Students Management

The Students page is where you view and edit your school's students. From here you can view students by lifecycle stage, filter them, fill missing data, add new students, manage families and invitations, and perform bulk actions.

Where to find it: User Management → Students

Overview

The page is composed of the following sections, from top to bottom:

Section	Purpose
Header	Title, student count, main actions
Search & lifecycle	Quick find and lifecycle stage selection
Filters	Quick filters, Incomplete data, Filters panel, alphabet strip
List	Toolbar (Edit, Columns, Report, Bulk invite) and the student table (or cards on mobile)
Bulk actions	Appears when students are selected
Pagination	Move between result pages

Header & main actions

At the top of the page you see:

• Title: "Students Management"
• Subtitle: "Search, add, and edit students"
• Count badge: total number of students

Header buttons:

Button	What it does
Mass Actions	Bulk Import Students and Export Students for Mass Edit
Add Student	Opens the 2-step active student creation wizard
▼ (next to Add Student)	New Prospect — quick record without an account

Toolbar buttons above the table (shown when no students are selected):

Button	What it does
Edit	Turns on inline cell editing in the list
Columns	Choose and reorder table columns
Report	Excel, CSV, or PDF of the current list, for viewing or printing
Bulk invite	Sends invitations to many students and parents at once (see Bulk invite below)

Note

Bulk Import Students (inside Mass Actions) is a separate flow from adding students one at a time. Ideal when you have many students in a file. The same creation wizard opens from the Dashboard (Create → New student).

Search & filters

Search

Field "Search: name, email, school…" — type a name, email, or school. Results update automatically. When a student appears because a custom field matches (for example School), the value is shown under their name.

Lifecycle

On the first filter row, select one segment (with a count next to the label):

Segment	What it shows
Active	Students with an active enrollment (default)
Prospects	People who came or asked and are not enrolled yet
Archived	Students withdrawn from active enrollment (platform access is disabled)
Other statuses	Alumni or All (including archived)

Other statuses holds the less common stages. When you pick one, the button label changes to that stage.

Tip

The default view is Active — not all students. To see everyone, choose All (including archived) from Other statuses.

Quick filters

On the second row (Quick filters, labelled with the stage you selected) you find these chips, each with a count:

Filter	What it shows
Without account	Students without a system account
No plan	Students without a tuition plan
Parents pending	Students without a linked parent account
Email issues	Active students whose own email or a parent's email is not being delivered — see Email issues below
With siblings	Students who belong to a family with siblings
Incomplete data	Students missing fields you chose to track

Only one at a time can be active among Without account, No plan, Parents pending, Email issues, and Incomplete data: clicking another one replaces the previous. With siblings combines with any of them, and with the lifecycle stage. Click an active chip again to remove it.

Incomplete data appears once you track fields, and opens a list: All incomplete N and one field per row (for example Email, Phone) with the number of students missing it. Parent and family fields show a (parent) or (family) suffix. Which fields count as missing is set in Settings → Custom Fields.

Note

A student with no parents is not flagged as missing parent fields. The same applies to family fields when there is no family record.

Alphabet strip (A–Ω)

Below the filters, a letter strip filters by last-name initial.

• Letters follow the names in your data (Greek and/or Latin).
• Letters with no students are disabled.
• # collects surnames that do not start with a letter.
• You can select more than one letter. All clears the strip.

Filter panel

Click Filters for additional criteria:

• Grade — one or more grades (any of the selected)
• Group — one or more groups (any of the selected)
• Team — one or more teams, or Without team (shown when the school has at least one active team)
• Registration date — date range
• Siblings — All, With siblings, or Without siblings
• Custom fields — filters for active student fields of type Text, Single Select, or Yes/No; Text and Select fields accept multiple values

Dropdowns stay open so you can tick several values without reopening the field. Grade, group, and team combine: a student in any of the selected grades and any of the selected groups and any of the selected teams.

The badge on Filters shows how many panel filters are active. Clear filters inside the panel removes only those — not the lifecycle stage or quick filters.

Active filter chips

When panel filters are active (grade, group, team, date, siblings, custom fields, initial), a row of removable chips appears. Click Clear all to reset to defaults (Active, no other filters).

Note

Filters are stored in the URL — you can share or bookmark a link with a specific view.

