Students
Complete guide to managing student records, profiles, promotions, and transfers in Ardent SMS.
Student Management
The central registry for every student in your school — from enrollment through graduation. Manage demographics, guardians, medical records, and academic history in one place.
Overview
The Students module is the foundational data layer that all other modules reference. Every attendance record, exam score, invoice, and health log links back to a student profile.
Student Profile
Each student record contains:
| Section | Fields |
|---|---|
| Identity | Full name, date of birth, gender, nationality, student ID (auto-generated or custom), passport photo |
| Enrollment | Current class, section, enrollment date, enrollment type (New / Transfer / Returning), boarding status |
| Guardians | Up to 3 guardians with name, relationship, phone, email, and primary contact flag |
| Medical | Blood type, allergies, chronic conditions, emergency contacts, medical insurance details |
| Academic | Previous school name, last class completed, transfer certificate reference |
| Documents | Uploaded birth certificate, previous reports, medical certificates |
Student IDs: Ardent SMS supports both auto-increment IDs (e.g., STU-2026-0001) and custom patterns defined by the school (e.g., SHS/2026/001). The pattern is configured under Settings → Student ID Format.
Key Workflows
Bulk Import
Import hundreds of students via CSV or Excel upload:
CSV Import Process
Download Template
Download the pre-formatted CSV template from Students → Import.
Populate Data
Fill in student details. Required fields: first_name, last_name, date_of_birth, class, guardian_phone.
Upload & Validate
The system validates every row and reports errors with line numbers and specific field issues.
Review & Confirm
Preview the validated records. Fix any flagged errors and re-upload if needed.
Import Complete
Student records are created and assigned to their respective classes.
Promotions
At the end of each academic year:
- Navigate to Academic → Promotions
- Select the source class and destination class
- Set promotion criteria (pass mark threshold, required attendance percentage)
- Review the list of eligible students
- Click Promote — students are moved to the new class for the next academic year
Promotions are irreversible once confirmed. Always review the full list before proceeding. Students who do not meet the criteria are automatically flagged for retention.
Student Transfers
For students transferring in or out:
| Transfer Type | Process |
|---|---|
| Incoming | Create a new student record with enrollment type "Transfer". Upload transfer certificate. |
| Outgoing | Mark the student as "Transferred Out" with the destination school name. The student record is archived but never deleted. |
Permissions
Students Module Access
| Feature | Super Admin | Admin | Teacher | Accountant | Parent | Student |
|---|---|---|---|---|---|---|
| View student profiles | ||||||
| Edit student details | ||||||
| Import students (CSV) | ||||||
| Promote students | ||||||
| View own profile | ||||||
| View guardian info |
Related Modules
- Attendance — Daily and period-wise attendance tracking
- Examinations — Grades and report cards
- Finance — Fee invoicing and payment tracking
- Health — Medical records and clinic visits