Understanding the Student Profile Interface

Main Profile Overview

When you open a student profile, the central section displays the student's information based on their current status:

• Enquiry Form – for students at the initial enquiry stage.

• Application Form – for students who have submitted an application.

• Event Registration Form – for students registered for an event.

Note: If a student has submitted or started filling out the application form, the profile will automatically show their Application Form.

The Blue Information Panel

At the top of the profile page is a prominent blue panel that presents key student information at a glance.

1. Student Photo, Name and National Flag – Displays student's photo and the full name along with the flag representing their nationality.

2. CRM Details – If your institution uses the CRM module, additional details such as source campaign, lead score, and other CRM-related data will appear in this section.

3. Tags – Any tags assigned to the student (e.g., staff child, EAL) are listed here.

4. IDs

   • Applicant ID – Automatically generated by the system when a new applicant is created.

   • Student ID – This ID must be manually entered by admin user.

   • PowerSchool ID – Displayed only if your school has integrated with PowerSchool.

5. The MORE tab – You can access more forms associated with the student by clicking the "MORE" button at the bottom-right of the panel.

6. A series of icons allow admin users to perform specific actions directly from the profile:

   • ⋯ (Three Dots) – resend the Welcome Email to parents and export the student’s forms into a PDF document.

   • ✏️ (Pencil Icon) – edit the student's forms on the admin's side.

   • 🔍 (Magnifying Glass) – start or update the review process for the student. Click here to learn more about the review feature.

   • 🏷️ (Tag Icon) – add, edit, or delete tags associated with the student.

   • ✉️ (Envelope Icon) – send a message to the student’s family using a pre-configured email template.

The Right Panel: Key Student Details

The right-hand panel of the Student Profile contains key student information that is not captured in any form fields.

1. Student's Current Status and Status Level – shows the student's overall progress in the admissions or enrolment pipeline. If your school uses status levels, these will be displayed alongside the main status for more granular tracking.
2. Enrolment Start Date – this date helps distinguish between the date a student is marked as "Enrolled" in the system and the actual date they begin attending school. Please note that the field becomes visible only after the student has been marked as Admitted.
3. Enrolment Grade – it refers to the grade of entry at which the student is expected to begin when joining the school. This value is automatically captured from the “Grade” field submitted by the parent in the student’s Application Form. This field is useful for schools to keep a clear record of when a student started and at which grade level, especially if the student stays at the school for several years. especially if the student stays at the school for several years.

Example: If a student applies to join Grade 6, the Enrolment Grade will be Grade 6, even if they later move up to higher grades like Grade 7 or 8. This helps staff know the grade the student originally joined in.

4. Student's Representative (If assigned) – displays the assigned representative, such as an admissions counselor managing the student's application.
5. Feeder School Reference Status (If enabled) – This field tracks the status of a feeder school reference requested as part of the admissions process. It is only visible if the Feeder School Reference module is enabled for your school.
6. Student’s Agent (If assigned) – this field displays the external agent who is assisting the family with the student’s application. Agents are often third-party representatives who support or manage the application process on behalf of parents, especially in international or agency-driven admissions.
7. Audit Log – the Audit Log shows a timeline of changes made to a student's core details, such as Status changes (e.g., from "Applied" to "Admitted"), Application form submissions and Edits to personal information like name or address. This log provides a transparent record of when and how student data has been updated.
8. Re-enrolment Section (Visible only if enabled) – this section displays the student’s re-enrolment history across academic years. It helps schools track whether a student has declined or confirmed the re-enrolment from one year to the next.
9. Siblings – this section lists other students in the system who share the same family group.
10. Parents/Guardians – this section displays the parent(s) or guardian(s) connected to the student and includes key contact details and their relationship to the student.
11. Applicant History – shows a detailed timeline of the student’s status changes throughout the admissions and enrolment process. If there are inconsistencies—such as statuses that are out of sequence or not aligned with the student’s enrolment year—this section will show a broken history. Click here to view examples of valid applicant histories and click here to learn about common causes of broken history and how to fix them.