---
title: "Students | People | Ilmiya Documentation"
description: "Manage student enrollment, profiles, access control, archiving, and removal throughout the student lifecycle."
url: "https://ilmiya.com/docs/people/students/"
language: "en"
---

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# Students

The Students section covers everything needed to manage student access, profiles, enrollment, and data — from onboarding to archiving.

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## Enrollment

Ilmiya simplifies student enrollment by allowing easy creation of usernames and passwords.

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### How to Enroll a New Student

1.  Click the **”+”** icon on the right side of the screen.
2.  Fill in required details such as name and username.
3.  Set a username and password.
4.  Review all information and click **Create**.

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### Advanced Features

Select the **Advance** option to specify date of birth and gender.

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### Advantages

-   Quick and organized student onboarding
-   Automatic email creation reduces manual work
-   Secure username and password assignment
-   Scalable for growing institutions

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## Bulk Import

Upload multiple student records at once using CSV to save time and reduce errors.

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### How to Bulk Import Students

1.  Go to **All Student Streams** and click the **Import / Bulk Import** icon.
2.  A modal appears — upload or paste your student data to begin.
3.  A spreadsheet-like interface appears with columns for student details. Fill in the table or paste data from an external source (e.g. Excel).
4.  Click the **import icon** in the upper-left and upload your CSV file.
5.  Use dropdown options for fields like “stream” or “grade” to assist with data entry.
6.  Use the **Labels** icon to add and color-code labels for categorization.
7.  After resolving any errors, review the complete list to confirm data accuracy.
8.  Click **Submit** or **Finish Import** to finalize.

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### Key Features

| Feature | Description |
| --- | --- |
| **CSV Upload** | Quick and easy bulk data entry |
| **Automated Mapping** | Ensures correct organization of student details |
| **Error Detection** | Identifies missing or incorrect information |
| **Batch Processing** | Import hundreds or thousands of records at once |
| **Duplicate Handling** | Prevents redundant entries |

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## Access Control

Secure and seamless student access protects student data while keeping the login process simple.

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### Student Login Process

1.  Open the platform’s login page.
2.  Enter your username/email and password.
3.  Click **Login** to access your account.

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### Password Management for Students

-   Use strong passwords with letters, numbers, and special characters.
-   Password resets can only be performed by administrators or teachers — students cannot reset their own passwords.
-   Students should contact administration or their teacher to request a password reset.

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### How Is Login Information Shared?

Login details are sent securely to the student’s guardian through the email or phone number provided during registration.

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### Login Instructions (QR Code)

From a student’s **Overview** tab, **Login Instructions** opens a card showing:

-   **Header** — the organization’s logo and name, and “Login Instructions for \[username\]”.
-   **QR Code** — a scannable code the student can use to sign in directly.
-   **3-step guide** — **Step 01: Scan QR Code → Step 02: Enter Username → Step 03: Enter Password**.
-   **Login details** — Student Name, Username, and Site (the sign-in URL), for manual entry.
-   **Download** — saves the login instructions (QR code included) for printing or sharing.

![Login Instructions QR Code](https://ilmiya.com/images/uploads/QR-code.png)

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## Secure Access

Strong password management protects personal information and academic records.

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### How to Change or Update a Password

1.  Go to the **Student Profile**.
2.  Scroll to the **Change Password** section.
3.  Enter the new password and confirm it in the second field.
4.  Click **Reset** to save.

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### Password Tips

-   Use at least **12 characters**
-   Include uppercase, lowercase, numbers, and special characters
-   Avoid common words or personal information
-   Do not reuse passwords from other accounts

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### Troubleshooting

| Issue | Solution |
| --- | --- |
| Password not accepted | Check length and character requirements |
| Forgot current password | Use “Forgot password?” to reset via email |
| Error messages | Ensure both fields match and the new password differs from recent ones |

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## Profile Actions

The **three-dot (⋮) menu** on each student profile provides quick access to key functions.

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### How to Access Student Actions

Open the student portal → locate a student profile → click the **⋮ menu** → select the desired action.

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### Available Actions

| Action | What it does |
| --- | --- |
| **View Profile** | Access complete student info, academic records, and family associations |
| **Reward** | Assign digital rewards such as badges or points |
| **Add to Family** | Link a student to an existing family group |
| **Add Label** | Apply custom tags for filtering and organization |
| **Print Login** | Generate printable login credentials with optional QR codes |
| **Reset Password** | Issue a temporary password securely |
| **Archive** | Deactivate a student while preserving historical data |
| **Remove** | Permanently delete a student record _(irreversible)_ |

| Action | Effect | Reversible? |
| --- | --- | --- |
| **Archive** | Deactivates record, keeps data | Yes |
| **Remove** | Permanently deletes all data | No |

> **Caution**
>
> Always prefer **Archive** over **Remove** unless you are certain the record is no longer needed.

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## Update Profile

Profile pictures make student records easier to identify and create a more personalized learning environment.

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### How to Upload or Update a Student’s Profile Picture

1.  Navigate to **Classroom → Student / Overview**.
2.  Open the student’s profile.
3.  Hover over the profile photo and click the **pencil icon (✏️)**.
4.  Choose an upload option:

-   **Upload File** — Choose from your device
-   **Take Picture** — Capture a new photo instantly

5.  Select the image, preview it, and click **Add** to apply.

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### Tips

-   Use a clear, front-facing headshot
-   Keep the image under **10 MB** in JPG or PNG format
-   Update photos regularly, especially at the start of a term

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## Archiving

When a student leaves active enrollment, their profile moves to the **Archive** instead of being permanently deleted — preserving historical data and allowing easy restoration.

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### How to Archive a Student

1.  Go to the **Students** section.
2.  Find the student you want to archive.
3.  Click the **•••** menu next to the student.
4.  Select **Archive** from the dropdown.
5.  View archived students anytime by opening the **Archived Students** list.

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### Benefits

-   Preserves data for future reference
-   Reduces clutter in active student lists
-   Maintains compliance with record-retention requirements
-   Allows restoration if the student returns

> **Tip**
>
> Always **archive** rather than delete when you want to keep past student records accessible.

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## Remove Students

Removing inactive, graduated, or mistakenly added students maintains data accuracy.

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### How to Remove a Student

1.  Go to the **Student** tab to view all enrolled users.
2.  Click the **⋮ menu** next to the student and select **Remove**.
3.  A confirmation pop-up will appear — click **Remove** to confirm or **Cancel** to go back.

> **Danger**
>
> Deletion **permanently erases** student data and cannot be undone. Use **Archive** if unsure.

[Previous  
Records](https://ilmiya.com/docs/people/records/) [Next  
Access Control](https://ilmiya.com/docs/people/students/access-control/)

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