People Management
Your central hub for managing everyone connected to your school - from students and their families to teachers and administrative staff.
People Management Architecture
┌─────────────────────────────────────────────────────────────────────────────┐
│ PEOPLE MANAGEMENT SYSTEM │
├─────────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌───────────────────────────────────────────────────────────────────────┐ │
│ │ STUDENTS │ │
│ │ │ │
│ │ Enrollment • Profiles • Class Placement • Academic Records • Medical │ │
│ │ │ │
│ └────────────────────────────────┬───────────────────────────────────────┘ │
│ │ │
│ │ linked to │
│ ▼ │
│ ┌────── ─────────────────────────────────────────────────────────────────┐ │
│ │ GUARDIANS & CONTACTS │ │
│ │ │ │
│ │ Parents • Family Members • Emergency Contacts • Portal Access │ │
│ │ │ │
│ └───────────────────────────────────────────────────────────────────────┘ │
│ │
│ ┌───────────────────────────────────────────────────────────────────────┐ │
│ │ TEACHERS │ │
│ │ │ │
│ │ Profiles • Qualifications • Subject Assignments • Leave • Workload │ │
│ │ │ │
│ └───────────────────────────────────────────────────────────────────────┘ │
│ │
│ ┌───────────────────────────────────────────────────────────────────────┐ │
│ │ STAFF │ │
│ │ │ │
│ │ Admin Staff • Support Staff • Departments • Roles • Access Control │ │
│ │ │ │
│ └───────────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────────┘
What is People Management?
The People module is where you manage all the individuals associated with your school:
| Who | What You Can Do |
|---|---|
| Students | Enroll students, manage profiles, track academic journey, handle transfers |
| Teachers | Hire teachers, assign subjects and classes, manage qualifications, track leave |
| Staff | Manage administrative and support staff, assign roles and departments |
| Guardians | Record parent/guardian information, manage emergency contacts, enable portal access |
Setup Workflow (What to Do First)
Follow this order when setting up your people records:
START HERE
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ STEP 1: Add Staff & Teachers First │
│ ────────────────────────────────── │
│ • Add administrative staff (registrars, accountants) │
│ • Add teaching staff (teachers, department heads) │
│ • Assign roles and system access │
│ │
│ WHY FIRST? Staff need to be in the system to assign them tasks │
└────────────────────────────────┬────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ STEP 2: Add Guardians/Parents │
│ ────────────────────────────── │
│ • Add parent/guardian records │
│ • Enter contact information │
│ • Set up portal access (optional) │
│ │
│ WHY SECOND? Guardians can be linked when adding students │
└────────────────────────────────┬────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ STEP 3: Enroll Students │
│ ─────────────────────── │
│ • Add student personal information │
│ • Link to guardians/parents │
│ • Assign to class/grade │
│ • Complete medical and emergency info │
│ │
│ WHY THIRD? Students link to guardians and are assigned classes │
└────────────────────────────────┬────────────────────────────────┘
│
▼
┌─────────────────────────────────────────────────────────────────┐
│ STEP 4: Assign Teachers to Classes (in Academics) │
│ ───────────────────────────────────────────────── │
│ • Go to Academics → Subjects & Classes │
│ • Assign teachers to subject classes │
│ • Enroll students in subject classes │
│ │
│ This completes the connection between People and Academics │
└─────────────────────────────────────────────────────────────────┘
│
▼
READY TO GO! ✓
Student Enrollment Flow
New Student Arrives
│
▼
┌───────────────────┐
│ Collect Documents │
│ (Birth cert, etc.)│
└─────────┬─────────┘
│
▼
┌───────────────────┐ ┌──────────────────────┐
│ Add Guardian(s) │────▶│ Guardian record │
│ (if not exists) │ │ created/found │
└─────────┬─────────┘ └──────────────────────┘
│
▼
┌───────────────────┐
│ Add Student │
│ • Personal info │
│ • Link guardian │
│ • Medical info │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Assign to Class │
│ (Form 1A, etc.) │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Enroll in │
│ Subject Classes │
│ (in Academics) │
└─────────┬─────────┘
│
▼
Student Ready ✓
Teacher Onboarding Flow
New Teacher Hired
│
▼
┌───────────────────┐
│ Collect Documents │
