This page is your one place to manage all student and parent accounts in your organization: create individual accounts, import hundreds at once from Excel, link several parents to one student, and give everyone login credentials for the mobile app. The heavy work you don't want to click per person, you do here in one go.
Access. You need the Data management module and the View reports permission. Don't see the page? Data Management is in every plan; ask an administrator with Manage admins to grant you the permission.
Where to find it: sidebar → Data & content → Data management.
First, this: how do students and parents sign in?
Understand this before you create accounts — it decides what you hand out.
- Sign-in uses a username + password, not an email address. When you create or import, the system automatically generates a username and a temporary password per parent account. Those two are what you share with the parent.
- First sign-in. On the first login the user is immediately asked to set their own password. The temporary password is only for that first time.
- Parents, students and teachers use the app's normal login. Members use the separate member login, where they may use the username, email or phone number.
- Forgot password only works if the account has an email address — the reset link is sent by email. No email on file? Then you re-issue the credentials (see Handing out credentials).
Remember: email is not needed to log in, but it is needed to self-reset a password and to email credentials.
Where to find it
Sidebar → Data & Content → Data Management. Permission: View reports (view_reports). Data Management is in every plan; classes only exist with the Teachers module. Members (without a student) are not created here but via Organization Management → Users.
The page at a glance
- Top right you switch between Active users and Archive.
- Counters show the number of parents, students and classes, how many accounts have never logged in, and upcoming birthdays.
- Search finds by parent name, username, phone, email and student name (including Turkish characters). You can also filter by class and by never logged in.
- The table is grouped per parent/account. Click a row open for all details: parent info, the linked students (with photo) and class chips you can add or remove directly.
Add one student + parent
- Click Add multiple students.
- At the top, choose how to record the parent: New parent, Search by phone or Search by name (to attach to an existing parent).
- For a new parent, fill in parent name and phone number (required), and optionally an email address (optional but recommended — without email you can't email credentials later). Choose mother or father.
- Per student, fill in the student name (required). If the Teachers module is on, also pick one or more classes. Date of birth is optional.
- More children for the same parent? Click Add student to add another — they go under the same parent.
- Click Add students. If a new parent account was created, a short message shows the login credentials — copy them right away.
Independent student (a student who logs in themselves, without a separate parent account): use the Add independent student button. That student gets their own username and password.
Link several parent accounts to one student
For divorced parents, or a mother and father who each want their own login: link several accounts to the same student. Every linked account has equal rights — there is no main parent.
- On the student/parent row, click Edit.
- Go to the Linked accounts section.
- Existing account? Search by name, phone or email and click the result to link it.
- New account? Click Create new account, fill in name, phone and optionally email, choose a role and click Create & link. An amber box shows the login credentials (visible once) — copy them.
- The role (Parent / Guardian / Other) is per account; it's informational only and changes nothing about the rights.
- Unlink with the trash icon. You can't remove the last account with the Parent role — first add another parent account or use Transfer to another parent.
Create classes
Classes are created on the Teachers & classes page (not in Data management itself).
- Open Teachers & classes and click Add new class.
- Enter a class name (required) and choose the academic year (the current one by default).
- Optional: a room, and — if your organization uses clusters — a cluster.
- Optionally add one or more teachers (you can also do this later).
- Click Add class.
Students are added after creating the class — via the class chips on a student, or during import. A new class can also be created automatically during an import (see below).
Bulk import from Excel
Got a list of dozens or hundreds of students? Import them in one go.
The file
- Use an Excel file (.xlsx or .xls). CSV does not work.
- The first row is the column headers; after that one student per row.
- Download the template via the link in step 1 — it has the right columns and an instructions sheet.
The template columns:
| Column | Required? |
|---|---|
| Student Name | Yes |
| Name Mother, Phone Mother, E-mail Mother | At least one parent with a name + phone |
| Name Father, Phone Father, E-mail Father | same |
| Address, Postal code, City | Optional |
| Date of Birth (DD/MM/YYYY) | Optional |
| Student Gender (Male/Female) | Optional — leaving it empty means gender unknown |
| Special circumstances | Optional — free text (allergy, medication, points of attention); leaving it empty keeps an existing value |
| Class Name | Optional — only with the Teachers module on |
Important: every row needs at least one parent with both a name and a phone number (mother or father). The Preview still accepts a row with only a student name, but on import that row is rejected and counts as failed. Phone numbers may be written Dutch-style (06…) — they're normalized automatically.
The import steps
- Upload file. Choose the data type Students-parents and select your Excel file. (If the Teachers module is on, you can also import Teachers.) For students without a parent, choose Independent students (see below).
- Map columns. The system recognizes most headers automatically (in several languages). Check the mapping and correct where needed. Only once all required fields are mapped can you continue. If your file has more than one worksheet, choose here under Worksheet which sheet to import (the first one by default).
- Preview. You see how many rows are valid and which errors or warnings there are. Under Advanced Options you'll find the choice to create two parent accounts (see below), the language of the credentials email, Duplicate Handling (Skip, Update or Create New — the last one always creates a new record, even if the student already exists, so it produces duplicate students) and, with the Teachers module on, the Academic Year for the classes. With errors or zero valid rows you can't import.
- Import. Don't close the window while it processes.
- Done. You see a summary: how many succeeded, failed, and how many new parents and classes were created.
One or two parents per student
One row holds one student plus the mother and/or father details in the same row. If a row has both a mother and a father, both get their own login account by default: the "Create two parent accounts (mother + father)" option under Advanced options is already on. Both accounts are linked to all children in that family. If you turn the option off, only the first parent with a name and phone number (usually the mother) gets an account; the other parent's details are still kept. Two children with the same parent are automatically bundled under the same parent account.
