Student records
Every student, from enquiry to leaving.
Prospective students, the children enrolled today and the ones who have left are all kept in SMS, each with a profile that holds their details, family, fees and history.
Admission
An admission form that fits your school.
The form covers the guardian, the class and section, admission number, LIN, class number, admission date, the student’s own details and their previous school. Your school decides which fields appear and which must be filled in.
Only your fields. A field your school does not use is not shown at all. Add your own fields where you need them.
Surnames filled in. When the guardian is the child’s parents, the surname follows the family name. It can still be changed.
New or returning. Mark whether this is a new admission or an existing student being entered into SMS.
Fees at the same time. Once a class is chosen, you can allocate that class’s fees as part of the admission.
Families
Brothers and sisters in one sitting.
Admit up to five children in one form under the same guardian. Pick a parent already on record and their children already at the school are shown, or add a new parent as you go.
Parents or guardian. Choosing “Parent(s)” asks for the father’s and mother’s names. Any other relation asks for one guardian name.
Prospective students
From enquiry to enrolment, no retyping.
When a family enquires, the front desk records the child as a prospective student with the class they are interested in. No class, section or fees are set until they join.
Admit from the record. Admitting opens the admission form already filled in from the enquiry, so the office only adds what is missing, such as the admission number and class.
The desk enquires, the office admits. Recording prospects and admitting students are separate permissions.
Many at once. Import prospective students from a spreadsheet in the same format as student imports.
Removed, not lost. Removing a prospect takes them off the list but keeps the record, so a mistake can be put right.
The student list
Enrolled, prospective and left, side by side.
The list has three tabs: the students enrolled now, prospective students, and those who have left. Filter by class and section, or switch to recent admissions to see who joined in a chosen session and term, newest first.
Move a student to another class. Transfer a student to another class or section from their row, with a new class number if needed. Every move is kept in the transfer history.
Leavers
Leaving, recorded properly.
Mark a student as left, or as transferred to another school, with the date and a reason. Before you confirm, SMS shows what they still owe, because marking them as left writes that amount off.
Look back by session. The Left tab can show who left in any session, filtered by the class they were in.
Bring a student back. Re-enrol a leaver into a class and section from the Left tab. Fees written off when they left stay written off.
A history that keeps everything. The leavers history lists every student marked as left, including those later brought back. A leaver’s profile is read-only and says when and why they left.
The profile
One page that answers questions about a child.
The profile opens as an editable form with class, section, admission number, class number and guardian at the top. Below are the guardian’s details, brothers and sisters at the school, fees term by term, transport and hostel places, previous school, promotion and transfer history, and documents.
Documents on file. Attach documents such as a birth certificate with a title, type and remarks, and download them again later.
Fees only for those who may see them. Staff without fee access see the fee table with the amounts hidden.
Import and export
A whole class from a spreadsheet.
Choose a class and section, upload a CSV or Excel file, and each row becomes a student in that class.
Checked before anything is written. The file’s columns are checked first. A file with the wrong columns is refused as a whole, so nothing half-imports.
Export the same way. Download a class, or every section, as CSV or Excel.
No. SMS is used by your school’s staff.
Yes. Choose which standard fields are shown and required, and add custom fields for anything else.
Through their guardian. Admit a child under a parent already on record and they appear with that parent’s other children.
What they still owe for the current session is written off, and the amount is shown before you confirm. Bringing them back does not restore it.
Yes, from the parent list. Every child still at the school is marked as left, and what they owe, including from earlier sessions, is written off.
Bring your student records into Academium SMS.
Download Academium SMS and set up your school, try a demo, or start in free mode.