Students overview

School Admin Teacher

This page explains what SolAssists keeps about each student, the ways to add students, and how to read the student list.

A student record and a placement are two separate things

SolAssists stores two kinds of information about a student:

	Student record	Placement (enrolment)
What it is	The child: name, admission number, date of birth, parents' names, identifiers such as APAAR and Aadhaar, address	Where the child sits in one academic session: a division (for example Grade 8 / 8-A) and a roll number
How many	One per child, kept permanently	At most one per academic session
Created by	Add student, a bulk import or admitting an applicant	The Enrol step, a bulk import that includes a division code, or admitting an applicant
Deleted?	Never. Nothing in the app deletes a student.	Never. Withdrawing a student closes the placement but keeps it.

A student record on its own puts the child on no register, no timetable and no class list. The student list shows these students with the warning Not enrolled this year. Attendance, timetables, exams and fees all use the placement, so a student is fully set up only after they are placed in a division.

Example

Rohan Mehta (admission no. DPS-2026-001) is added once. He is then placed in 8-A for the 2026-27 session. Next year he gets a new placement, say 9-A for 2027-28. The 2026-27 placement stays, so his Grade 8 attendance and results remain attached to 8-A.

Three ways to add students

Way	Best for	Where	Places the student in a division?
Add one student	A late joiner or a correction	Students & Admissions → Students → Add student	Yes. The Enrol dialog opens right after the record is saved. See Add a student.
Bulk import	A whole class or school from a spreadsheet	Students & Admissions → Bulk Student Import	Yes, when a row has a Division Code and a session is current. See Bulk import.
Admissions	New families who apply, go through a decision and are then admitted	Students & Admissions → Admissions	Yes. Enrol this applicant creates the student, the placement and a guardian record together. See Admissions.

What must exist first

Set these up in this order:

1. The Students module is switched on for your institution, and your role can add students. Without this the Students item is missing from the sidebar, or Add student is greyed out with the tooltip "You don't have permission to add students."
2. Divisions in the institution structure. A student can only be placed in a unit that already exists. See Institution structure.
3. A current academic session. Placements always go into the current session. Without one, enrolling fails with "This institution has no current academic session yet." See Academic sessions.
4. Your working scope in the top bar. The student list, the division pickers and imports only cover the unit selected in the top bar and everything under it.

The student list

Students & Admissions → Students opens the page headed Students.

• Description line: "{unit} and everything under it. Change division in the top bar." When no unit is selected it reads "Everyone you have access to."

• Buttons: Bulk import (opens Bulk Student Import) and Add student. Both need permission to add students.

• Count card: Active students when the Active filter is on, otherwise Students. With All selected, the hint reads "Including leavers".

• Search: "Name, admission no., or last 4 of Aadhaar…"

• Status filters:

  Filter	Shows
  Active (default)	Students whose status is Active
  Inactive	Students marked Inactive
  Alumni	Students marked Alumni
  All	Everyone, including leavers

• Columns:

  • Student: name, with the admission number underneath
  • Division: the placement for the current session plus "Roll N", or Not enrolled this year
  • IDs: an APAAR badge and the last four Aadhaar digits (for example ••1234), or "—"
  • Status

• Click a row to open the student profile.

Empty list messages:

You see	Meaning
Nobody matches that / "Try a different name or admission number."	Your search found nothing.
Nobody active here / "Everyone here may have left — try Alumni, or All."	No Active students in the selected unit. Check the top-bar unit.
No students here yet / "Add students one at a time, or bring a whole class in from a spreadsheet."	No students with this status yet. The button Add the first student appears if you may add students.

Partially implemented

The Inactive and Alumni filters work, but no screen can set a student to Inactive or Alumni. Withdrawing a student does not change their status either, so withdrawn students stay under Active with their division shown. See Placement and promotion.

Who can see and do what

Role	Student list	Add, import, enrol, transfer, promote, withdraw
School Admin	Every student in the institution (narrowed by the top-bar unit)	Yes
Teacher	Only students placed in divisions the teacher is assigned to teach in the current session. With no teaching assignments a teacher sees no students.	No
Student, Parent	No student list. They see their own or their children's information in their own pages.	No

Custom roles depend on the permissions your administrator gives them. See Roles and permissions.

Related

• Add a student
• Student profile
• Bulk import
• Admissions
• Placement and promotion
• Parents and guardians overview