Student records
Every student, from enquiry to leaving.
Prospective students, the children enrolled today and the ones who have left are all kept in SMS, each with a profile that holds their details, family, fees and history.
Admission
An admission form that fits your school.
The form covers the guardian, the class and section, admission number, LIN, class number, admission date, the student’s own details and their previous school. Your school decides which fields appear and which must be filled in.
Only your fields. A field your school does not use is not shown at all. Add your own fields where you need them.
Surnames filled in. When the guardian is the child’s parents, the surname follows the family name. It can still be changed.
New or returning. Mark whether this is a new admission or an existing student being entered into SMS.
Fees at the same time. Once a class is chosen, you can allocate that class’s fees as part of the admission.
Families
Brothers and sisters in one sitting.
Admit up to five children in one form under the same guardian. Pick a parent already on record and their children already at the school are shown, or add a new parent as you go.
Parents or guardian. Choosing “Parent(s)” asks for the father’s and mother’s names. Any other relation asks for one guardian name.
Prospective students
From enquiry to enrolment, no retyping.
When a family enquires, the front desk records the child as a prospective student with the class they are interested in. No class, section or fees are set until they join.
Admit from the record. Admitting opens the admission form already filled in from the enquiry, so the office only adds what is missing, such as the admission number and class.
The desk enquires, the office admits. Recording prospects and admitting students are separate permissions.
Many at once. Import prospective students from a spreadsheet in the same format as student imports.
Removed, not lost. Removing a prospect takes them off the list but keeps the record, so a mistake can be put right.
The student list
Enrolled, prospective and left, side by side.
The list has three tabs: the students enrolled now, prospective students, and those who have left. Filter by class and section, or switch to recent admissions to see who joined in a chosen session and term, newest first.
Move a student to another class. Transfer a student to another class or section from their row, with a new class number if needed. Every move is kept in the transfer history.
Handle several leavers together. Select students and mark them as left with a shared status, date and reason. Their records stay available, just as when handled one at a time.
Leavers
Leaving, recorded properly.
Mark a student as left, or as transferred to another school, with the date and a reason. Before you confirm, SMS shows what they still owe, because marking them as left writes that amount off.
Look back by session. The Left tab can show who left in any session, filtered by the class they were in.
Bring a student back. Re-enrol a leaver into a class and section from the Left tab. Fee write-offs and pocket money returned to the family wallet are not reversed.
Pocket money goes back to the family. Marking a student as left returns any pocket money balance to their family wallet. The confirmation explains this alongside the fee write-off.
A history that keeps everything. The leavers history lists every student marked as left, including those later brought back. A leaver’s profile is read-only and says when and why they left.
The profile
One page that answers questions about a child.
Move between Student Details, Parent & Siblings, Fees, History and Documents. Keep personal details, term-by-term fees, transport and hostel places, previous school, promotions, transfers and uploaded documents attached to the same child.
Documents on file. Attach documents such as a birth certificate with a title, type and remarks, and download them again later.
Fees only for those who may see them. Staff without fee access see the fee table with the amounts hidden.
Change the guardian, keep the history. Review the new family’s details and children before changing the guardian. The child keeps their enrolment, fees, results and pocket money; earlier payments remain recorded against the parent who made them.
Import and export
One class or many. One reviewed import.
On a paid SMS plan, download your school’s Excel template for one class and section, or a multi-class workbook covering all or selected classes in the branch. Preview the file before any student is saved.
Generated from your school’s class structure. SMS builds the workbook from your classes, sections and school field settings. Choose one class and section, or all or selected classes in the branch; each included section gets its own sheet. Parent and student fields, required headings and dropdown choices follow your school’s setup.
Check, correct, then import. Edit cells or remove rows in the preview. Import the rows that are ready and keep unsaved rows with their edits for another check. The submitted batch is checked again before saving.
Bring the family connections with you. Guardian phone or email can link siblings to an existing parent. Optional family recommendations let you compare contact details and existing children before choosing a family, or continue with the uploaded details.
Export the same way. Download a class, or every section, as CSV or Excel.
Protected headings, required fields and dropdown choices. Family name fills the surname; a child’s surname can still be changed.
Excel uploads: .xlsx or .xls.
Keeping school history
Clear a setup mistake. Keep a school history.
Delete unused student records on their own or in a batch. Once a child has school history, SMS keeps the record and directs staff to transfer or mark them as left instead.
More than fee protection. Attendance, marks, documents, wallet activity, previous placements and other school records also prevent deletion, including history from earlier sessions.
Parents are checked too. A parent left without children can be removed with the setup records only when the parent has no history of their own. A family with money or school history is kept.
No. SMS is used by your school’s staff.
Yes. Choose which standard fields are shown and required, and add custom fields for anything else.
Through their guardian. Admit a child under a parent already on record and they appear with that parent’s other children.
What they still owe for the current session is written off, and the amount is shown before you confirm. Any pocket money balance returns to the family wallet. Bringing them back does not reverse either action.
Yes. Paid plans support a multi-class Excel workbook with a sheet for each class and section in all or selected classes within the branch. Download the school’s current .xlsx template; .xlsx and .xls uploads are supported.
They stay in the preview for correction or removal. You can import the ready rows while unsaved rows keep their edits. SMS checks the submitted batch again; if that batch fails, it saves none of that batch and keeps the rows for another check.
No. Fees, attendance, marks, documents, wallet activity, previous placements and other school records protect a student from deletion, including in bulk actions. Delete is for unused setup records. Transfer or mark a student as left to keep their history.
Yes, from the parent list. Every child still at the school is marked as left, and what they owe, including from earlier sessions, is written off.
Bring your student records into Academium SMS.
Download Academium SMS and set up your school, try a demo, or start in free mode.