Student Management Guide

This guide covers everything you need to know about managing students in the Fish Application, including adding new students, managing guardian information, and organizing student records.

Overview

Students are the core of your tutoring business. The student management system helps you maintain detailed records of each student, including their personal information, guardian contacts, and class assignments.

Adding Students

To add a new student to your system, follow these step-by-step instructions:

Step-by-Step Process

1. Navigate to Students

   • Click on “Students” in the sidebar navigation
   • You’ll see the students overview page

2. Add a New Student

   • Click the “Add Student” button
   • Fill in the required information:
     • Student Name: First name of the student
     • Student Surname: Last name of the student
     • Date of Birth: Student’s birth date

3. Add Guardian Information

   • Guardian Name: Full name of parent/guardian
   • Guardian Contact: Phone number and email
   • WhatsApp Availability: Whether guardian can be contacted via WhatsApp

4. Save and Assign

   • Click “Create Student” to save
   • Assign the student to appropriate classes
   • The new student will appear in your students list

Viewing Students

Click on the “Students” menu in the sidebar to open the students overview page.

Students Overview Page

The students overview shows:

• Student Name: Full name of the student
• Date of Birth: Student’s age and birth date
• Guardian Information: Parent/guardian name and contact
• Class Assignments: Which classes the student is enrolled in
• WhatsApp Status: Communication preference indicator
• Actions: Quick action menu for each student

Filtering and Search

• Search: Use the search box to find students by name
• Class Filter: Filter students by class assignment (e.g. “Grade 9”)
• Pagination: Navigate through large student lists

Student Details

Click on any student name or row to open the detailed view. This shows comprehensive student information:

• View student personal details
• See student’s age and birth date
• Update student contact information
• View guardian details
• Update guardian contact information
• See all classes the student is enrolled in

Managing Students

Editing Student Information

1. Click on “Students” in the sidebar to open the students overview page
2. Click on the student’s action menu (three dots)
3. Select “Edit Student” from the menu
4. Modify any student information:
   • Personal details (name, date of birth)
   • Guardian details (name, contact information)
   • WhatsApp availability (optional)
5. Click “Save” to save your changes

Assigning Students to Classes

1. Click on “Classes” in the sidebar
2. Click on the class to which you want to assign the student
3. Click on “Students” tab
4. Click on “Add Student” button
5. Select the student from the list
6. Click “Add to Class” to save your changes

Deleting Students

Follow the steps below to delete a student:

1. Click on “Students” in the sidebar
2. Click on the student’s action menu (three dots)
3. Select “Delete Student” from the menu
4. Confirm the deletion in the popup dialog

Best Practices

Information Management

• Keep records updated: Regularly update contact information
• Verify details: Double-check phone numbers and email addresses
• Consistent naming: Use full names consistently across all records

Organization Tips

• Use search effectively: Search by name, guardian name, or class
• Regular cleanup: Remove inactive students or archive old records
• Class assignments: Ensure students are assigned to appropriate classes
• Communication: Set WhatsApp preferences correctly for effective communication

Data Security

• Privacy: Protect student and guardian personal information
• Compliance: Follow local privacy regulations for student data

Troubleshooting

Common Issues

Q: I can’t find a student in the list

• Check if you’re searching with the correct name spelling
• Use partial name searches (e.g., “John” instead of “John Michael Smith”)
• Verify the student wasn’t accidentally deleted

Q: Student appears in wrong class

• Click on the incorrect class
• Go to the Students tab
• Click “Remove” next the student’s name
• Confirm the removal in the popup dialog
• Go back to the “Classes” page and click on the correct class
• Click on “Students” tab
• Click on “Add Student” button
• Select the student from the list
• Click “Add to Class” to save your changes

Data Management Issues

Q: Duplicate student records

• Search for existing students before adding new ones
• Use consistent naming conventions to avoid duplicates

Q: Missing attendance or fee data

• Verify the student is properly assigned to classes
• Check if the student was removed from classes accidentally