Managing Students & Parents

Goal: Enroll students into classes and grant their parents access to the Parent Portal.

This guide is typically used by Class Teachers and Principals.

1. Adding a Student

Students are always assigned to a specific Class.

1
Navigate to Classes.
2
Open the Class you want to add students to (e.g., "Grade 4").
3
Click Add Student.
4
Enter the student's Full Name, Admission Number, and Date of Birth.
5
Click Save.

The student is now enrolled.

[SCREENSHOT: /dashboard/classes/[id] — showing the student list within a class]

Bulk Import

If you have a large spreadsheet of students, you can use the Import Students button inside the class. Download the CSV template, fill it out, and upload it.

2. Inviting Parents to the Portal

Once a student is in the system, you need to invite their parent. EduTrack does not require you to manually create parent accounts. Instead, you send them an invite link.

1
Go to Parents or the student's profile.
2
Click Generate Parent Invite.
3
Send this link to the parent via WhatsApp or SMS. Use the convenient WhatsApp button next to pending invites to instantly send a pre-formatted message.

Pending Invites

Parents who haven't accepted their invite yet will appear in your directory with a Pending badge. You can copy their link again or send a WhatsApp reminder at any time.

When the parent clicks the link, they will be prompted to create an account. They are immediately and securely linked to that specific student.

Note

Note: If a parent has multiple children in the school, they should click the invite link for each child using the same email address. The system will merge the children under their single Parent Portal.

3. What Parents Can See

Once a parent is linked, they get access to the /parent portal.

They can view:

Academics: Report cards, recent exam scores, and attendance records.
Finances: Current fee balances, historic invoices, and payment receipts.
Communications: Direct messages from teachers or the principal.

Parents cannot see data belonging to any other student.

4. Student Statuses & Withdrawing Students

EduTrack accurately tracks the lifecycle of every student to keep your class counts correct without permanently deleting valuable historical records.

Students can have one of the following statuses:

Enrolled: Actively in the school and counts towards class totals.
Withdrawn / Transferred / Graduated: The student has left the school. They no longer appear in active class rosters or receive new fee invoices, but their past records (attendance, grades, payments) are preserved.
Suspended / Expelled: The student is temporarily or permanently removed for disciplinary reasons.

To remove a student from a class:

1
Navigate to Classes and open the class.
2
Click the Action menu next to the student and select Remove.
3
You will be prompted to choose what happens to the student:
Unassign from Class: The student remains Enrolled but is removed from the current class roster. They will immediately appear in a dedicated Unassigned Pool at the top of the Students and Parents directory pages, ensuring no student slips through the cracks.
Withdraw / Graduate / Transfer: You must provide an exit date. The student's status is updated, and they are removed from the class roster.