│ (Qualifications) │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Add Teacher │
│ • Personal info │
│ • Employment │
│ • Qualifications │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Assign to │
│ Department │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Assign Subjects │
│ (in Academics) │
└─────────┬─────────┘
│
▼
┌───────────────────┐
│ Assign Classes │
│ (in Academics) │
└─────────┬─────────┘
│
▼
Teacher Ready ✓
Accessing People Management
- Log in to your school portal
- From the main dashboard, click People in the left sidebar
- Choose the category you want to manage:
- Students
- Teachers
- Staff
- Guardians & Contacts
Quick Actions
Most Common Tasks
| Task | Where to Go |
|---|---|
| Add a new student | People → Students → + Add Student |
| Enroll a student in a class | People → Students → Select student → Enrollment tab |
| Add a new teacher | People → Teachers → + Add Teacher |
| Assign a teacher to subjects | People → Teachers → Select teacher → Assignments tab |
| Add a guardian | People → Guardians → + Add Guardian |
| Link guardian to student | People → Students → Select student → Guardians tab |
Understanding the People Hierarchy
School
├── Students (learners enrolled in your school)
│ └── Guardians (parents, family members, emergency contacts)
│
├── Teachers (academic staff who teach)
│ └── Can also have administrative roles
│
└── Staff (non-teaching personnel)
├── Administration
├── Finance
├── IT Support
└── Facilities
Key Features
🎓 Student Management
- Complete student profiles with personal, academic, and medical information
- Enrollment tracking from admission to graduation
- Class placement and academic year progression
- Guardian management with multiple contacts per student
- Document storage for birth certificates, report cards, etc.
Learn more about Student Management →
👨🏫 Teacher Management
- Professional profiles with qualifications and certifications
- Subject and class assignments
- Workload tracking to ensure fair distribution
- Leave management for all leave types
- Performance tracking and professional development
Learn more about Teacher Management →
👥 Staff Management
- Role-based profiles for all non-teaching staff
- Department assignments
- Multi-school assignments for district staff
- Access control based on job function
Learn more about Staff Management →
👨👩👧 Guardian & Contact Management
- Family relationships properly recorded
- Emergency contact prioritization
- Permission settings for pickup, medical decisions, etc.
- Parent portal access for viewing grades and communication
Learn more about Guardians & Contacts →
Bulk Operations
Save time with bulk operations:
| Operation | How |
|---|---|
| Import students | People → Students → Import → Upload CSV file |
| Import teachers | People → Teachers → Import → Upload CSV file |
| Bulk class assignment | People → Students → Select multiple → Actions → Assign to Class |
| Bulk status update | Select multiple records → Actions → Update Status |
Search & Filters
Find anyone quickly using the search bar and filters:
Search Tips
- Search by name (first, last, or full name)
- Search by ID number (student number, staff number)
- Search by email or phone number
Filter Options
- Status: Active, Inactive, On Leave, Graduated, etc.
- Class/Grade: Filter students by their current class
- Department: Filter staff by department
- Role: Filter by job role or position
Reports & Statistics
Access people statistics from the dashboard:
- Total students enrolled by grade level
- Student-teacher ratio per class
- Staff distribution by department
- Guardian portal adoption rates
Tips for Success
Keep Information Current
Regularly update contact information, especially emergency contacts. Outdated information can cause serious problems in emergencies.
Use Bulk Import
When adding many people at once (like at the start of a school year), use the CSV import feature instead of adding one by one.
Link Guardians Properly
Always link guardians to their children with the correct relationship type. This ensures proper communication and portal access.
Need Help?
- Can't find a student? Check if they're marked as inactive or graduated
- Teacher not showing in assignments? Verify they're assigned to the correct subjects
- Guardian can't access portal? Check if portal access is enabled for their account
Next Steps
Choose what you'd like to learn about: