In short. Students are admitted into a class and section. Parents are separate accounts linked to their children — that link is what limits a parent to their own child's records. At the end of the year, promotions move everyone up in one go.
Adding students
Under Students › Students you can add a student directly. A student record can hold:
- name, date of birth, gender and admission number;
- contact details and home address;
- a photograph;
- nationality, religion and blood group;
- medical conditions or allergies the school needs to know about;
- the class and section they are admitted into.
Only name and the essentials are required. The rest can be filled in later, and how much you record is your school's decision — see the Privacy Policy on your responsibilities for the data you collect.
Adding a lot of students at once
The students page has Import and Export buttons. Import accepts a spreadsheet — XLSX, XLS or CSV — and creates a student and a sign-in account per row. Column headings are matched flexibly, so "First Name" and "firstname" are both understood, and class, section and academic year are matched by name.
Rows that fail validation are reported with their line number and skipped; the rest are imported. Import also respects your plan's student limit, so a file larger than your plan allows stops at the limit rather than taking you past it.
Export produces a spreadsheet of your current roll, which is also the easiest way to get a correctly shaped file to edit and import back.
Parents and guardians
Add parents under Students › Parents, then link each one to their children. The link does two things:
- it gives the parent a portal showing that child's attendance, results, assignments, timetable and fee invoices;
- it stops them seeing anything about any other student.
A parent with several children at the school sees all of them under My Children and switches between them. If a parent reports they cannot see a child, the missing link is almost always the cause.
Taking applications from your website
Academiq publishes a public admission form for your institution. It lives on the public site at a fixed address for your school, and you can link to it from your own website or share it directly.
The form asks for the student's details, parent contact details, the academic year and class being applied for, and lets the applicant upload a birth certificate, previous marksheet, transfer certificate and a photograph. No account is needed to submit it.
Submissions arrive under Students › Admissions, and appear in the Needs attention panel on your dashboard. From there you review an application and either accept it — which creates the student record — or decline it.
Applications are rate limited. The public form restricts how many applications can come from the same source in an hour. This is deliberate, to stop the form being used to flood your admissions list. Genuine applicants will not notice it.
Scholarships
Define the scholarships your school offers under Students › Scholarships, then grant them to individual students under Award Scholarships. An awarded scholarship reduces what the student is billed — see Fees, invoices and payments.
End-of-year promotions
Students › Promotions moves students up at the end of a session rather than editing each record by hand. You choose the class moving up and where they are going, and Academiq records the promotion against each student's history.
Do this after you have created the new academic year, so there is somewhere for them to be promoted into. A student's promotion history stays on their record, so you can see the path they took through the school.
What students see
Each student gets their own sign-in. Their portal shows their attendance, results, exam schedules, fee invoices, assignments, timetable, transport route if they have one, announcements, the academic calendar, messages and their own documents. They cannot see other students' records.