Classes during import
Fill in a Class Name (only with the Teachers module on) and the student joins that class. If the class doesn't exist yet, it's created automatically in the Academic Year you choose under Advanced Options (by default the current one). If you import before the new season starts, choose the upcoming one. Several classes in one cell is possible with commas, e.g. Group A, Morning group.
Importing independent students
An independent student has their own account and no parent, for example an adult following a course themselves. In step 1 choose the data type Independent students and download the template that goes with it. The other steps are the same.
| Column | Required? |
|---|---|
| Student Name | Yes |
| E-mail, Phone Number | At least one of the two — that is where the login credentials go |
| Date of Birth (DD/MM/YYYY) | Optional, but recommended: it is how an existing student is recognised |
| Class Name | Optional — only with the Teachers module on; several classes with commas |
| Student Gender, Special circumstances | Optional — an empty cell erases nothing |
- Several classes. Put the classes in one cell separated by commas (Class A, Class B), or put the same person with the same email address or phone number on several rows. That becomes one account and one record. Classes are only added, never replaced.
- Existing account. If a student account with the same email address or phone number already exists, it is reused and no second login is created. A matching name alone is not enough: two people with the same name each get their own account.
- Already known as a student with a parent. If someone with the same name and date of birth is already registered with a parent, the row is skipped and listed in the result. Nothing is created; review that person yourself.
- Duplicate Handling only offers Skip and Update here. Create New does not exist for this type, so nobody gets a second login.
- The Preview warns when someone is younger than 16. You can still import.
- No email is sent automatically. New accounts appear in the banner to Send Credentials.
From Registrations. The file from Export for Bulk Import (Data & Content → Registrations) has a second worksheet with the self-registrations. Choose Independent students in step 1 and that second sheet under Worksheet in step 2. If every row of a registration number succeeds, that registration is marked as processed.
Handing out credentials
New accounts automatically get a username and a temporary password. Here's how they reach the right person:
- Copy directly. On creation (and for a second parent account in the import) the credentials appear with copy buttons. They're only visible once — copy them right away.
- Email after an import. If an import created new accounts, a banner appears: "… new accounts ready to send credentials", followed by the number of accounts without email. Click Send Credentials to email everyone with an email address their login. Accounts without email are flagged separately — you hand those out manually.
- Resend / reset. Select one or more rows in the table, click Send Credentials and confirm with Reset and Send. This resets the password and emails a new one. Note: the old password stops working after this. Accounts without an email address are skipped and keep their old password. You choose the email language yourself.
There is no button to download or print all passwords as a file. Copy them at the moment, or use the email function. Without an email address you can only pass on the copied credentials manually.
Duplicate accounts
The system does not create duplicate parents:
- If a parent already exists with the same phone number or email address, that existing parent is reused and the student is linked to them — no second account. In an import you see this as "existing parents used".
- A student with the same name under the same parent is not created again.
No blocking warning appears beforehand. To be sure, when adding individually first use Search by phone or Search by name to attach to the existing parent.
Exporting
Click Export. In the export window you choose which columns and Extra sheets go into the Excel file, and whether to Include archived students. Student name, Classes and Status are always included. The Import worksheet has the columns of the parent template; independent students are on the Import independent worksheet, in the columns of their own template. Click Export to Excel. Note: your search term and class filter are not applied — the export always contains all students of your organization. If you want one class, filter in Excel.
Archiving, restoring and deleting
- Archiving keeps the data and is reversible. Click the trash icon on the row and choose the action Archive in the Delete process window. When you archive a parent, the linked students go along by default; tick Keep students (do not delete them along) to leave them in place. A student with a second parent always stays. When you archive a student, Also delete parent archives the parent too if this is the last active child. You find archived students and parents via the Archive button top right, with a Restore button; restoring a parent also brings back the students that were archived with them.
- Deleting removes data (with confirmation).
- Select several rows for a bulk action.
Re-enrollment
On the Re-enrollment tab you manage signing up again for the next academic year: per parent you see the status (confirmed / declined / pending), you set a deadline, and you send an announcement or reminder as a push notification.
Tips
- Fill in an email address for every parent — it makes emailing credentials and "forgot password" possible.
- For a large import: download the template, check a few rows in the Preview, and only then import.
- Prefer archiving over deleting if you might need the data later.
Frequently asked questions
Do parents log in with their email address? No — with the username the system created. Email is only used to email credentials and to reset a password.
Can I choose the password myself? No, it's generated automatically. The user sets a new password themselves on first login.
Can one student have two parents, each with their own login? Yes. Individually via Edit → Linked accounts; in an import via the Create both parent accounts option. Both have equal rights.
A parent can't log in — now what? Check that you gave them the username (not the email address). If the password no longer works, use Send Credentials to reset, or have the parent use Forgot password (only with an email on the account).
What's the difference between archive and delete? Archiving keeps the data and is reversible; deleting removes it.
Does the download export everything? Yes: all students (and with the box ticked also archived ones), regardless of your search term or class filter. You only choose the columns and sheets.
Troubleshooting
- I don't see this page. The Data management module is off or you lack the View reports permission. Ask a lead admin.
- My import fails or rows are rejected. Common causes: not a valid Excel file (.xlsx/.xls), a missing student name, or a row without a parent with a name + phone. An invalid phone number or email rejects that row; an unknown class name only gives a warning (the class is created).
- I can't find the credentials anymore. They're only visible once. Use Send Credentials to email a new password.
- Can't send an email. The account has no email address. Add one, or pass on the copied credentials manually.
Related
- Teachers & classes — create classes and assign students.
- Registrations — new enrollments before they appear here.