Introduction

The Student Manager is a comprehensive tool designed to streamline the management of student-related forms and communications. Located under Tools > Manage Students, this system provides administrators with the ability to view, send, export, and track student documentation throughout the academic year. The platform serves as a centralized hub for all student form management activities, ensuring efficient processing and organization of critical student information.


A. Problem Statement

Educational institutions face challenges in managing numerous student forms, tracking submission statuses, communicating with students and parents, and maintaining accurate documentation across multiple buildings and school years.


B. Solution

The Student Manager system provides a unified platform that digitizes form management, automates invitation processes, enables bulk communications, and maintains comprehensive document histories. This solution reduces administrative burden, improves accuracy, and enhances communication efficiency between schools, students, and parents.


Step 1: Access the Student Manager

  1. Navigate to Tools > Manage Students
  2. Ensure you are on the Forms tab when the page loads
     

Step 2: Filter and Search for Students

  1. Select the appropriate School Year from the dropdown menu
  2. Choose the specific Building from the dropdown menu
  3. Use the Search box for specific items or names
  4. Click the Clear button to reset all filters to default values


Step 3: Send Student Invitations

  1. Click the "Add Student Invite" button
  2. Use Student Search to autofill information or manually enter:
    • Student name and details
    • Valid email address for invitation delivery
  3. Select the appropriate Form Group from the dropdown
  4. Click "Invite" to send the digital invitation


Step 4: Communicate with Students

  1. Select student(s) from the list
  2. Click "Email Selected Students"
  3. Add contacts or contact groups as needed
  4. Choose "Send to" options (students or parent/guardian)
  5. Compose your email with subject and body
  6. Review and confirm before sending


Step 5: Export and Manage Data

  1. Click the Export button for data extraction options:
    • Export All Rows for complete data
    • Export Selected Rows for specific selections
  2. Use the Arrow Select to view individual student forms
  3. Apply filters using the Funnel Icon for refined searches
     

Step 6: Review and Edit Forms

  1. Double-click on a form title to open Entry View
  2. Review form information carefully
  3. Make necessary edits (if required)
  4. Submit changes to save modifications


C. Best Practices

  • Complete All Fields: When adding student invitations, ensure all fields are completed, especially email addresses, to facilitate proper connection and communication
  • Verify Before Submission: Always review form data in Entry View before submitting changes, as modifications are permanently saved
  • Use Contact Groups: Create and utilize contact groups via Tools > Manage Contacts for efficient bulk communications
  • Regular Exports: Periodically export data for backup and record-keeping purposes
  • Document Review: Utilize the History View to track all document changes and maintain accountability
  • Filter Effectively: Use building and school year filters to manage large datasets more efficiently


D. Troubleshooting

  • Greyed Out Functions: Email Selected Students and Add a Contact Group buttons require at least one student to be selected before activation
  • Export Selected Rows with Details: This feature is currently non-functional and should not be used
  • Missing Student Information: If Student Search doesn't autofill, manually enter all required information to ensure proper student connection
  • Email Delivery Issues: Verify email addresses are correct and valid before sending invitations
  • Form Visibility: Use the Arrow Select dropdown to access forms tied to specific students if they're not immediately visible
  • Print Issues: Use the Print View feature to preview documents and adjust zoom/width settings before printing


E. Related Articles

Failed Submission to DASL (Progress Book)

Student Manager – Workflow

 

Conclusion

The Student Manager system represents a powerful solution for educational institutions seeking to modernize their student documentation processes. By centralizing form management, automating communications, and providing comprehensive tracking capabilities, this platform significantly reduces administrative workload while improving accuracy and efficiency. Proper utilization of the features outlined in this guide, combined with adherence to best practices, will ensure optimal system performance and enhance the overall experience for administrators, students, and parents alike. Regular use of the export, history, and communication features will maintain transparent and organized student records throughout the academic year.