> ## Documentation Index
> Fetch the complete documentation index at: https://help.edustream.ng/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage Student, Staff, and Class Records in Edustream

> Learn how to add students, link guardians, manage class assignments, promote students, and maintain your staff directory in Edustream.

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.

<Note>
  The Students & Staff Registrar is available on the **Core** plan and above. See [Plans & Pricing](/getting-started/plans-and-pricing) for a full feature comparison.
</Note>

## 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.

### Add a New Student

<Steps>
  <Step title="Open the Registrar">
    From the main navigation, go to **Academics → Registrar → Students**. Click the **Add Student** button in the top-right corner.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Confirm the Enrollment Date">
    The enrollment date defaults to today. Adjust it if you are back-dating a transfer student's record.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

***

## 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.

### Link a Guardian to a Student

<Steps>
  <Step title="Open the Student's Profile">
    Navigate to **Academics → Registrar → Students**, find the student, and click their name to open the profile.
  </Step>

  <Step title="Go to the Guardians Tab">
    Select the **Guardians** tab within the student profile page.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save">
    Click **Save Guardian**. The guardian is now linked and will appear in all communication logs related to this student.
  </Step>
</Steps>

<Note>
  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.
</Note>

***

## 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.

### Create a New Class

<Steps>
  <Step title="Navigate to Class Management">
    Go to **Academics → Registrar → Classes** and click **New Class**.
  </Step>

  <Step title="Name the Class">
    Enter a class name that follows your school's convention, for example *JSS 1A*, *SS 2 Science*, or *Primary 4B*.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Set Class Capacity">
    Enter the maximum number of students allowed in the class. Edustream will warn you if enrollment exceeds this limit.
  </Step>

  <Step title="Save the Class">
    Click **Create Class**. The class now appears in the class list and is available for student assignments.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

***

## 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.

### Promote a Class

<Steps>
  <Step title="Open the Promotion Tool">
    Go to **Academics → Registrar → Promotions**.
  </Step>

  <Step title="Select the Current Academic Year">
    Choose the academic year that is ending from the **Year** dropdown.
  </Step>

  <Step title="Choose the Source Class">
    Select the class you want to promote, for example *JSS 1A*.
  </Step>

  <Step title="Select the Destination Class">
    Pick the class the students will move into, for example *JSS 2A*. Both classes must already exist in the system.
  </Step>

  <Step title="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).
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  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.
</Warning>

***

## 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.

### Add a Staff Member

<Steps>
  <Step title="Navigate to the Staff Directory">
    Go to **Academics → Registrar → Staff** and click **Add Staff Member**.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Save the Profile">
    Click **Save Staff Member**. They are now searchable in the employee directory and can be assigned as form teachers to classes.
  </Step>
</Steps>

<CardGroup cols={2}>
  <Card title="Teaching Staff" icon="chalkboard-teacher">
    Teachers are linked to subjects and classes. They can enter assessment scores, upload course materials, and generate report cards for their assigned classes.
  </Card>

  <Card title="Non-Teaching Staff" icon="users">
    Administrative and support staff appear in the employee directory and can have their own attendance tracked, but they are not linked to subject gradebooks.
  </Card>
</CardGroup>

***

## Quick Reference

<Tabs>
  <Tab title="Students">
    | Action                  | Where to Find It                               |
    | ----------------------- | ---------------------------------------------- |
    | Add a new student       | Academics → Registrar → Students → Add Student |
    | Import students in bulk | Academics → Registrar → Students → Import CSV  |
    | Link a guardian         | Student Profile → Guardians tab → Add Guardian |
    | Reassign a class        | Student Profile → Edit → Class Assignment      |
    | Promote a class         | Academics → Registrar → Promotions             |
  </Tab>

  <Tab title="Staff">
    | Action                       | Where to Find It                                 |
    | ---------------------------- | ------------------------------------------------ |
    | Add a staff member           | Academics → Registrar → Staff → Add Staff Member |
    | Assign subjects to a teacher | Staff Profile → Subjects section                 |
    | Set a form teacher           | Academics → Registrar → Classes → Edit Class     |
    | View the full directory      | Academics → Registrar → Staff                    |
  </Tab>
</Tabs>