Student Profile

The student profile is the central page for viewing and managing everything about a student record. It brings together the student's personal details, academic context, sub-records (guardians, identifiers, documents, and addresses), a summary of their current enrolment, and a full activity timeline. Any incomplete or flagged data surfaces as a warning on this page so staff can resolve it before the student progresses.

View a Student Profile

1. Go to Students in the main navigation.
2. Use the search bar or filters to find the student. You can search by name, student number, or email address. You can also filter by status, program, or intake.
3. Click the student's name or row to open their profile.

The profile summary at the top of the page shows the student's current status, the latest enrolment number, the most recent academic term, and counts for active enrolments, guardians, and documents. Quick-links in the profile take you directly to the student's enrolments, invoices, and receipts in the relevant modules.

Pro Tip: You can filter the Students list by multiple statuses simultaneously. Hold the status filter open and select more than one option to see, for example, both Draft and Suspended students side by side.

Edit Student Details

1. Open the student's profile.
2. Click Edit to switch to the edit screen.
3. Update any personal information, contact details, academic context, status, or residency fields as needed.
4. Click Save Changes.

All changes are recorded in the student's activity timeline with a before-and-after snapshot, so you can always see what was changed and when.

Important: The Student Number, Intake, and Curriculum fields are locked once a student moves out of Draft status. If these fields appear greyed out, the student's status must be returned to Draft before they can be edited — this is intentional to preserve the integrity of historical records.

Note: Changing the Status field from the edit screen requires the student.status.change or student.manage permission in addition to the standard edit permission. If you do not have this permission, the status field will not be editable. See Change Student Status for a dedicated workflow.

Profile Flags

The system automatically checks each student record for common completeness and compliance issues and displays flags on the profile page. Flags are informational — they do not block any actions — but they help staff prioritise follow-up. The following flags may appear:

Activity Timeline

The activity timeline on the student's profile shows a chronological history of all changes made to the record, including status changes, profile edits, and confirmed enrolments. Each entry shows the action taken and the date and time it occurred.

The timeline is read-only. It draws from the system's audit log and cannot be manually edited or deleted. The most recent 25 events are displayed; older history remains stored in the audit log accessible to system administrators.

Guardians

Guardian records store the contact details of parents, legal guardians, or emergency contacts associated with a student. A student can have multiple guardians; one can be marked as the primary guardian and another as the emergency contact.

Add a guardian

1. Open the student's edit screen.
2. Scroll to the Guardians section and click Add Guardian.
3. Enter the guardian's Name and Relationship to the student. Both fields are required.
4. Optionally enter a Phone number and Email address for the guardian.
5. Check Primary Guardian if this person is the main point of contact.
6. Check Emergency Contact if this person should be contacted in an emergency.
7. Click Save.

Edit or remove a guardian

1. Open the student's edit screen.
2. In the Guardians section, click Edit next to the guardian you want to change, or Remove to delete the record.
3. Confirm the action when prompted.

Note: Managing guardians requires the student.guardians.manage or student.manage permission. The guardian management feature must also be enabled on your organisation's plan.

External Identifiers

The identifiers section stores official identity numbers issued by external bodies — for example, a national identity card number, passport number, or government student identifier. These are stored separately from the system-generated student number so they can be managed independently.

Add an identifier

1. Open the student's edit screen.
2. Scroll to the Identifiers section and click Add Identifier.
3. Select or enter the Identifier Type (e.g. Passport, National ID).
4. Enter the Value — the actual identifier number.
5. Optionally enter the Issuer — the authority that issued this identifier.
6. Check Primary if this is the student's main external identifier.
7. Click Save.

Edit or remove an identifier

1. Open the student's edit screen.
2. In the Identifiers section, click Edit next to the identifier, or Remove to delete it.

Note: Managing identifiers requires the student.identifiers.manage or student.manage permission. Identifier values must be unique across all students — duplicate identifiers of the same type will be rejected on save.

Documents

The documents section holds uploaded identity and supporting documents for a student, such as a passport copy, birth certificate, or academic transcript. Each document has a type and a verification status. The system flags a student's profile if no verified document exists (see Profile Flags).

Upload a document

1. Open the student's edit screen.
2. Scroll to the Documents section and click Add Document.
3. Select the Document Type from the list (e.g. Passport, ID Card, Transcript).
4. Upload the file or enter the file URL if the document is stored in an external system.
5. Set the initial Status — typically Pending if it has not yet been reviewed.
6. Click Save.

Update document status

1. Open the student's edit screen.
2. In the Documents section, click Edit next to the document.
3. Change the Status to Verified once the document has been reviewed and confirmed as authentic.
4. Click Save.

Remove a document

1. Open the student's edit screen.
2. In the Documents section, click Remove next to the document and confirm.

Note: Managing documents requires the student.documents.manage or student.manage permission. The document management feature must be enabled on your organisation's plan.

Addresses

A student can have one or more physical addresses on record — for example, a home address and a postal address. Each address can be given a type label and one address can be marked as primary.

Add an address

1. Open the student's edit screen.
2. Scroll to the Addresses section and click Add Address.
3. Enter Address Line 1. This is the only required address field.
4. Optionally enter Address Line 2, City, State, Postal Code, and Country.
5. Optionally set the Type (e.g. Home, Postal, Residential).
6. Check Primary if this is the student's main address.
7. Click Save.

Edit or remove an address

1. Open the student's edit screen.
2. In the Addresses section, click Edit next to the address, or Remove to delete it.

Note: Managing addresses requires the student.edit or student.manage permission.

Next: Change Student Status