Student list

The table has default columns plus others you turn on from Columns:

Column	What it shows
Name	Full name and initials; always visible. Click the header to sort by last or first name.
Email	Student email
Grade	Grade/level
Status	Lifecycle stage — shown only in the All and Archived views
Access	The student's account (see below)
Parent access	The parent's account; hidden by default (see below)
Date of birth / Phone	Optional columns
Parent / Siblings	Optional family columns — click the cell to open the Family panel
Teams	The student's teams, as coloured tags
Missing	Missing tracked data; shown when you track fields in Settings
Custom fields	One column for each student field set as Column on student list
Actions	⋮ menu

Columns chooses which columns you see and in which order (drag to reorder). The institution default comes from Settings (Column on student list). Reset returns to that default.

Access and Parent access columns

The Access column shows the student's own account:

What you see	Meaning
Email ✓ / Email pending	Whether the address was confirmed through the invitation link
Password ✓ / Password pending	Whether the user has set a password
— Invite	The student has no account; click Invite to create one
—	The student is archived and has no account

The Parent access column is hidden by default; turn it on from Columns. It shows the same badges for the parent:

What you see	Meaning
Email and Password badges	The parent has an account
— Invite	A parent is saved but has no account
—	There is no parent (or the student is archived and the parent has no account)

A parent's Invite opens "Invite Parent": if an email is on file you confirm the sending; otherwise you type an email yourself.

If the invitation expired or was never opened, use Resend invitation from the ⋮ menu. This sends a fresh set-password link — not a second enrollment notice. Anyone with a pending invitation can also set a password without the link, from the sign-in page: enter your email, enter the 6-digit code you receive, choose your school (shown with the label "Activation pending"), and set a password on the "Set your password" page.

If the email is known not to be delivered, resending stops with the message "This email address is undeliverable — fix it first". See Email issues below.

Parent, Siblings, and Teams columns

Turn them on from Columns.

• Parent: shows the first parent by name, otherwise by email, otherwise by phone; the phone (or the email) appears on a second line. A +N badge means there are more parents; the tooltip lists them all. The cell is clickable whenever any parent data exists.
• Siblings: the number of siblings; the tooltip lists their names.

Click a Parent or Siblings cell to open the Family side panel, where you edit parents and siblings without opening the full profile (see the Family tab below).

A team is the set of students who learn together and attend several groups. The Teams column shows each student's teams; it is shown by default only when the school has at least one active team. To find students who belong to no team, use the filter Team → Without team. More in the Teams guide.

Empty Prospects view

In the Prospects segment, if there are no records, a dedicated empty state ("No prospects yet") appears with a New Prospect button to add one quickly.

Mobile

On small screens, the list appears as cards with the same key information.

Row selection

• Select students with the checkbox at the start of each row.
• Selection persists when you change search, filters, sort, or page — so you can assemble recipients across several searches.
• Select all covers every student matching the current filters, not only the page you see.
• Click a row (except checkbox and buttons) to open the student's profile — unless Edit mode is on.

Edit mode

Click Edit on the toolbar. Cells become editable:

1. Click a cell and type or pick a value.
2. Enter saves, Esc cancels, Tab moves to the next cell in the column.
3. On list fields you can click Add "…" when Settings allows adding options.
4. The email of a student who already has an account cannot be changed from the list — open the profile.

Edit mode switches off by itself when you change the lifecycle stage or the page.

Add student

Active student (full wizard)

Click Add Student to open the creation wizard:

Step	Title	Content
1	Basic Information	First name, last name, email, date of birth, grade, phone, and student custom fields (shown on the form)
2	Parent Information	Parent email, relationship, and parent custom fields (when required)

At the end click Create Student.

Parent first and last name are optional — if you leave them empty, the system does not auto-fill “Parent” or “Unknown”.

Email rules:

• The parent email cannot be the same as the student's email.
• A student or parent email cannot be a school administrator email at the same institution.
• If they match, a message appears under the field and you cannot continue.

On create, the student (and the first parent, if a new email without an existing account was given) receives one email with a set-password link. A second parent is saved as a contact only; invite them from the Family tab. A second enrollment notice is not sent.

Note

Required fields and whether the parent step appears depend on your institution type.

Email issues

In every email field (student, parent, or teacher), when you leave the field or save the change, the system checks the address. The warnings below do not stop you — only "Invalid email format" prevents saving:

Message	Meaning
"Did you mean …" with a Use this button	A likely typo in a well-known email domain; Use this inserts the suggested address
"Test address — email will not be delivered to this domain."	The address belongs to a testing domain
"The domain … does not appear to accept email. Please check the address."	The domain has no email service

The same warnings appear in the Warnings tab of the Bulk Import preview.

