Overview
The register is your admission register, kept online. Each student has one entry with an admission number that never changes. Everything else on the campus side (library loans, bus seats, hostel beds, gate machine numbers, ID cards and TCs) is attached to that entry.
With or without an account
Many school students never log in to anything, and that is fine: an entry on the register doesn't need a tuition.in account. Such a student can still borrow books, ride the bus, live in the hostel, punch in at the gate and get an ID card and a TC.
When a student does have an account and is enrolled in one of your batches, link the two. Their entry then shows their batches, and they (and their linked parents) see their library books, bus stop and times, and hostel room on their dashboard under Campus.
Getting students onto it
- From your batches. If students are enrolled in your batches but not on the register, a banner offers to add them all in one click. Each gets the next admission number, their name from their account, their batch as the class, and their date of birth if they gave it for privacy.
- From admissions. Admitting an application puts the student on the register with everything the parent filled in. See Online admissions.
- One by one. Add student, fill in what you know, and press Add to register. The editor stays open so you can add a photo.
- From a spreadsheet, below.
Importing a spreadsheet
Save your existing register as a CSV (in Excel: File, Save as, CSV) and press Import CSV. Only a Name column is required. We recognise the usual headings:
| Column | Headings we recognise |
|---|---|
| Name | Name, Student name, Full name |
| Admission number | Admission no, Adm no, SR no, Scholar no, GR no, Enrolment no |
| Date of birth | DOB, Date of birth. Written 24/09/2014 or 2014-09-24; always day first |
| Class | Class, Class and section, Standard, Grade |
| Parents | Father's name, Mother's name, Guardian |
| Phone and email | Mobile, Phone, Contact no; Email |
| Others | Gender (M, F, boy, girl), Blood group (B +ve works), Address, Category, Previous school, Admission date |
Rows with a problem are skipped and listed by line number with the reason: a date that doesn't exist, a phone number that isn't one, an admission number already on your register or used twice in the file. Fix those lines and import just them again; everyone else is already in.
Admission numbers
New students are numbered in order: 0001, 0002 and so on. On the Numbering tab you can add a prefix (SV/ gives SV/0042) and choose the number of digits. A number already given never changes when you change the format.
If you run several schools, each school can have its own series (MDP/0001) by giving it an admission number prefix in its school details. See Running several schools.
A student who already has a number from before (you're moving from a paper register or another system) keeps it: type it in when you add them, or include it in your import.
A student's record
Click a student to open their record: name, admission number, class and section, date of birth, gender, blood group, father's, mother's and guardian's names, the parent's phone and email, address, nationality, category, previous school, admission date and staff notes, plus any custom fields your group has added. With several schools, the record also says which school the student belongs to.
A student's PEN, APAAR ID and UDISE+ details are kept on the same record but filled in on UDISE+ & Certificates, which shows what is still missing.
Photos
In a student's record, press Add photo and pick a JPG, PNG or WebP up to 1 MB. A phone photo cropped to the face against a plain wall is ideal. Photos are stored privately: only you see them, and they are printed on ID cards. Photos for staff ID cards are added on the ID cards tab, under Staff.
Keep out of photos, at the bottom of the record, is for a family that doesn't want their child's photo shared on the school feed: the child is never tagged, and anyone posting photos to their class is reminded. The parent can change it from their own dashboard too.
Finding a student
Search by name, admission number, class, father's name, or the last four or more digits of the parent's phone. Filter by class, and switch between On the rolls, Left and Everyone.
When a student leaves
In the record, choose the leaving date and press Mark as left. On that date their bus seat and hostel bed are released automatically. Library books they still have stay on loan (you're told how many), because the books still have to come back.
Issuing a transfer certificate marks them as left for you. A student marked as left by mistake can be put back on the register.
Deleting
Delete is for mistakes, such as a duplicate or a test entry. A student who actually left should be marked as left, so your register keeps their history. A student with a transfer certificate or any other school certificate can't be deleted at all, because the certificate is a document about them; nor can a student whose school fees have been paid, because the receipts name them.
Exporting
Export downloads the register (on the rolls, left, or everyone) as a CSV with every field, for your records or a board return.
Who sees what
- The register is yours alone. No other tutor or institution can see or change it, even for a student they also teach. Your own staff see it only if you give them the Students part, and only for the schools they work at; see Team access.
- Staff notes are never shown to students or parents.
- A student with an account sees their admission number and class, their own attendance, published report cards and progress card, books, bus and hostel on their Campus page, never the rest of their record.
Questions
A student is at two of my branches. One entry is enough. Branches are about batches and rooms; only a branch you have made a school, with its own register and numbers, keeps its students apart.
The same child studies at another centre too. Each centre keeps its own register; the two entries are separate and private to each.
Why can't I link an account? The student must be actively enrolled in one of your batches (not just a pending enrolment), and an account can be linked to only one entry on your register.