When an Assessment sheet is created and viewed, only the existing active student records are inserted into the sheet. Any subsequent new student record created will not be automatically added to existing assessment sheets. This has to be done manually.

1. To add a new student to an existing assessment sheet, 
2. Open the Assessment Sheet.
3. Click on 'Add Students' at the top frame.
4. Select the student and click Add.
   (Repeat the process to select and add another student in the 'Add Students' list.)
   
   To remove a Student from an Assessment sheet, simply insert zeros (0) in all cells of the student's row. Once saved, during the report cards generation, the system automatically excludes students with empty rows, i.e rows with all zeros.

1. From the left-hand side menu, go to Assessments > Create Assessment
   
   
2. Select the Classroom
   
   
3. Select the Subject
   
   
4. Click on 'Create Assessment' 
   
   

The image above displays the Form Teacher's Comment (or Remarks) section on a generated report card. These comments are automatically generated based on the student's performance. This generated text can be updated before publishing or printing. This allows you to provide your custom content to replace the generated one.

Similar to the skills & behaviours, this is done for each student of the selected class.

On the Skills & Behaviours page, click on the Edit Form Teacher's Comment button. This opens the page to edit the comment for each student.

After editing the text, click Save and Next to go to the next student on the list.

Both Skills & Behaviour and Edit Form Teacher's Comment can be accessed from the Report Cards Management page as well.

Open the Assessment Sheet you want to enter the scores in by clicking on the Title link. The list of students in that class will be presented, with empty boxes for each assessment field (e.g. CA1, CA2, EXAM)

Enter the scores for each student as required. You do not need to complete the whole sheet at once. You can save your work at any point and return to it at a later time. The sheet is saved as 'Draft' at this stage.

Once all the scores are entered and you are ready to submit, click on the Submit button at the bottom. This will change the status to 'Submitted'. At this stage, you will not be able to edit this sheet further.

Please note that ONLY you and an Admin user can view an assessment sheet that you created.

Also note that once the sheet is submitted, it can ONLY be updated by an Admin user. An Admin user can also 'Unsubmit' the sheet in cases where a mistake is noticed after submission. This reverts the status to 'Draft', which allows you to update and resubmit.

Non-admin users need to reach out to the system administrator if there is a need to update the sheet after submission.

Report Cards Settings allows you to specify or set your preferences for items that relate to the Report Cards.

Days School Opened: Insert the number of days the school was open since the last resumption date. This is displayed on the report card; therefore, this is an important step to complete before generating report cards. 

Next Term Resumes:  Set the date the school will resume following the vacation period. This is an important step to complete before generating report cards. 

SMS Publishing: This is set globally by Bluerain at the moment and can't be edited.

Set Report Card Type for all classes: This allows you to set a global value for your report card type (Grade based or Position based), if your school has ALL classes using the same Report Card Type. If this is not the case, it can be set for individual classes by selecting the class on the Report Cards Management page and selecting the radio button for the Report Card Type of your choice.

Photos on Report Cards: You can choose to display students' passport photos on the report cards. You must first use the Students Photos Management console to upload the student photos for each student. Once done, you can select 'Show' from the dropdown. By default, the selected value is 'Hide'.

The image above shows the Skills & Behaviour section of a generated Report Card. This step is done during or after score entry.

To add or update the skills & behaviour records, click on the Skills & Behaviour button in the header frame of the Assessment sheet.

Add or update the values for each student, clicking Save and then Next to proceed to the next student.

This is also known as the process of linking a Student record to a Parent record. This process also allows you to add more student records to a single Parent record in cases where the parent registers another child at the school.

The import process does this automatically if 2 or more student records have the same MOBILE 1 number value. All the students will be linked to the Parent record as part of the process.

To add a linked learner, go to the Parents page, find the parent in question and click the name to view the Parent's profile.

1. At the bottom, locate the '' section. Click the 'Link to student' button. This will present a textbox to add the student's Unique Reference (this can be copied from the student's profile).
   
   
2. Paste the student's reference and click anywhere outside the box. The system will display the Students name for your confirmation.
   
