Table of Contents:
- Introduction
- Manual Creation of Student Profiles
- Excel Import Method
- Parent Submission Method
1. Introduction:
This user manual guides administrators through three methods of creating student profiles within the software. Each method caters to different needs and preferences, offering flexibility and efficiency in managing student data.
2. Manual Creation of Student Profiles:
- Navigate to the “Students” section on the sidebar and select “All Students.”
- Click the “Add New” button located at the top right corner of the page.
- Input all required data into the fields (fields marked in red indicate required information).
- Click “Save” to create the student profile.
Excel Import Method:
- Access the “Students” section on the sidebar and choose “All Students.”
- Instead of clicking “Add New,” click the small arrow next to it and select “Import from Excel.”
- Download the provided Excel template and populate it with student data.
- Upload the completed Excel file to the system.
- The system will display any errors encountered during the import process, allowing for corrections and re-uploading.
Parent Submission Method:
- In the “Students” section of the sidebar, select “All Students.”
- Click the small arrow next to the “Add New” button and choose the “E-Form” link.
- Share the generated QR code or copy the link provided to parents.
- Parents can use the link to submit new student registrations.
- Administrators must navigate to the “Pending” page on the sidebar to approve submitted registrations.
- Approved registrations will appear in the student list, while rejected ones will be deleted.
This user manual aims to streamline the process of creating student profiles, offering administrators multiple options to suit their workflow preferences and requirements.
Troubleshooting
When users utilize the aforementioned functionalities, they might encounter some common issues. Here are potential scenarios and their troubleshooting steps:
- Incomplete or Incorrect Data:
- Issue: Some fields might not be filled in completely or the data format might be incorrect, resulting in failed saves or imports when manually creating or importing student profiles from Excel.
- Solution: Ensure all mandatory fields are filled in and provide data in the format required by the system. Note that fields marked in red are typically mandatory.
- Excel Import Error Messages:
- Issue: During the import of student profiles from Excel, the system may display import errors without specifying the exact problem.
- Solution: Carefully review the data in the Excel spreadsheet, ensuring each row’s format matches the template. Check for missing or incorrectly formatted data and make corrections based on the system’s prompts. Usually, the system provides specific information about the import failures, which can be used for troubleshooting.
- Issues with Parent Form Submissions:
- Issue: Parents encountering invalid links or inaccessible forms when submitting student registration forms through the provided link.
- Solution: Verify that the link is correctly copied or shared with parents. Ensure there are no extra spaces or characters in the link, and share/copy it entirely. If the issue persists, consider regenerating the link or contacting system administrators for assistance.
- Problems with Form Approval:
- Issue: Administrators facing non-functional approval buttons or being unable to submit approvals for pending registration forms.
- Solution: Check if the system is running properly and ensure that administrator permissions are correctly configured. Try refreshing the page or logging back into the system. If the issue persists, it might be due to system malfunction or configuration issues, necessitating contacting the technical support team for further investigation and resolution.
These common issues and their solutions should help users troubleshoot and address difficulties encountered while using the functionalities.