If an address that is already saved turns out not to be delivered:

• A red alert badge appears next to the student or parent in the Access column. The same badge appears in the teachers list.
• The quick filter Email issues shows only these students.
• Click the badge. If there is one address to fix, Fix email address opens: type the New email address and click Save; the address is updated for everyone named in the dialog. Otherwise the person's Email issues list opens, with Fix or Dismiss for each address.
• Resending an invitation to an undeliverable address is refused with "This email address is undeliverable — fix it first".

The Dashboard also has an Email issues card with an overview.

Prospect (quick record)

From the ▼ menu next to Add Student choose New Prospect ("Came/asked — active interest"). The dialog has:

Section	Fields
Student	First Name and Last Name (required), Grade (optional; No grade clears it), and fields such as School, if defined
Contact (parent)	Parent first name, Parent last name, Phone, and Email — all optional; a phone alone is enough
More details	Birth year (or Full date), Student phone, Student email, and the other custom fields

Click Add. Email is not required — without an email no account is created.

Prospects & enrollment

A Prospect is a pre-enrollment entry. On the profile, click Enroll as active to convert to an active student. Email remains optional at enrollment.

For active students, use the ⋮ menu on the profile for Convert to alumni (with graduation date). For alumni, Restore to active.

Archive and restore

Archiving removes a student from active enrollment without deleting their history.

Archive

1. From the list, open the student's ⋮ menu and choose Archive.
2. Confirm. The student is unenrolled from all groups and billing stops. Grades and history are kept.
3. Student access (and parent access, if any) becomes Disabled (archived).
4. The student appears in the Archived segment.

You cannot change lifecycle status (for example, graduate) while the student is archived — use Restore first.

Restore

1. Open the Archived segment or the student's profile.
2. Click Restore. The profile also shows a banner with the same action.
3. Confirm. The student becomes Active again.

What is not automatic

• They are not re-added to previous groups — re-enroll them manually.
• The tuition agreement that ended at archive is not reactivated — set up billing again from Financials.

Alumni and inactive students cannot be restored this way. To re-enroll them, create the student anew.

Custom fields

Custom fields are configured in Settings → Custom Fields (Settings). They can target Student, Parent, or Family.

They appear during data entry on:

• Student profile (Overview) — all fields on the form; tracked empty fields show a Missing badge
• Create wizard (step 1) and parent / family dialogs
• Dashboard quick-create
• Prospect dialog
• List columns, when Column on student list is on

Bulk actions

When you select one or more students, a sticky bar appears at the bottom:

Button	What it does
Communications	Announcement to Selected Students, …Parents, or …Students & Parents — opens a new announcement with those students already selected
Status	Activate accounts · Convert to alumni for selected active students (hidden in the Alumni and Archived segments)
Set value	Sets or clears one field on everyone selected
Report	Excel, CSV, or PDF of the current list, for viewing or printing

Set value

1. Select students and click Set value.
2. Choose Field and Value, or Clear value (no value).
3. Confirm. A toast shows how many were updated.

Keyboard shortcuts

• Ctrl+A (Windows) or Cmd+A (Mac) — select all students matching the current filters
• Escape — clear selection

Bulk invite

Bulk invite sends invitations to many students and parents who do not have an account yet, without opening each student.

Where to find it: Students → toolbar above the table → Bulk invite, next to Report. The button is shown only when no rows are selected. Its tooltip reads: "Invite students and parents without an account from the current filtered list, across every page."

The action uses the current filtered list, across every page. It includes Active students who have no account, or whose parent has not been invited yet.

If the list does not qualify, the dialog shows a message instead of the table:

Message	When
"This list does not have enough students without an account."	Fewer than 2 students qualify
"More than 500 students need an invite. Narrow the filters."	More than 500 students qualify

Otherwise the Bulk invite wizard opens: one table with one row per person and the columns Full name, Email, and Status. The second line under the name reads "Student · Grade" or, for a parent, "Parent · children · phone". A parent shared by several students appears in one row; the email you type there applies to all of those students.

Status	Meaning
Ready	An email is on file; the row is ticked by default
No email	An email box appears; the row ticks itself as soon as you type an address
Invalid email	With the reason "Invalid email format" or "Same as the student's email"; the row cannot be selected

1. Filter with the chips All, Ready, No email, or search with "Search…". The header checkbox selects every ready row across all pages.
2. Read the summary at the bottom: "N invites will be sent · M without email · K new email".
3. Choose:
   • Save emails (K) — saves only the emails you typed; it creates no accounts and sends no email.
   • Send N invites — saves the emails, creates the accounts, and sends the invitations.
4. While sending, progress reads "Sending invites… x / y". When it finishes the dialog closes and a message shows "Sent N invites" or, if some failed, "Sent N · Failed M" together with the reasons.

Row actions

For each student, in the ⋮ menu in the Actions column:

Option	When shown	What it does
View profile	Always	Opens the student profile
Invite	Student without account	Creates an account and sends a set-password link
Resend invitation	Account exists, but email or password is still pending	Sends a fresh set-password link
Archive	Active student	Withdraws the student from active enrollment (see above)
Restore	Archived student	Returns the student to Active

Family suggestions (list)

When the system detects possible families (e.g. shared parent email), a banner appears: "Found N possible families…" with a Review button.

In the review dialog:

• Select which groups to organize
• Edit the family name (default: Fam. followed by the student's last name)
• If the family already exists, the name is locked — students are added to the existing family
• Students already in a family show an in family badge

The same review is offered after Bulk Import when groups are detected.

Student profile

Click a row in the list to open the student's profile.

The profile header shows the student's name (click it to change it), the lifecycle stage, and the actions:

Button	What it does
Download schedule (PDF)	Downloads a PDF with the student's schedule. Shown only if the student is enrolled in at least one group.
Performance report (PDF)	Opens the performance report dialog (see below). Shown only if the student is enrolled in at least one group.
Enroll as active / ⋮	Stage transitions: Enroll as active (prospect), Convert to alumni (active), and Restore to active (alumni)

If the student is archived, a banner with Restore appears.

Performance report (PDF)

Creates a PDF for parent meetings: averages, grades with comments, and absences across all of the student's active courses.

1. On the profile header, click Performance report (PDF). The "Student performance report" dialog opens.
2. Optionally set From and To. If you leave them empty, the report covers the whole period ("From the start" / "Up to today"). Clear dates empties them. The "From" date must be on or before the "To" date.
3. Read the note "Only grades that are visible to parents are included."
4. Click Download PDF.

The profile is organized in 5 tabs:

1. Overview

• Status summary: student access, parent access, tuition plan, attendance
• Student details: email, phone, date of birth, grade (inline edit), enrollment date, age, custom fields
• Teams: the student's teams, if any
• Enrolled groups: list of groups

On date of birth, click the field and Clear date at the bottom of the calendar to remove it (for example after a mistyped value). The calendar opens on the month of the saved date. If a save fails, the error message appears under the field.

In the summary:

• Student access: the account status (Can sign in, Invitation sent, No account, or Disabled (archived)), the Email and Password badges, and the Invite or Resend invitation buttons.
• Parent access: the primary parent's badges. If the primary parent has no email, it shows "No account" and an Invite button that opens "Invite Parent" so you can enter an email.

2. Family

The tab is organized as follows:

1. Sibling suggestions (if any): banner with names and shared parent email · Group as family or Dismiss
2. Family header: name, edit, remove student from family
3. No family: empty area with Create / assign family (search existing or create new)
4. Family details: notes, family custom fields
5. Siblings: two groups, At the school (active students of the school) and Outside the school (prospects, alumni, or siblings who do not attend with you). Click a name to open the Sibling card: grade, parents, and Open full profile. For people who are not enrolled (prospects, siblings outside the school) it also shows the birth year, which you can edit, and an Enroll as active button; the ⋮ menu has Remove from siblings and, for records without an account, Delete record. Add opens "Add Sibling" with two tabs: Outside the school (first name, last name, and birth year or full date; the family's parents are added automatically) and Our student (search an existing student).
6. Parents / Guardians: parent list with access states and actions
7. Emergency contact (if present)

If the parent has no name (or only a placeholder such as “Parent”), the tab shows the email instead of a fake name.

Editing a parent. Every parent field (first name, last name, email, phone, and all active parent custom fields) is click-to-edit: click it and type — there is no edit button. Custom fields are always shown, even for parents without an email. The same applies in the Family side panel that opens from the Parent column in the list, which also shows each parent's account state ("Has account" / "No account").

An email does not create an account. When you type or change a parent's email (in the field or in Add Parent), the system saves it only as contact information; it does not create an account and sends no email. To send an invitation, click Invite next to the parent.

For a parent who already has an account:

• Their email cannot be cleared: "Email can't be cleared because this parent has an account." If you want a parent without an email, unlink them and add them again without one.
• If you change their email, Change login email opens: this email is also their login email, and the change will send a new set-password email. Choose Change or Cancel.

