
Modify the fields you need to change.
Click Save Changes.
The changes are logged in the student’s timeline.

Tip: If you need to change a student’s class or section outside of the promotion workflow (e.g., a section transfer), edit the student and change the Class/Section fields directly.

Student Promotion (Bulk)

At the end of an academic year, promote students to the next class in bulk:

Navigate to Students > Promotions.
Select the source class (e.g., Class 5).
Select the source section (e.g., Section A), or choose “All Sections”.
Click Load Students.
A list of all students in the selected class/section appears.
For each student, the target class defaults to the next class (e.g., Class 6).
Select the target section for each student using the dropdown.
To retain a student (not promote), uncheck the checkbox next to their name.
To mark a student as passed out (e.g., Class 12 students graduating), select “Passed Out” as the target.
Review the promotion list.
Click Promote Students.
A confirmation dialog appears showing the count. Click Confirm.
Students are moved to their new classes and sections.

Tip: Promotions are linked to academic year transitions. Make sure you have created the next academic year before running promotions. See Academic Year.

Sibling Linking

Linking siblings helps with:

Sibling discount auto-application
Viewing all children of a parent together
Single parent portal login for multiple children

Automatic Detection

When adding a new student, if the father’s phone number or mother’s phone number matches an existing student’s parent, EduCore suggests a sibling link.

Manual Linking

Open a student’s profile.
Click the Siblings section (or tab).
Click Link Sibling.
Search for the sibling by name or admission number.
Select the sibling from the results.
Click Link.
The sibling connection is now visible on both students’ profiles.

To remove a sibling link:

Open either sibling’s profile.
In the Siblings section, click the Unlink button next to the sibling.
Confirm the action.

Custom Fields

If your school tracks additional information not covered by the standard fields (e.g., House/Group, Bus Stop, Medical Conditions), you can add custom fields.

Navigate to Settings > Custom Fields. (See Custom Fields for setup instructions.)
Once custom fields are configured, they appear on the Add Student form and the Edit Student form.
Custom field values are also included in CSV exports.

Student Withdrawal

When a student leaves the school:

Open the student’s profile.
Click More Actions > Withdraw Student.
Enter the withdrawal date.
Enter the reason for withdrawal (e.g., relocation, transfer to another school).
Choose whether to refund pending fees (pro-rated).
Click Withdraw.
The student’s status changes to “Withdrawn” and they no longer appear in active student lists.
Withdrawn students can be found using the Status filter set to “Withdrawn”.

Tip: Withdrawing a student does not delete their data. All records (attendance, fees, exam results) are preserved. If a student returns, you can re-admit them and their history is retained.

EduCore — User Guide