Students

The Students section covers everything needed to manage student access, profiles, enrollment, and data — from onboarding to archiving.

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Enrollment

Ilmiya simplifies student enrollment by allowing easy creation of usernames and passwords.

How to Enroll a New Student

1. Click the ”+” icon on the right side of the screen.
2. Fill in required details such as name and username.
3. Set a username and password.
4. Review all information and click Create.

Advanced Features

Select the Advanced option to specify date of birth and gender.

Advantages

• Quick and organized student onboarding
• Automatic email creation reduces manual work
• Secure username and password assignment
• Scalable for growing institutions

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Bulk Import

Upload multiple student records at once using CSV to save time and reduce errors.

How to Bulk Import Students

1. Go to All Student Streams and click the Import / Bulk Import icon.
2. A modal appears — upload or paste your student data to begin.
3. A spreadsheet-like interface appears with columns for student details. Fill in the table or paste data from an external source (e.g. Excel).
4. Click the import icon in the upper-left and upload your CSV file.
5. Use dropdown options for fields like “stream” or “grade” to assist with data entry.
6. Use the Labels icon to add and color-code labels for categorization.
7. After resolving any errors, review the complete list to confirm data accuracy.
8. Click Submit or Finish Import to finalize.

Key Features

Feature	Description
CSV Upload	Quick and easy bulk data entry
Automated Mapping	Ensures correct organization of student details
Error Detection	Identifies missing or incorrect information
Batch Processing	Import hundreds or thousands of records at once
Duplicate Handling	Prevents redundant entries

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Access Control

Secure and seamless student access protects student data while keeping the login process simple.

Student Login Process

1. Open the platform’s login page.
2. Enter your username/email and password.
3. Click Login to access your account.

Password Management for Students

• Use strong passwords with letters, numbers, and special characters.
• Password resets can only be performed by administrators or teachers — students cannot reset their own passwords.
• Students should contact administration or their teacher to request a password reset.

How Is Login Information Shared?

Login details are sent securely to the student’s guardian through the email or phone number provided during registration.

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Secure Access

Strong password management protects personal information and academic records.

How to Change or Update a Password

1. Go to the Student Profile.
2. Scroll to the Change Password section.
3. Enter the new password and confirm it in the second field.
4. Click Reset to save.

Password Tips

• Use at least 12 characters
• Include uppercase, lowercase, numbers, and special characters
• Avoid common words or personal information
• Do not reuse passwords from other accounts

Troubleshooting

Issue	Solution
Password not accepted	Check length and character requirements
Forgot current password	Use “Forgot password?” to reset via email
Error messages	Ensure both fields match and the new password differs from recent ones

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Profile Actions

The three-dot (⋮) menu on each student profile provides quick access to key functions.

How to Access Student Actions

Open the student portal → locate a student profile → click the ⋮ menu → select the desired action.

Available Actions

Action	What it does
View Profile	Access complete student info, academic records, and family associations
Reward	Assign digital rewards such as badges or points
Add to Family	Link a student to an existing family group
Add Label	Apply custom tags for filtering and organization
Print Login	Generate printable login credentials with optional QR codes
Reset Password	Issue a temporary password securely
Archive	Deactivate a student while preserving historical data
Remove	Permanently delete a student record (irreversible)

Action	Effect	Reversible?
Archive	Deactivates record, keeps data	Yes
Remove	Permanently deletes all data	No

Caution

Always prefer Archive over Remove unless you are certain the record is no longer needed.

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Update Profile

Profile pictures make student records easier to identify and create a more personalized learning environment.

How to Upload or Update a Student’s Profile Picture

1. Navigate to Classroom → Student / Overview.
2. Open the student’s profile.
3. Hover over the profile photo and click the pencil icon (✏️).
4. Choose an upload option:
   • Browse Library — Select from existing media
   • Upload File — Choose from your device
   • Take Picture — Capture a new photo instantly
5. Select the image, preview it, and click Add to apply.

Tips

• Use a clear, front-facing headshot
• Keep the image under 20 MB in JPG or PNG format
• Update photos regularly, especially at the start of a term

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Archiving

When a student leaves active enrollment, their profile moves to the Archive instead of being permanently deleted — preserving historical data and allowing easy restoration.

How to Archive a Student

1. Go to the Students section.
2. Find the student you want to archive.
3. Click the ••• menu next to the student.
4. Select Archive from the dropdown.
5. View archived students anytime by opening the Archived Students list.

Benefits

• Preserves data for future reference
• Reduces clutter in active student lists
• Maintains compliance with record-retention requirements
• Allows restoration if the student returns

Tip

Always archive rather than delete when you want to keep past student records accessible.

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Remove Students

Removing inactive, graduated, or mistakenly added students maintains data accuracy.

How to Remove a Student

1. Go to the Student tab to view all enrolled users.
2. Click the ⋮ menu next to the student and select Remove.
3. A confirmation pop-up will appear — click Delete to confirm or Cancel to go back.

Danger

Deletion permanently erases student data and cannot be undone. Use Archive if unsure.