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Payments & Students

Comprehensive Guide to Student Management in Course37

A detailed guide on managing enrolled and potential students, handling enrollments via payments, tracking performance, generating ID/Admit cards, and utilizing bulk communication tools.

Students Management Dashboard

Navigation: Dashboard > Students

The Students dashboard is the central hub for managing all learners within your organization. It is divided into two primary tabs:

  • Enrolled Students: Users who have active enrollments and associated payments for at least one course.
  • Not Enrolled Students: Potential students or leads who have been added to the system but have not yet purchased or enrolled in any course.

The dashboard includes advanced filtering options across the top, allowing you to search by name, email, mobile, ID, or roll. You can also filter by Accounts, Status, Tags, Courses, Batches, Institution, Last Call date ranges, and sorting options (Date, Desc).

Adding Not Enrolled (Potential) Students

To add students without immediately enrolling them into a course, navigate to the Not Enrolled Students tab.

Option 1: Add Student Manually

  1. Click the + Add Student button.
  2. Fill out the Add New Student form. Available fields include:
    • Name (Required)
    • Mobile (Required if Email is empty)
    • Email (Required if Mobile is empty)
    • Institution (School/College name)
    • Class / Level (e.g., Class 10, HSC, BSc)
    • Address (Full address)
    • Location / City
    • Guardian Name
    • Guardian Contact
  3. Click Add Student to save.

Option 2: Import Students from CSV

  1. Click the Import or Import Students from CSV button.
  2. A dialog will appear detailing the CSV File Requirements:
    • Required: name, and either mobile OR email.
    • Payment (Optional): price, installmentAmount, lastInstallmentDate.
    • Optional: guardianName, guardianMobile, institute, class, rollNumber, bloodGroup, etc.
  3. You can click Download Template or Sample CSV to get the correct format.
  4. Upload or drag & drop your CSV file.
  5. Upon upload, a preview table will appear showing the parsed data. You can edit individual rows directly by clicking the edit (pencil) icon.
  6. Select a Course and Batch (Optional) to assign them to.
  7. Check the box for Send login credentials via Email/SMS if you wish the system to auto-generate temporary passwords (last 6 digits of mobile) and notify them.
  8. Click Import X Students to complete the process.

Enrolling a Student (Creating a Payment)

Important Note: Creating an Enrolled student requires creating a payment record. If you just click 'Add Student', it creates an unenrolled/potential student.

  1. Click the Create Payment button from the Enrolled Students tab.
  2. Course / Book Selection: Select the relevant Course Tags and then pick the specific Course or Book from the dropdown.
  3. Customer Information: Enter the student's Name, Mobile, and Email.
  4. Advanced Student Information (Optional): Expand this section to add Institute/School Name, Date of Birth, Student Address, Guardian Details (Name, Mobile), Blood Group, and Version (e.g., English, Bangla, Others).
  5. Payment Setup:
    • Select the Payment Method (e.g., SSLCommerz, bKash, Nagad, Credit/Debit Card, Cash, Free, Other).
    • Enter a Discount Amount if applicable.
    • Add a Payment Note (Internal memo visible only to admins).
  6. Click Create Payment. The student is now officially enrolled.

Managing Payments & Installments

Once a student is enrolled via a payment, you can manage their billing from the Payment & Installment Details modal.

  • Add New Installment: You can create future pending installments or record past ones. Specify the amount, discount, note, and Next Payment Due Date. You can toggle Mark as Paid or check Create as Pending (student will pay later).
  • Pay Existing Installment: Locate a pending installment in the table and click the Pay button. You can record a full or partial payment. Entering a partial amount automatically updates the remaining due balance.
  • Edit Installment: Click the pencil icon next to an installment to adjust its Amount, Discount, Due Date, or Note.
  • Follow-up Status: For pending installments, use the dropdown to track collection efforts: Not Contacted, Not Responded, Talked, Will Pay Later, Refused, Follow Up.
  • Last Calling Date: Log the date of the last communication regarding the payment.
  • Print Receipt: From the student's Payment History page, click Print Receipt to generate a two-part (Student Copy / Office Copy) printable receipt with QR codes.

Viewing Student Details & Performance

Clicking on a student's name opens their detailed profile, containing comprehensive activity history spread across several tabs:

  • Overview: High-level summary showing Enrolled Courses, Average Score, Attendance Rate, Total Payments, Recent Quizzes, Recent Assignments, and Recent Payments.
  • Payments: Detailed payment history grouped by course, showing amounts paid, discounts, and outstanding dues.
  • Exams / Quizzes: Lists all quiz results and performance analysis.
  • Assignments: Tracks assignment submissions and graded scores.
  • Attendance: Logs of session attendance records.

Student Performance Card: Click the Performance button in the top right to generate a comprehensive report card. It displays:

  • Overall Grade and Percentage.
  • Exams Taken (Average Grade).
  • Assignments Done.
  • Attendance Rate.
  • Video Watch Time and Completion Rate.
  • AI-generated insights including Strengths, Areas to Improve, and Recommendations.

Bulk Actions & Communications

You can select multiple students using the checkboxes on the left side of the data table to perform bulk operations.

1. Bulk Status Update: Click Status to change the state of selected students. Options include: Active, Payment Due, Access Restricted, Suspended, Graduated, Dropped Out, Inactive.

2. Send Bulk Communication: Click Message to open the communication modal. You can reach students via three channels:

  • Email: Enter a Subject and Message body.
  • SMS: Enter a Title/Reference and Message (typically limited to 160 characters).
  • Push: Enter a Notification Title (max 65 chars) and Body (max 240 chars).

Using Variables & Templates: For all message types, you can insert dynamic variables like {{name}}, {{studentId}}, {{email}}, {{mobile}}, {{rating}}, {{authorityName}}, {{authorityLogo}}, and {{organizationName}}. You can also save your message as a template for future use.

3. Bulk Delete: Click Delete to permanently remove selected users and all related data. This action cannot be undone.

Generating Documents (ID Cards & Admit Cards)

Student ID Cards:

  1. Select one or more students and click ID Cards.
  2. You can preview the front and back of the cards. If multiple are selected, it arranges up to 5 cards per A4 page.
  3. Customization: The ID card generator is highly customizable via the left sidebar:
    • General Settings: Save/Load Templates, Color Mode, Card Size, Validity (Years), Border Style.
    • Layout & Style: Card Orientation (Horizontal/Vertical), Background Style.
    • Custom Text: Define Front Header/Footer Text, Back Header/Footer Text, Terms (Back), Emergency Contact.
    • Typography & Colors: Change Font Family, Sizes, Primary/Secondary/Accent colors.
    • Front/Back Card Content: Toggle the visibility of the Logo, Organization Name, Address, Website, Student Photo (with Roundness and Position settings), Student Name, ID, Roll Number, Registration Number, Blood Group, Institute, and Education Level.
  4. Click Print Both Sides or Print All ID Cards.

Admit Cards:

  1. Select one or more enrolled students and click Admit Cards.
  2. Configure the exam details: Exam Name, Exam Date, Exam Time, Venue, Seat/Roll Number, Class, Group, and Subject.
  3. A preview will generate showing standard exam instructions and signature lines (Student & Authorized Signature).
  4. Click Print Admit Card.

Individual Student Row Actions

Clicking the three-dot action menu (â‹®) next to any student reveals specific actions for that user:

  • Add New Payment: Quick access to enroll them in another course.
  • View ID Card / Admit Card: Generate documents just for them.
  • View Details: Opens their full profile.
  • Edit: Modify their personal information (Name, Mobile, Blood Group, DOB, Guardian info, Roll Number, etc.).
  • Activate / Suspend Student: Instantly restrict or grant access.
  • Set Password: Manually overwrite their login password.
  • Remove from Courses Access: Revoke specific course permissions without deleting the user.
  • Delete: Permanently remove the student.
#students #enrollment #management #payments #installments #id cards #admit cards #communication #import csv
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