Add a learner
Add a checked learner record, verify required form fields and place the learner in the correct class.
Checked on 29 October 2026
Overview
This guide covers the single-learner add form. Use the school’s checked details, search for an existing record first and confirm the current-year class. Adding a learner is different from inviting a staff user.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use an account with school-approved administrative access. Check the school name before managing people or classes. If the action is unavailable, ask the school owner or administrator to confirm your access.
Before you start
Open the intended school and check its current academic year. Use the school’s checked staff, class and learner lists; resolve duplicate records before adding more.
The class should already exist. An administrator or a class teacher with access to the relevant class should check the learner details against the school record.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Full name | Required in this form | Enter the learner’s checked name in full. Search existing records first. | The school’s verified learner record. |
| Gender | Required in this form | Check and choose the recorded value. The add form has an initial selection; do not accept a default without checking. | The learner details checked by the school. |
| Class placement | Required in this form | Choose the intended class and stream for the current year. | Existing classes in this school and academic year. |
| Admission number | Optional | Use the school’s existing admission number where applicable. Check that it does not belong to another learner. | The school’s admission register; agree any use of a generated reference with the administrator. |
| NEMIS number | Optional | Enter only where applicable to the school’s national system. It is not a universal learner identifier. | The learner’s checked official record, where this field applies. |
| Assessment number | Optional | Optional, but a supplied value must match the accepted format: one letter followed by nine digits. Do not invent an identifier. | The applicable official record; ask the administrator if your national identifier uses a different format. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Class choices | Classes already created for the school and academic year. | Confirm the school year and create classes first. | Check the year, class setup and your access; a different search will not create a class. |
| Curriculum levels and learning areas | The school’s selected curriculum and the class level. | Confirm the curriculum and level before creating or allocating a class. | Ask the administrator to check curriculum support; do not choose another country’s framework just to fill the list. |
Desktop walkthrough
The single-learner form needs Full name, Gender and Class. Check the initial gender selection and existing current-year classes. Admission, NEMIS and assessment identifiers are optional where inapplicable; a supplied assessment number must pass its format check. Save once, then find the learner in the class list.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Open Learners, check the school, year and class filter, and search the learner’s name and admission number before adding a record.
- Choose Add learner and enter Full name. Check the Gender selection rather than accepting its initial value without checking.
- Choose the intended class and stream. If the class is missing, resolve the year or class setup before proceeding.
- Enter checked identifiers where applicable. NEMIS is not universal; an assessment number is optional but must use the accepted format when supplied.
- Review the name, gender, class and identifiers, then choose Save learner. Wait for confirmation and reopen the learner from the correct class list.
Mobile walkthrough
On your phone, open the school navigation and choose Learners. Check the year and class filter before searching for a learner or opening an add or import action.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓Tap a field to enter or choose a value. Close the keyboard if it covers the lower fields or final button. Review the form from top to bottom before submitting; leaving a drawer is not proof that a change was saved.
Return to the relevant list after the action and reopen the item to check it. On a shared phone, sign out when you finish. Keep the written steps available while you follow the highlighted screen areas.
Save and verify
Check the saved name, class and admission reference. If the school uses a generated admission reference, confirm it with the administrator before using it in other records.
Troubleshooting
A duplicate or identifier validation message appears
Find the existing admission record before adding another learner. Check an optional assessment number against the official source; leave it blank if it does not apply, rather than inventing a value.
An option or person is missing
Check the school, your role, the academic year and the upstream setup first. Clear search filters and wait for lists to load. If the option is still missing, ask the administrator to check membership, class setup or allocation.
The action is blocked or the response is unclear
Read the message beside the field and correct the specific entry. If a request may already have completed, refresh and inspect the saved list before trying again. Avoid repeated submissions that could add duplicates or send messages twice.
