Creating users, importing and login credentials

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? Ask a lead admin to enable the module or grant 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.

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

1. Click Add multiple students.
2. At the top, choose how to record the parent: New parent, Search by phone or Search by name (to attach to an existing parent).
3. 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.
4. Per student, fill in the student name (required). If the lessons module is on, also pick one or more classes. Date of birth is optional.
5. More children for the same parent? Click Add student to add another — they go under the same parent.
6. 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.

1. On the student/parent row, click Edit.
2. Go to the Linked accounts section.
3. Existing account? Search by name, phone or email and click the result to link it.
4. 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.
5. The role (Parent / Guardian / Other) is per account; it's informational only and changes nothing about the rights.
6. 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).

1. Open Teachers & classes and click Add new class.
2. Enter a class name (required) and choose the academic year (the current one by default).
3. Optional: a room, and — if your organization uses clusters — a cluster.
4. Optionally add one or more teachers (you can also do this later).
5. 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 (defaults to male)
Class Name	Optional — only with the lessons module on

Important: every row needs at least one parent with both a name and a phone number (mother or father). A row with only a student name is rejected. Phone numbers may be written Dutch-style (06…) — they're normalized automatically.

The import steps

1. Upload file. Choose the data type Students-parents and select your Excel file. (If the lessons module is on, you can also import Teachers.)
2. 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.
3. 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) and the language of the credentials email. With errors or zero valid rows you can't import.
4. Import. Don't close the window while it processes.
5. 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. By default only the mother gets a login account; the father is kept as a contact. If you want both parents to get their own login, turn on the "Create both parent accounts (mother + father)" option under Advanced options. Both accounts are then linked to all children in that family. 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 lessons module on) and the student joins that class. If the class doesn't exist yet, it's created automatically for the current academic year. Several classes in one cell is possible with commas, e.g. Group A, Morning group.

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: "credentials ready to send". Click Send credential emails 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 and click Send credentials. This resets the password and emails a new one. Note: the old password stops working after this. 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 for an Excel file. The export contains exactly the rows shown by your filters at that moment — so filter first, then export.

Archiving, restoring and deleting

• Archiving keeps the data and is reversible. You find archived students and parents under Archive, with a Restore button.
• 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? No — only the rows your filters show at that moment.

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.