Managing Students

The Students page is your roster — every learner enrolled at your center, with quick access to their profile, attendance code, payment history, and group enrollments.

Adding a single student

Open Students in the sidebar, then click Add Student. Fill in:

• Full name — required. Used everywhere the student is shown.
• Phone — the student’s own phone (optional).
• Parent phone — the guardian’s phone (optional but recommended; used for booking confirmations + the 24-hour cancellation link).
• Grade — pick from the list managed in Settings → Grades.
• Notes — free text for anything you want to remember (allergies, schedule preferences, sibling links, etc.).

Click Save. The student appears at the top of the list.

Tip

The grade list is per-tenant. If you don’t see the grade you need, add it from Settings → Grades first, then come back to the student form.

Bulk import via CSV

Got a roster from a spreadsheet? Use the Import button at the top of the Students page.

1. Click Import → Download template. The CSV has the exact column names EduBook expects.
2. Fill the template with your data. Required column is full_name; the rest are optional.
3. Drop the file back on the import dialog. EduBook validates each row before saving anything — if there are errors (missing name, duplicate phone, etc.) you’ll see them flagged with the row number so you can fix and re-import.

Common mistakes:

• Extra columns — anything outside the template is ignored, but rename your sheet’s columns to match exactly (case-sensitive).
• Phone format — store as text ('+201001234567') so Excel doesn’t strip leading zeros.
• Duplicate names with no phone — the importer treats two rows with the same name + no phone as duplicates and flags the second. Add a phone or parent phone to disambiguate.

The student profile

Click any student’s row to open their profile. You’ll see:

• Personal info at the top — same fields you entered, with an Edit button.
• Subjects & enrollments — every group the student is in or has been in, grouped by subject, with status (active / ended / cancelled). Each active enrollment shows the attendance code the student uses in the public attendance form (a permanent 6-character code generated when the booking was approved).
• Attendance history — a timeline of every check-in across all the student’s groups, with method (QR / code / manual) and timestamp.
• Stats — total subjects, active subjects, total enrollments, attendance count.

Transferring a student between groups

When a student needs to move from one group to another (different time slot, different teacher, or just outgrew the level), don’t delete and re-create — use Transfer.

From the student’s profile, find the active enrollment, click Transfer, pick the target group, and confirm. EduBook:

• Marks the old enrollment as transferred (kept for history).
• Creates a new active enrollment in the target group.
• Preserves the attendance code — the student keeps using the same 6-character code on the public attendance form.
• Preserves attendance history — past check-ins stay attached to the original group/session, so reports stay accurate.

Note

The target group must have capacity. If it’s full, the transfer fails with a clear error and you can either pick a different group or increase the target group’s capacity from Groups → Edit → Capacity.

Archiving vs. deleting

When a student leaves your center for good:

• Archive keeps them in the system but out of the active roster. Their history (bookings, attendance, payments) stays intact and is visible if you toggle the Archived filter at the top of the Students page. Use this for graduates and inactive students.
• Delete removes the student permanently. Their bookings are cancelled, attendance records are detached, and the action can’t be undone. Only use this for test data or duplicates.

You can restore an archived student any time — open the Archived view, click the student, then Restore. They go back into the active roster with all their data.