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Edustream’s Students & Staff Registrar gives you a single, organized hub for every person in your school — from the day a new student enrolls to the moment they graduate. You can build detailed profiles for both students and staff, tie parents and guardians directly to student records, and manage class structures without juggling spreadsheets or paper forms.
The Students & Staff Registrar is available on the Core plan and above. See Plans & Pricing for a full feature comparison.

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Student Profiles

Each student record in Edustream stores all the essential information your school needs: full name, date of birth, gender, home address, assigned class, enrollment date, and a unique student ID generated automatically by the system.

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Add a New Student

1

Open the Registrar

From the main navigation, go to Academics → Registrar → Students. Click the Add Student button in the top-right corner.
2

Enter Personal Details

Fill in the student’s full name, date of birth, gender, and home address. All fields marked with an asterisk are required before you can save the record.
3

Assign a Class

In the Class Assignment field, select the appropriate class from the dropdown (for example, JSS 1A or Primary 3B). The student is immediately enrolled in that class roster.
4

Confirm the Enrollment Date

The enrollment date defaults to today. Adjust it if you are back-dating a transfer student’s record.
5

Save the Profile

Click Save Student. Edustream assigns a unique student ID and the profile becomes visible across all academic modules — grading, attendance, and report cards.
You can bulk-import students using the Import CSV option on the Students list page. Download the template, fill it in, and upload it to onboard an entire class at once.

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Guardian & Parent Linking

Connecting guardians to student profiles ensures parents receive notifications, can view report cards through the parent portal, and can be contacted quickly in an emergency.
1

Open the Student's Profile

Navigate to Academics → Registrar → Students, find the student, and click their name to open the profile.
2

Go to the Guardians Tab

Select the Guardians tab within the student profile page.
3

Add a Guardian

Click Add Guardian and enter the guardian’s full name, relationship to the student (e.g., Mother, Father, Uncle), phone number, and email address.
4

Set as Primary Contact (Optional)

Toggle Primary Contact on for the guardian who should receive automated notifications such as absence alerts. A student can have multiple guardians, but only one primary contact receives push notifications by default.
5

Save

Click Save Guardian. The guardian is now linked and will appear in all communication logs related to this student.
A student can have more than one guardian on record. This is useful for divorced parents, boarding students with separate emergency contacts, or students in foster care.

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Class Management

Classes in Edustream are the structural backbone of your academics module. Every student belongs to a class, and every class has a form teacher and a defined capacity.

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Create a New Class

1

Navigate to Class Management

Go to Academics → Registrar → Classes and click New Class.
2

Name the Class

Enter a class name that follows your school’s convention, for example JSS 1A, SS 2 Science, or Primary 4B.
3

Assign a Form Teacher

Select the form teacher from the staff dropdown. The assigned teacher gains access to that class’s gradebook and attendance sheet.
4

Set Class Capacity

Enter the maximum number of students allowed in the class. Edustream will warn you if enrollment exceeds this limit.
5

Save the Class

Click Create Class. The class now appears in the class list and is available for student assignments.
To reassign a student to a different class mid-term, open their profile, click Edit, change the Class Assignment field, and save. The change takes effect immediately across all modules.

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Student Promotion

At the end of each academic year, Edustream lets you move an entire class of students to the next level in a single operation rather than editing profiles one by one.

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Promote a Class

1

Open the Promotion Tool

Go to Academics → Registrar → Promotions.
2

Select the Current Academic Year

Choose the academic year that is ending from the Year dropdown.
3

Choose the Source Class

Select the class you want to promote, for example JSS 1A.
4

Select the Destination Class

Pick the class the students will move into, for example JSS 2A. Both classes must already exist in the system.
5

Review the Student List

Edustream displays every student in the source class. Deselect any student who should not be promoted (for example, students who are repeating the year).
6

Run the Promotion

Click Promote Students. Each selected student’s class assignment is updated, and their historical record for the previous year is preserved for reference.
Promotion is reversible only by manually reassigning each student’s class. Double-check the destination class before confirming, especially at the end of a final-year class where students may be graduating rather than moving up.

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Staff Profiles & Employee Directory

Edustream maintains a complete directory of all teachers and non-teaching staff so that class assignments, communication, and reporting always reference accurate, up-to-date personnel records.

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Add a Staff Member

1

Navigate to the Staff Directory

Go to Academics → Registrar → Staff and click Add Staff Member.
2

Enter Staff Details

Fill in the staff member’s full name, role (e.g., Teacher, Vice Principal, Librarian), department, school email address, and phone number.
3

Assign Subjects (Teachers Only)

For teaching staff, use the Subjects section to assign one or more subjects they teach. This links them to the correct gradebooks across all relevant classes.
4

Save the Profile

Click Save Staff Member. They are now searchable in the employee directory and can be assigned as form teachers to classes.

Teaching Staff

Teachers are linked to subjects and classes. They can enter assessment scores, upload course materials, and generate report cards for their assigned classes.

Non-Teaching Staff

Administrative and support staff appear in the employee directory and can have their own attendance tracked, but they are not linked to subject gradebooks.

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Quick Reference