   
3. Click Link.
   
   

Creating a Parent record can be achieved in multiple ways. 

• During the Create single Student record: 
  After providing the new student record details when creating a single record, a Create Parent Record button is displayed. Click on it to open a form to provide the Parent's details and click Save. This will create the Parent record and automatically link it to the newly created Student record.
  
  
  
  
  
• By specifying the PARENT EMAIL and MOBILES during bulk student record insertion using the Excel template:
  
  
  
  
  
• By clicking 'Create Parent' from the Parents page:
  This opens the Create Parent record as shown above, where you can add the details and click Save.
  
  
  
  
  
  Once the Parent record is created, you will be able to manually link a child (student) to the newly created record as shown below.
  
  
  
  

Parents Portal accounts are automatically created when the parents submits their details using the Parent <> Students Updater Form and it gets approved by the school. However, if the parents record was created manually from the Parents page or automatically throught the Bulk insert Excel import, then you will need to create the Parents Portal account manually.



This is just a click of a button.

On the Parent's profile page, locate the 'Portal Account Services' Section and click on 'Provision Portal Access' as shown below.




At the prompt, click Ok to confirm. You will notice the profile status has changed, with a confirmation message given. See below.



The parent will receive a welcome email at the email address they provided in the record.

They will need to click on 'Set New Password' to set their chosen password and log in for the first time.

Please note that the Username is their MOBILE 1 (this is also stated in the email).





So after setting their password, they will log in like this:

Username: MOBILE 1 (not email)
Password: {chosen password}

To edit a parent record, locate the 'Administrative Operations' section.

Click on Edit Profile.

To delete the record, click the Delete button and click Ok to confirm your action.

Similar to the Students records export process, the Parents records can be exported into a file.

On the Parents page, locate the 'Export' button at the top, next to the search bar and click on it.

This will generate and download an HTML report with your Parent records.

This is the first screen the Parent sees as soon as they log in. The dashboard displays the Parent's details, Fees due, Pending Tasks and the Next School Event.

Fees due is tied to the Bluerain Finance opt-in feature. This means that this will remain 0 unless the school has opted in for the Finance feature.

Pending Tasks works with the Assignment module on Learner Management. Any assignment assigned to the student or the student's classroom will be displayed and available on the Parents portal for the parents to ensure their children complete it before the due date.

Next School Event works with the Bluerain Community, where the school can create and advertise their school events for free. These events are visible to all Bluerain Community users as well.

Linked Learners displays the count of linked learners attached to the parent's profile. Clicking on this will open the list of students with the options to view the profile or download report cards.

Assignment Portal also displays the assigned Assignment count and details.

Fees & Payment Management provides a form where parents can submit their proof of payment after they have successfully paid any fee. The school is notified and can confirm this from the Bluerain Finance Management console. This will take the student in question off the defaulters list when the school generates a report for the Fee type in question.

School Communications is a list of all the Bulk SMS messages sent out as announcements to any of the parents' 3 mobile numbers if provided. So even if they don't get ht etext message, they can always see a copy on their profile.

Parent Feedback & Concerns presents a form to the parents where they can submit any queries or complaints. This will be sent to the school with a notification.

To create a student record:

1. Click on "Students" from the side menu and select "Create New"
   (or (+) Create Student at the top of the Student page).
   
   
   
    
   
   
2. Provide all required information, then click Save. 
   (Optional) You can add the Parent records at this stage if available. This will link the Student's record to the Parent's record.

If a student has left the school, you should deactivate the record to prevent this from showing up in the active student class list or assessment sheets. This can be done on the Students profile page or in bulk (if you need to deactivate multiple students at once).

From the Students Profile:

At the bottom, click on the Deactivate button. Expel button is similar. The only difference is that the record is marked as 'E' for expelled. This also prevents the record from showing up on active students lists.



From the selected Classrooms students list:

Select the students you want to deactivate. Click on 'Records bulk action' and select 'Deactivate selected nodes'

To edit a student record, go to the Students  (or from a selected Classrooms list).

