Manage Student Records
Manage Student Records
Comprehensive management of student data including personal information, academic history, and documentation.
Time Required: Varies by task Module: Core User Role: Student Manager, Admin
Overview
Student records contain:
- Personal and contact information
- Academic enrollment history
- Attendance and grades
- Fee payment history
- Documents and certificates
- Health records
- Activity participation
Navigate to Student Records
Access Student List
- Go to OpenEduCat > Student > Students
- View all students in list or kanban view
- Use filters and search to find specific students
Search Options
| Filter | Description |
|---|---|
| Course | Filter by enrolled course |
| Batch | Filter by batch/section |
| Status | Active/Alumni/Withdrawn |
| Academic Year | Enrollment year |
Create New Student Record
Step 1: Click Create
- From Students list, click Create
- Fill in required information
Step 2: Enter Basic Details
| Field | Required | Description |
|---|---|---|
| First Name | Yes | Student’s first name |
| Last Name | Yes | Family name |
| Gender | Yes | Male/Female/Other |
| Date of Birth | Yes | Birth date |
| Yes | Unique email address | |
| Photo | No | Profile picture |
Step 3: Complete Enrollment
- Navigate to Courses tab
- Add course enrollment
- Save the record
Record Tabs
Personal Tab
Contains:
- Name and basic info
- Identification numbers
- Nationality and category
- Profile photo
Contact Tab
Contains:
- Email addresses
- Phone numbers
- Current address
- Permanent address
Courses Tab
Contains:
- Current enrollments
- Course history
- Roll numbers
- Batch assignments
Parents Tab
Contains:
- Parent/guardian contacts
- Relationship type
- Emergency contacts
Documents Tab
Contains:
- ID cards
- Birth certificate
- Previous certificates
- Uploaded documents
Health Tab
Contains:
- Blood group
- Allergies
- Medical conditions
- Emergency info
Fees Tab
Contains:
- Fee structure
- Payment history
- Outstanding dues
- Scholarships applied
Field Reference
Core Student Fields
| Technical Field | UI Label | Type | Notes |
|---|---|---|---|
name | Name | Char | Computed |
first_name | First Name | Char | Required |
last_name | Last Name | Char | Required |
admission_no | Admission No | Char | Unique ID |
email | Char | Unique | |
birth_date | Date of Birth | Date | Required |
gender | Gender | Selection | m/f/o |
image_1920 | Photo | Binary | Profile image |
partner_id | Contact | Many2one | Links to partner |
Export Student Data
Export to Excel
- Go to Students list
- Apply filters if needed
- Click Action > Export
- Select fields to export
- Download Excel file
Available Export Fields
- Personal information
- Contact details
- Enrollment data
- Academic records
Import Students
Bulk Import
- Go to Students > Import
- Download template file
- Fill in student data
- Upload completed file
- Map columns
- Click Import
Required Import Fields
| Field | Format | Example |
|---|---|---|
| first_name | Text | John |
| last_name | Text | Smith |
| john@email.com | ||
| birth_date | YYYY-MM-DD | 2005-05-15 |
| gender | m/f/o | m |
Archive Students
Archive Inactive Student
- Open student record
- Click Action > Archive
- Student is hidden from active lists
View Archived Students
- In Students list, click Filters
- Enable Archived filter
- View and restore if needed
Troubleshooting
Duplicate student entries
Problem: Same student appears twice.
Solution:
- Identify duplicate records
- Merge records using merge wizard
- Or archive the duplicate
Missing student in lists
Problem: Cannot find student.
Solutions:
- Clear all filters
- Check archived filter
- Search by admission number
- Verify user access permissions
Cannot delete student
Problem: Delete option not available.
Solution:
- Students with transactions cannot be deleted
- Archive instead of delete
- Only admins can force delete
Related
Last updated: January 2026