Add New Student

Add New Student

Create a student record with personal details, contact information, and course enrollment.

Time Required: 10 minutes Module: Core User Role: Back Office Admin

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Table of Contents

1. Before You Begin
2. Create Student Record
3. Add Personal Information
4. Add Contact Details
5. Enroll in Course
6. Save and Verify
7. Field Reference

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Before You Begin

Ensure you have:

• Course and Batch configured
• Student’s personal information available
• (Optional) Student photo (JPG/PNG, max 5MB)
• (Optional) Parent/Guardian contact details

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Create Student Record

Step 1: Navigate to Students

1. Click OpenEduCat in the main menu
2. Click Students
3. Click Profile
4. Click Create button (top-left)

Step 2: Form Opens

A new student form appears with several sections:

• Header (name, contact)
• Personal Information
• Address
• Other Information
• Courses tab

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Add Personal Information

Step 3: Fill Name Fields

Field	What to Enter	Example	Required
Title	Honorific	Mr., Ms., Dr.	No
First Name	Given name	”John”	✅ Yes
Middle Name	Middle name(s)	“Robert”	No
Last Name	Family name	”Smith”	No

The Name field is auto-calculated from the parts: “John Robert Smith”

Step 4: Upload Photo

1. Click the placeholder image area (top-left)
2. Select a photo file (JPG, PNG)
3. Image uploads and displays

💡 Tip: Photos should be passport-style, facing forward, on neutral background.

Step 5: Fill Personal Details

Field	What to Select	Example	Required
Gender	Male, Female, or Other	Male	✅ Yes
Date of Birth	Birth date	2000-05-15	No
Blood Group	Select from dropdown	”O+ve”	No
Nationality	Country of citizenship	”United States”	No

Blood Group Values

Value	Code
A+ve	A+
A-ve	A-
B+ve	B+
B-ve	B-
O+ve	O+
O-ve	O-
AB+ve	AB+
AB-ve	AB-

Step 6: Additional Information

Field	What to Enter	Example	Required
ID Number	Government ID	”SSN: XXX-XX-1234”	No
Visa Info	Visa details (international students)	“F-1 Student Visa”	No
Category	Student category	”Regular”	No

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Add Contact Details

Step 7: Fill Contact Information

Field	What to Enter	Example	Required
Email	Primary email	”john.smith@email.com”	Recommended
Phone	Contact number	”+1 (555) 123-4567”	Recommended
Language	Preferred language	”English”	No

⚠️ Important: Email is used for:

• Portal login (if enabled)
• Communication
• Password reset

Step 8: Fill Address

Field	What to Enter	Example	Required
Street	Address line 1	”123 Main Street”	No
Street2	Address line 2	”Apt 4B”	No
City	City name	”Springfield”	No
State	State/Province	”Illinois”	No
ZIP	Postal code	”62701”	No
Country	Country	”United States”	No

Step 9: Emergency Contact

Field	What to Enter	Example
Emergency Contact	Select or create contact	”Jane Smith (Mother)”

To create new emergency contact:

1. Type a name in the field
2. Click Create and Edit
3. Fill in contact details
4. Click Save

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Enroll in Course

Step 10: Navigate to Courses Tab

Click the Other Information tab, then look for the Courses section (or it may be a separate Courses tab depending on configuration).

Step 11: Add Course Enrollment

Click Add a line in the course list:

Field	What to Select	Example	Required
Course	Select course	”Bachelor of Computer Science”	✅ Yes
Batch	Select batch (filters by course)	“BCS-2025-A”	✅ Yes
Roll Number	Student’s roll number	”CS2025001”	No
Academic Year	Enrollment year	”2025-2026”	No
Academic Term	Starting term	”Fall Semester”	No
Subjects	Select subjects	”Data Structures, DBMS”	No

Roll Number Rules

Roll numbers must be:

• Unique within a batch
• Can follow your institution’s format
• Examples: “001”, “CS2025001”, “BCS/2025/A/001”

Step 12: Multiple Enrollments

Students can be enrolled in multiple courses:

1. Click Add a line again
2. Select different course/batch
3. Assign different roll number

💡 Tip: Used for students taking minor programs, dual degrees, or supplementary courses.

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Save and Verify

Step 13: Set Registration Number

In the Other Information tab:

Field	What to Enter	Example
Registration Number (GR No)	Unique student ID	”STU-2025-0001”

⚠️ Important: Registration number must be unique across all students.

Step 14: Review and Save

Before saving, verify:

• Name is spelled correctly
• Gender is selected
• Email is valid (if portal access needed)
• At least one course enrollment exists
• Roll number is assigned

Click Save button.

