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Enrollment

What it does

Section titled “What it does”

Enrollment covers the full Student lifecycle in People, Ilmiya’s SIS: account creation, placement in Spaces, credential management, Guardian and Family linking, and eventual archiving or removal. Accounts are created one at a time or in batches through bulk CSV import, with email addresses generated automatically at creation. The Roster gives administrators one view of every user across the Organization and its Spaces, including last-login activity.

Key objects

Section titled “Key objects”

Enrollment introduces the people types and the lifecycle states attached to them.

TermDefinition
StudentA learner account with a username, password, and auto-generated email address; optionally date of birth and gender.
GuardianAn adult account linked to one or more Students, with access to the relevant student information.
FamilyA group that connects Students with their Guardians so communication and access route to the right people.
RosterThe cross-Space administrator view of all registered users — usernames, profile icons, last login date, and management actions.
ArchiveThe state for inactive Students: the profile is deactivated but all historical data is preserved and restorable.

Configuration

Section titled “Configuration”

Student creation supports a manual path and a bulk path.

  • Manual creation — name, username, and password are set at creation; the email address is generated automatically. Advanced fields add date of birth and gender. See Enrollment.
  • Bulk CSV import — a spreadsheet-style interface accepts a CSV upload or data pasted from an external source such as Excel, with columns for student details (name, roll number, stream, grade). Dropdowns assist entry for fields like stream and grade, Labels can be applied and color-coded during import, and the batch is editable for review before finalizing. Documented behaviors include automated mapping, error detection for missing or incorrect information, duplicate handling, and batch processing of hundreds or thousands of records. See Bulk Import.

Access control options:

  • Students sign in with username/email and password. Password resets for Students are performed by administrators or teachers, who issue a temporary password.
  • Login details are delivered to the Student’s Guardian or Family through the email address or phone number provided at registration.
  • Print Login generates printable credentials, including optional QR codes.
  • MFA is referenced as available protection where supported; no setup parameters are documented.
  • Signed-in Students can change a known password from their own profile. See Access Control and Secure Access.

Guardian and Family linking:

  • Guardians are added with their details and linked to one or more Students; profiles, contact information, relationships, and access permissions are editable, inactive accounts can be deactivated, and identity verification confirms the Guardian–Student link. See Guardians.
  • Families group Students with their Guardians; the Add to Family action on a Student profile links a Student to an existing Family. See Families.

Lifecycle actions on a Student profile: View Profile, Reward, Add to Family, Add Label, Print Login, Reset Password, Archive, Remove. See Profile Actions.

Constraints and edge cases

Section titled “Constraints and edge cases”
  • Students cannot reset their own passwords; resets go through administrators or teachers. The in-profile change-password flow requires an active session and the current password.
  • Archive deactivates the record but keeps all data for reporting and record-retention requirements, and is reversible — archived Students appear in the Archived Students list and can be restored if the Student returns.
  • Remove permanently erases the Student’s data and cannot be undone unless backups or archives exist. The documented guidance is to prefer Archive, and to confirm compliance with data-privacy and educational regulations before removing records.
  • Deleting an Element from content removes it from existing student attempts, so removal decisions are not the only way historical data can become inaccessible — see Assessments.
  • Bulk import prevents duplicate entries and flags errors before the batch is finalized; rows are reviewable and editable until submission.
  • The Roster’s last-login dates are the documented mechanism for identifying inactive accounts; Roster actions cover editing user details and assigning users to Spaces.
  • Profile photos must be JPG or PNG under 20 MB, added by browsing the media library, uploading a file, or capturing a picture. See Update Profile.
  • The Students section references both manual and automated enrollment workflows; bulk CSV import is the automated path with a documented procedure.

Works with

Section titled “Works with”