The system also checks that the email is not already used: "This email is already used by the student." or "This email is already used by another parent of this student."

Parent statuses:

Status	Meaning
Can sign in	Has an account and has set a password
Invitation sent	Has an account but has not set a password yet
Unlinked	Has an account, but is not linked to this student
No account	There is no email
Pending activation	An email is saved, but no account has been created yet

Per-parent actions:

• Invite (or Send Invitation when an email is already saved), Resend invitation, and Re-link, depending on the status.
• From the ⋮ menu ("More actions"): Set as primary (★, for a parent with an account) and Unlink parent.
• Unlink parent works for any parent, even one with only a name or phone. In the side panel the matching action is the ✕ "Remove parent". Both open "Unlink parent?". The parent's account is not deleted.

Add Parent: pick an existing parent profile or create a new one (first name, last name, email, phone). The parent email must differ from the student's email and cannot be a school administrator email at the institution.

3. Financial

• Assign Plan: link to a tuition plan
• Charges & Payments: charges, payments, balance
• Transaction History: payment records

4. Academic

• Group Enrollments
• Attendance
• Grades

5. Documents

• Upload files
• Categories for organization

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Bulk Import

This feature lets you import or enrich many students at once by uploading a CSV or Excel file.

Import steps

1. Upload file: Select CSV/Excel. Download Download Student Template (Student Excel Template) from the page or from Initial Setup. If the file has a teacher column (for example specialization), a Possible file mismatch warning appears — use the teacher import instead.
2. Field mapping: The system auto-maps columns (Greek/English) to built-in fields and existing custom fields. In the selection list, custom fields are grouped under Additional details, Parent 1 details, Parent 2 details, and Family details. For unmapped columns, you can create a new field from the column header.
3. List values: If a column is a Select field and the file has values that do not match an option, Values with no matching option appears. Map each file value to an option or leave it empty before continuing.
4. Review & confirm: Preview with Valid, Warnings, and Errors tabs. The warnings include the email checks (see Email issues above).

Team column. The file can have an optional Team column with one or more of the student's teams, separated by ; (for example "Blue Team; English C1"). Each name matches an existing team with exactly the same name, or creates a new one. It has nothing to do with the Group column, which means a course.

Enrichment (re-import)

If you upload a file with students who already exist, the system recognizes them and updates only new columns — no duplicates. Matching uses the Paideus ID (the first column of export files); if it is absent, it uses email, or full name with date of birth. A parent email that matches the student's own email is skipped (with a warning); the rest of the row still updates. The same applies if the email already belongs to a school administrator at the institution.

The preview shows:

Category	Meaning
New	New records will be created
Will be updated	Existing students — empty fields will be filled
Ambiguous matches	Row skipped (ambiguous match)
Unknown ID	The row's Paideus ID does not exist; the row is rejected

Per row you may see Update, Ambiguous, Not found ("Unknown student ID — the row will be rejected."), or Already in another family — will not move badges. During an update, the preview counts as new parent accounts only the parents who do not exist yet, so re-importing an export file does not show every parent as new.

On completion: Created, Updated, Failed, Skipped — plus a notification with the results.

Note

Already have a spreadsheet? Upload it as-is — extra columns become fields and existing students are enriched, not duplicated.

Report and re-import export

The list produces two different files:

Button	Where	What it produces
Report	Above the table, and on the selection bar	Excel, CSV, or PDF of the current list (with the active filters), for viewing or printing. It is not imported back.
Export Students for Mass Edit	Mass Actions	An Excel file of active students in the shape Bulk Import Students accepts. Edit it offline and upload it again.

Report respects every active filter: search, lifecycle stage, quick filters, last-name initial, grades, groups, registration date, and custom fields.

The Export Students for Mass Edit file has its columns in this order:

1. Paideus ID — used to match each row when you re-import
2. Student details (First Name, Last Name, Email, Phone, Date of Birth, Grade Level) and Team
3. Parent 1 details, then the parent custom fields ending in "(Parent 1)"
4. Parent 2 details, then the parent custom fields ending in "(Parent 2)"
5. Family, then the family custom fields ending in "(Family)"
6. The student custom fields

Export files from an earlier version still import normally.

Pagination

At the bottom of the list:

• Showing X to Y of Z students
• Previous / Next

Pagination is hidden when there are no students.

Empty state

If no students are found (due to filters or search), you see:

"No students found"

Try changing filters or clearing the search. If the institution is new, add your first student with Add Student or via Initial Setup (Initial Setup).