Step 15: Verify Creation

After saving:

• Record gets an ID
• Name appears in the title bar
• Related records (partner) are created
• Student appears in batch student list

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Field Reference

Student Fields

Field Name	Technical Name	Type	Required	Description
Title	title	Many2one	No	Honorific (Mr., Ms., etc.)
First Name	first_name	Char	✅	Given name
Middle Name	middle_name	Char	No	Middle name(s)
Last Name	last_name	Char	No	Family name
Name	name	Char	Auto	Full name (computed)
Gender	gender	Selection	✅	m=Male, f=Female, o=Other
Birth Date	birth_date	Date	No	Date of birth
Blood Group	blood_group	Selection	No	Blood type
Nationality	nationality	Many2one	No	Country of citizenship
ID Number	id_number	Char	No	Government ID
Visa Info	visa_info	Char	No	Visa details
Category	category_id	Many2one	No	Student category
Registration No	gr_no	Char	No	Unique GR number
Email	email	Char	No	Contact email
Phone	phone	Char	No	Contact phone
Language	lang	Selection	No	Preferred language
Emergency Contact	emergency_contact	Many2one	No	Emergency contact
Photo	image_1920	Binary	No	Student photo
Active	active	Boolean	Auto	Archive status
Partner	partner_id	Many2one	Auto	Related contact record
User	user_id	Many2one	Auto	Portal user (if created)

Gender Values

Value	Technical Code	Display
Male	m	Male
Female	f	Female
Other	o	Other

Address Fields (Inherited from Partner)

Field Name	Technical Name	Type
Street	street	Char
Street 2	street2	Char
City	city	Char
State	state_id	Many2one
ZIP	zip	Char
Country	country_id	Many2one

Student Course Fields

Field Name	Technical Name	Type	Required	Description
Student	student_id	Many2one	Auto	Student reference
Course	course_id	Many2one	✅	Enrolled course
Batch	batch_id	Many2one	✅	Class batch
Roll Number	roll_number	Char	No	Roll within batch
Academic Year	academic_years_id	Many2one	No	Enrollment year
Academic Term	academic_term_id	Many2one	No	Starting term
Subjects	subject_ids	Many2many	No	Enrolled subjects
State	state	Selection	Auto	running/finished

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Buttons Reference

Button	Where	What It Does
Save	Top toolbar	Saves student record
Discard	Top toolbar	Cancels changes
Action > Archive	Action menu	Deactivates student
Action > Duplicate	Action menu	Creates copy
Create Users	Action menu	Creates portal login
Invoiced	Stat button (with fees)	Shows fee invoices
Admissions ⚙️	Stat button	Shows enrollments

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Troubleshooting

”Registration number must be unique” error

Problem: Cannot save because GR number exists.

Solutions:

1. Search for existing student with that number
2. Use a different registration number
3. Check archived students (they retain GR numbers)

Birth date validation error

Problem: “Birth date cannot be in the future”

Solution:

• Verify the date format
• Ensure birth date is before today

Student not appearing in batch list

Problem: Saved student but not visible in batch.

Solutions:

1. Verify course enrollment was saved
2. Check batch selection matches where you’re looking
3. Check student is not archived (active=True)

Cannot add to batch (batch not showing)

Problem: Batch dropdown is empty when adding enrollment.

Solutions:

1. Select course first (batch filters by course)
2. Verify batch exists and is active
3. Check batch date range includes today

Email validation failed

Problem: Cannot save with entered email.

Solutions:

1. Ensure email format is valid (has @ and domain)
2. Check for spaces before/after email
3. Try a different email if duplicate exists

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Examples

Example 1: Undergraduate Student

Title: Mr.
First Name: John
Middle Name: Robert
Last Name: Smith
Name: John Robert Smith

Gender: Male
Birth Date: 2005-03-15
Blood Group: O+ve
Nationality: United States

Email: john.smith@email.com
Phone: +1 (555) 123-4567

Address:
Street: 123 Main Street
City: Springfield
State: Illinois
ZIP: 62701
Country: United States

Emergency Contact: Jane Smith (Mother) - +1 (555) 987-6543

Registration Number: STU-2025-0001

Course Enrollment:
- Course: Bachelor of Computer Science
- Batch: BCS-2025-A
- Roll Number: CS001
- Academic Year: 2025-2026
- Academic Term: Fall Semester

Example 2: International Student

Title: Ms.
First Name: Maria
Last Name: Garcia
Name: Maria Garcia

Gender: Female
Birth Date: 2004-07-22
Nationality: Mexico
Visa Info: F-1 Student Visa (Valid until 2029)

Email: maria.garcia@university.edu
Phone: +52 55 1234 5678

Category: International Student

Registration Number: INT-2025-0042

Course Enrollment:
- Course: Master of Business Administration
- Batch: MBA-2025
- Roll Number: MBA042
- Academic Year: 2025-2026

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Next Steps

After creating a student:

1. Create Portal User - Enable login access
2. Link Parents - Connect parent records
3. Assign Fees - Set up billing
4. Mark Attendance - Track presence

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Related Topics

• Enroll in Course
• Manage Student Profile
• Admission to Student
• Import Students

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Last updated: January 2026