Students

Registration is where a student first enters ShuleOne. Everything downstream — billing, registers, marks, library loans, transport, the student portal — reads the record created here, so it is worth being fussy about accuracy at this point.

Go to Registration → Students.

The current student list with class, admission and account status.

Admitting one student

Select Add New and work through the form:

Identification — admission number, full name, date of birth, gender. The admission number must be unique and is what appears on receipts, marks sheets and the student’s portal account. Date of birth is not optional in practice: it drives the age-appropriate theme in the student portal and appears on official documents.

Placement — class, stream and the term the student joined in. A student placed in the wrong class will be billed the wrong fees and appear on the wrong register.

Guardians — parent or guardian names, relationship, telephone and email. These determine who receives fee reminders, absence notices and results, and who can open a parent account. At least one working telephone number is essential; the email is what a parent uses to sign in.

Other — boarding or day, house or hostel, transport route, medical notes, and any special needs.

Select Save. The student appears on the class list immediately and can be billed, marked present and issued books from that moment.

Importing a class from a spreadsheet

For an intake, importing is far faster than typing.

1. Select Import or Add by Excel.
2. Download the template. Do not build your own file — the importer matches on column headings, and a file with different headings will be rejected or, worse, loaded into the wrong fields.
3. Fill one row per student. Keep admission numbers unique and dates in the format the template shows.
4. Upload the file. ShuleOne validates it and reports the rows it cannot read.
5. Read the result as Added, Skipped or Failed. A skipped student already exists and must not be imported again.
6. If rows fail, use the correction workbook that downloads automatically. It contains only correctable rows, keeps the original values and adds a Failure Reason column. Correct those rows and upload that workbook again. Use Download Excel in the result if the automatic download was blocked.

Existing students are not copied into the correction workbook. Their admission numbers already belong to records in ShuleOne, so review the named record instead of creating a duplicate.

Caution

Check the first import on a handful of rows before loading three hundred. Correcting a bad import is much slower than repeating a good one.

Reviewing an import

Open the import window and select Import history. Each batch shows the workbook name, who imported it, when it ran, and separate counts for added, skipped and failed rows. Select View details for the row-by-row result.

Use Roll back only when the wrong workbook was imported. ShuleOne removes only students from that workbook that are still safe to delete. Billing, marks, attendance, transport or other protected history blocks rollback rather than being erased.

Class lists

Registration → Classes shows each class with its student count and gives you the lists you need to print.

Lists are available as PDF for filing and as Excel for further work.

Group lists cover more than one class at a time — useful for a whole-year assembly register or a mass mailing.

Student ID cards

Registration → Student IDs produces printable cards from the photographs on the student records.

Students without a photograph print with a placeholder, so upload photographs before a bulk run.

Editing and leaving

Open a student from the list to edit the record. Everything except the admission number can be changed.

If a former student returns, readmit their existing record rather than creating a new one. Readmission preserves the student’s history. When guardian contact details have changed, clear or replace the obsolete link; a guardian who is still connected to another child keeps their parent access.

If saving reports a duplicate parent/guardian contact link, the same legacy contact is recorded under more than one role, such as both Father and Guardian. Note the student’s admission number and ask support to repair the duplicate contact link before trying the change again. Other student details are not saved while that conflict is present.

When a student leaves, do not delete them. Deleting detaches their fee history, marks and library record, and the school still needs those. Instead:

• Transfers — for a student moving to another school, record a transfer. This closes their place, keeps their history, and produces a transfer document.
• Leave-outs — Registration → Leave-outs records students who have left without transferring.

Both remove the student from active registers and billing while keeping the record searchable.

Promoting students at the end of the year

Classes stay where they are; students move up through them. At year end use the promotion tool from Registration → Classes to move a whole class into the next one.

Before promoting:

1. Finish the term’s marks and generate report cards — promotion changes which class a student’s records sit under.
2. Deal with leavers and transfers first, so they are not carried into the new year.
3. Decide on repeats. Students repeating a year are left where they are while the rest of the class moves up.

After promoting, check the top class. Its students have nowhere to go and should be marked as graduating rather than promoted into a class that does not exist.