How to admit or add new students on Sematime Academics
Whenever new students join your school, you want to capture their records in your Sematime account for the system to include them in exam results analysis or in order to record their class attendance. Go to the 'Students' on the top-bar and then click the 'Admit New Students' button.
There are two ways you can students: importing from an Excel file or key-in manually one-by-one. Excel file importing is ideal when you want to add many students at a go while key-in manually is to be used if you are adding a few students.
How to add students by importing from an Excel file
Ensure that the details of the students you want to add have been captured in an Excel file containing these three columns: student ID(admission number), full name and parent's phone number as shown below.
Sematime does not need you to prefix phone numbers using the country code unless you are saving a non-Kenyan phone number such as +255706129100. Since Excel does not accept trailing zeros the system will add them for you.
Click 'Select File' to choose your Excel file from your computer's file system or drag-and-drop the file onto the dotted area. The system will generate a preview of all the students extracted from your file. Make any necessary changes to this data before clicking 'Add Students'.
On the next step, you will prompted to choose the class to add the new students to. Choose the academic year and then select the appropriate check box next to the class name.
Click 'OK' to complete the process. The new students have been added successfully. You will notice that the system auto-generated the student's photo but left the 'Gender' and 'Birth Date' blank. In the next article, we will look at how to edit student details. Repeat this process for all the other classes.
How to add students manually one-by-one
Remember to select the 'Key in manually' tab then input all the student details such as admission number or student ID, name, class among others.
The lower section allows you to capture additional student details: lesson or subject enrollments, parents name and contact details, documents like certificates or medical records and also textual notes relevant to this student.
Subjects taken - specify the lessons or subjects taken by the student in the current academic year by clicking the 'check box' next to the subject.
Parents - enter the parent details for the student. You can record several parents or guardian details for each student. Only phone numbers recorded here can access the parents portal - learn more.
Documents - add any supporting documents the school needs for this student such as copies of the Form 1 admission medical exam, letters of recommendation, KCPE certificates etc. This section allows you to have a digital repository of all the student specific data.
Notes - these are a great way to capture short quick textual-data about the student such as medical prescriptions, special meals or dietary requirements, known allergies etc.
Remember to click the 'Add Students' button to save the student records and add more.
Sematime may not always have all the data fields the school uses to capture student or teacher records so we use 'Custom Fields' for all extra data fields. e.g bus route, Nemis number etc. Extra fields can be added in your account settings - How to add custom fields to students and teachers records
There are two ways you can students: importing from an Excel file or key-in manually one-by-one. Excel file importing is ideal when you want to add many students at a go while key-in manually is to be used if you are adding a few students.
How to add students by importing from an Excel file
Ensure that the details of the students you want to add have been captured in an Excel file containing these three columns: student ID(admission number), full name and parent's phone number as shown below.
Sematime does not need you to prefix phone numbers using the country code unless you are saving a non-Kenyan phone number such as +255706129100. Since Excel does not accept trailing zeros the system will add them for you.
Click 'Select File' to choose your Excel file from your computer's file system or drag-and-drop the file onto the dotted area. The system will generate a preview of all the students extracted from your file. Make any necessary changes to this data before clicking 'Add Students'.
On the next step, you will prompted to choose the class to add the new students to. Choose the academic year and then select the appropriate check box next to the class name.
Click 'OK' to complete the process. The new students have been added successfully. You will notice that the system auto-generated the student's photo but left the 'Gender' and 'Birth Date' blank. In the next article, we will look at how to edit student details. Repeat this process for all the other classes.
How to add students manually one-by-one
Remember to select the 'Key in manually' tab then input all the student details such as admission number or student ID, name, class among others.
The lower section allows you to capture additional student details: lesson or subject enrollments, parents name and contact details, documents like certificates or medical records and also textual notes relevant to this student.
Subjects taken - specify the lessons or subjects taken by the student in the current academic year by clicking the 'check box' next to the subject.
Parents - enter the parent details for the student. You can record several parents or guardian details for each student. Only phone numbers recorded here can access the parents portal - learn more.
Documents - add any supporting documents the school needs for this student such as copies of the Form 1 admission medical exam, letters of recommendation, KCPE certificates etc. This section allows you to have a digital repository of all the student specific data.
Notes - these are a great way to capture short quick textual-data about the student such as medical prescriptions, special meals or dietary requirements, known allergies etc.
Remember to click the 'Add Students' button to save the student records and add more.
Sematime may not always have all the data fields the school uses to capture student or teacher records so we use 'Custom Fields' for all extra data fields. e.g bus route, Nemis number etc. Extra fields can be added in your account settings - How to add custom fields to students and teachers records
Updated on: 05/04/2024
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