How To Conduct Student Admissions Offline

Use this guide when a student is being enrolled directly by staff rather than through a public online admission flow.

Before you start

• Confirm the active academic session.
• Know the target class and section for the student.
• Prepare guardian and parent contact information before opening the form.
• Decide whether your school will enter admission and roll numbers manually or generate them from a separate internal process.

Navigation path

Student Information -> Student Admission

Step 1: Open the Student Admission form

Open Student Information from the sidebar and choose Student Admission. The page is organized into four operational blocks:

• Admission
• Student
• Academic placement
• Guardian & parents

Step 2: Enter the admission details

The first block captures intake-specific information:

• Admission number
• Roll number
• Admission date

Recommended approach:

• use a consistent admission numbering rule
• record the real intake date rather than the date the form was opened
• leave optional fields blank only if your school truly does not use them

If your internal policy depends on external approval before assignment, settle the admission and roll numbering convention before you create the record.

Step 3: Fill the student identity section

The Student block collects core identity and contact data:

• first name
• middle name
• last name
• gender
• date of birth
• email
• phone
• current address
• permanent address

Use the full legal or school-approved spelling for names. This matters later for certificates, attendance exports, fee records, and communication workflows.

Step 4: Set academic placement

The Academic placement block decides where the student will sit inside the school structure.

Required items in the current UI:

• Session
• Class
• Section

Optional but useful placement fields:

• Category
• House

Important behavior:

• section selection depends on the class choice
• if the correct section does not appear, stop and verify the academic setup before saving the student

Step 5: Enter guardian and parent information

The Guardian & parents block captures the contact and relationship context used in day-to-day operations.

Available fields in the current UI include:

• guardian type
• guardian name
• guardian relation
• guardian phone
• father name
• father phone
• mother name
• mother phone

Fill this section carefully because it supports follow-up communication, emergency reference, and other parent-facing workflows.

Step 6: Submit the record

Review the entire form, then click Create student.

Before submission, double-check:

• required fields are complete
• the student is assigned to the correct session, class, and section
• guardian contact details are usable
• dates use the intended values

If you need to abandon the form, use Cancel instead of leaving partial assumptions in your notes.

Step 7: Verify the student after creation

After the student is created:

• return to the student list using View List
• search by admission number or student name
• confirm the class-section placement
• verify guardian details if your process requires a second-person review

Common mistakes to avoid

• saving the student before checking class and section
• entering temporary guardian numbers that staff cannot use later
• mixing current and permanent addresses without confirming the school standard
• leaving admission details blank when your school policy expects them at intake time

Troubleshooting

Related guides

• Students And Admissions
• How To Import Students
• How To Add And Collect Fees