VidyaManage User Guide › Student Directory

Student Directory

Find any student in seconds, add new ones, message their parents on WhatsApp, and open a full profile with attendance, fees, marks and timetable.

The student list

Click Student Directory in the left sidebar.

Student Directory with search, class, section, status and fee-status filters, and View, Attendance, WhatsApp, Edit and Delete icons on each row
ColumnWhat it shows
PhotoStudent photo, or a placeholder.
NameFull name, with the admission number underneath (Adm: 21).
Class-SecClass and section, e.g. 3 - A.
Roll NoRoll number in the class.
Parent PhoneParent's primary phone.
Fee StatusPaid, Due, Overdue or No Dues.
Att. %Attendance percentage.

Search and filters

Type in the search box to find a student by name, admission number or phone. Use the dropdowns to narrow the list by Class, Section, Status (Active, Graduated, Left) and Fee Status. The Class list shows only the classes you've set up.

Buttons at the top

  • Mark Attendance — opens Attendance Entry.
  • Import from Excel — bulk-add students from a spreadsheet. See Import Students.
  • Export to Excel — downloads the list as an Excel file, with your filters applied.
  • Add Student — add one student.

Row actions

IconWhat it does
View (eye)Opens the student profile.
Mark Attendance (calendar)Opens Attendance Entry.
WhatsApp ParentOpens a WhatsApp chat with the parent, starting "Dear parent of <name> (Class 3-A)".
Edit (pencil)Opens the Edit Student form with every field.
Delete (bin)Asks Are you sure you want to delete this student?, then deletes.

Adding a student

  • 1Click Add Student at the top right.
  • 2Fill in the required fields: Student Name, Class, Section and Primary Phone (parent).
  • 3Add whatever else you have: Roll Number, Status, Date of Birth, Gender, Father Name, Mother Name, Secondary Phone, Parent Email, Blood Group, Admission Date, Previous School, Photo File and Address.
  • 4Click Save Student.

Leave Admission Number blank and VidyaManage gives the next number (the box shows it, e.g. Auto: 28). Academic Year is filled in from School Settings.

Add New Student form with student name, auto admission number, class, section, roll number, status, date of birth, gender and parent fields

The student profile

Click the eye icon on any row. The header shows the student's name, class-section, roll number, admission number and status, with the parent's details and a WhatsApp button.

Student profile header with parent details and WhatsApp button, above the Overview, Attendance, Fees, Marks and Timetable tabs

The profile has five tabs:

OverviewName, roll number, class, section, admission number, date of birth, gender, blood group, status and address. Change any field and click Save Changes.
Attendance NewA colour-coded month calendar (Present, Absent, Late, Leave, Not marked) with the month's percentage. The year-to-date percentage and days marked are at the top. Use the arrows to move between months.
Fees NewThe fee ledger (fee type, period, due date, due, concession, paid, balance, status) with totals, a Collect Fee button, and every receipt with Print receipt, Download PDF and WhatsApp receipt to parent.
MarksEach exam with its subjects, total, percentage and grade.
Timetable NewThe weekly timetable of the student's class.
Attendance tab showing a colour-coded October calendar with the month and year-to-date percentages
Fees tab with the fee ledger and totals, and the receipts list with print, PDF and WhatsApp icons

Student status

Each student is Active, Graduated or Left. Change it on the profile's Overview tab or in Edit Student. Use the Status filter to find students who have left or graduated. Year-end promotion is covered in Classes.

Troubleshooting

  • A class is missing from the Class dropdown — create it first under Classes.
  • The WhatsApp chat opens to the wrong number — check the phone is saved as a 10-digit mobile number. VidyaManage adds the country code from School Settings.
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