Find and Edit a Student

Purpose#

Find an active student, review the full profile, and update permitted profile fields, custom fields, program assignments, permanent groups, or the student photo.

Permissions#

• Organization admins can view and edit active students throughout the organization, including assignments.
• Editors can view students in accessible programs and can change assignments for students and programs within their editor scope.
• Volunteers can view students in assigned programs and edit accessible profile and custom-field values, but cannot change program or permanent-group assignments.
• The Attendance report action is available only when you can manage the student's assignments.
• An active 14-day trial or paid subscription is required.

Prerequisites#

• The student must be active and assigned to at least one program you can access.
• To change assignments, you must be an organization admin or have editor access to one of the student's programs and to the target program.
• Have values for any required custom fields that apply after assignment changes.

Find a Student#

1. Open Students from the main navigation.
2. Enter part or all of the student's name in Search students. Search is case-insensitive and checks first name, last name, and a split first-name/last-name search.
3. To narrow the list, choose a program from Program. Leave All programs selected to search all programs you can access.
4. If more results are available, select Load more students.
5. Select the student's tile on a small screen, or select View / Edit in the table.

Review and Edit the Profile#

1. Review Profile, including Birthday, Grade, Programs, Groups, School, Contact, Gender, Notes, and Profile status.
2. If available, select Attendance report to open that student's attendance report.
3. Select Edit student.
4. Update First name, Last name, Birthday, Gender, Phone number, Email, School, Grade, Notes, or the fields under Custom fields as needed.
5. If Student programs is shown, select the student's final program set. At least one program must remain assigned.
6. If Student groups is shown, choose a group for each listed program or choose No group.
7. Select Save student.
8. Select Back to students when finished.

To abandon unsaved form changes, select Cancel editing.

Relevant Fields and Options#

• First name, Last name, and Birthday are required.
• Birthday must be a valid date from 1900 through today.
• Grade offers No grade, K, and grades 1 through 12.
• Gender, Phone number, Email, School, and Notes appear according to the selected programs' built-in field settings.
• Custom fields includes active organization-wide fields and fields for selected programs. Required fields must have valid values.
• Student groups appears only for selected programs with groups enabled and only when you can manage assignments.
• Profile status displays Incomplete - required details need follow-up when a quick-registration workflow left required details unresolved; otherwise it displays Complete.

Expected Result#

Student updated. appears and the saved values are shown on the student's detail page and in the directory where applicable. Assignment changes update the student's programs and permanent groups. Changing the grade can also reconcile grade-based check-in assignments.

Troubleshooting and Important Notes#

• No students match your search or program filter. means no loaded active record matches both filters. Clear Search students, choose All programs, or confirm your program access.
• The active directory does not contain alumni or deleted students. Organization admins can review alumni under Alumni.
• If Student programs and Student groups are absent, you can edit the profile but do not have assignment permission for that student.
• Editors should select only programs within their editor scope. Selecting a program without edit access causes the update to be rejected.
• Removing a program also removes the student's permanent-group assignment for that program.
• Choosing Set group through bulk editing is different from this form; the individual form saves the complete set of visible assignment choices.
• Field visibility changes with Student programs. Complete required custom fields for the final selections before saving.
• Editing a student's profile does not merge duplicate records and does not change the student's active/alumni status.
• Use the photo controls in the detail-page header rather than Edit student to replace an existing photo. See Manage Student Photos.