1. Click on the Student's name to view the profile.
   
   
2. At the top, click on 'Edit core Profile' button.
   
   
   
   
3. Update the details you wish to change and click Save.
   
   
4. The Student's Medical details can also be updated from this page under the 'Additional Data & Medical Vitals' section. Note: Parents are also able to update this from their Portal pages.
   
   

To export Student records, go to the Students page.

1. Click Export at the top-right corner. This will download the list of students into a html file and save to your Downloads folder.
   
   
   
   
2. Click on the file to view or print out.

To insert multiple student records at once, follow these steps:

1. Go to the Students page.
   
   
2. Click on "Template" to download the student import template Excel file, which has the required format for records import.
   
   
3. Insert the student records according to the guidelines in "Students Excel Import Process" and save the file.
   
   
4. Click on the "Import" link at the top right. This will open the file upload page.
   
   
5. Click on "Choose file" and select the Excel file with your student records.
   
   
6. Click the "Import" button.
   
   

This function is used to correct the students' first, middle, and last names where they were added as all lower case to the proper format, with the first letter of each name capitalised and the rest in lower case.

e.g. 'anita james' -- > 'Anita James'

or 'ANITA JAMES' ---> 'Anita James'

When adding a new student record (or records), the system checks the incoming record against existing records to prevent duplicates. Sometimes, 2 different students might have the same first name and last name.

So to avoid assuming that this is the same existing student as the incoming record, the system temporarily holds them in a pending state under the Potential Duplicates list for your review and approval or rejection.



You will be able to see the incoming record you are trying to add and the existing one in the system with the same or similar name.



If you believe these are different students, then you can click Accept to add the incoming record. If you believe that it's a duplicate, i.e. the same existing student, then you can click Reject.

To begin, first you need to download the Student Import Excel template. This has all the relevant headers that match the student record fields to be completed.

1. Go to the Students page.
2. Click Template in the top-right corner. This will download the formatted Excel template.
   
   
   
   
3. Open the Template file and add your student records following the rules below.
   
   Rules:
   a) All fields are required except for MIDDLE NAME, DATE OF BIRTH, ADDRESS, PARENT MOBILES and PARENT EMAIL. These values can be added at a later time by editing the student record.
   
   b) LAST NAME should be a single name. You can add multiple names in FIRST NAME or MIDDLE NAME fields.
   
   c) STUDENT TYPE value must be either 'Day' or 'Boarder'.
   
   d) RELIGION must be either of these values: 'Christian', 'Christianity', 'Muslim', 'Islam'.
   
   e) CLASSROOM name must exist and must be exactly how it is spelt from the Classrooms list. Classroom names must be given with the section. e.g 'Basic 1 A', 'Nursery 2 Silver', 'SHS 1 Science'.
   So basically, putting only Basic 1, or Nursery 2, or SHS 1 will fail because you are missing the section names.
   
   f) If PARENT MOBILES are available and need to be added at the time of import, you must separate each mobile number with a semicolon ';' e.g. 09089873655; 08035984587; 09098734764.
   You can only add a maximum of 3 mobile numbers.
   
   e) Ensure the file is properly saved where you can locate it for import.
   
   
   
4. Click Import at the top-right corner. 
   
   
   
   
   
5. Click Browse, select your completed Excel file, then click Upload. 
   
   At this stage, the file will be submitted to the server, and a server process task will be created. You can monitor the progress from Menu > Options > Tasks in Queue. 

This function is used to change the order of each student's name display. By default, student names on the list are displayed as First Name + Middle Name (if available) + Last Name.

E.g. 'Anita James' becomes 'James Anita' if Last Name First is selected, and vice versa.

At the beginning of a new academic year, students' promotion task is a common administrative task.

To do this:

1. Go to the Classrooms page and select the Classroom to view the students' list.
   
   
2. Select the student(s) you wish to promote. 
   
   
3. Click on 'Records bulk action' and select 'Promote selected node(s)'. This will take you to a confirmation page with the next higher class pre-selected.
   
   
   
   
4. Click on Save after confirming.