Admit a new student

Follow these steps to admit a new student and, if the family owes fees straight away, raise their first voucher without leaving the same screen.

1. Open the admission form

Go to Students in the sidebar, then look for the button that takes you to Admit student. The page is titled "Admit student" and asks for the student's details and a guardian's details together.

2. Fill in student details

Fields marked with a red ***** must be filled in before the form will save; everything else is optional and says so. Under Student details you will find:

• Admission number — CloudSchool fills this in automatically with the next number in your school's own series. You can type over it to start a different series (for example, a session-based format like 2026-1112); it checks as you type whether the number is taken. A Next number button re-suggests the next available number.
• First name and Last name
• Email (for the student's own account, optional) — leave it blank when one family uses a single address for several children. An email can belong to only one account, so a shared one cannot be entered again for a second child. Blank is the right answer here: the student signs in with their admission number instead.
• Admission date — the day the student joined. It starts on today's date; back-date it when you are entering the file later. It cannot be in the future.
• Date of birth
• Gender
• Class & section
• Optional fields: blood group, roll number, biometric/RFID id, nationality, mother tongue, religion, category, and address (street, city, state/province, postal code, country)

3. Fill in guardian details

Under Guardians you can record as many people as the school actually deals with — the father, the mother, an uncle, a grandparent. The first block is set to Father; click Add guardian for the next one (it comes up as Mother, then Guardian) and Remove to drop a block you don't need.

For each guardian you can enter:

• Full name and Relation (Father, Mother, Guardian, Grandfather, Grandmother, Uncle, Aunt, Brother, Sister, Other)
• ID card / CNIC number — formats itself as you type (#####-#######-#). Any other kind of identity number is accepted as typed, so schools outside Pakistan can use their own
• Mobile number plus a second and third number (office, landline, an alternate contact) — three numbers per guardian, the same as your previous system allowed
• Email, occupation, employer, education, monthly income, date of birth, and an office/contact address if it differs from the home address
• A tick to stop fee reminders going to that particular guardian

Choosing the active guardian

Each block has an Active guardian button, and exactly one guardian is active. That person is the one CloudSchool treats as the school's contact: fee reminders and absence alerts go to them, and they get the parent app login. By default it is the first block; click the button on another block to change it.

Siblings are spotted automatically

As you type the first guardian's ID card number or phone, CloudSchool looks for a family already enrolled. If it finds one, a banner names the siblings and says which key matched — matched on the guardian's ID card number or matched on guardian phone. The ID card number is checked first because it is a government-issued unique number: two households can share an office phone, but they cannot share one identity card.

Click Bring all guardians & address details and every guardian on the sibling's record comes across — father and mother together, not just one contact — along with the home address, tagged "Sibling" automatically.

4. Submit

Click Admit student. The button shows "Admitting…" while it saves.

5. After admission

Once the student is admitted you will see a success screen with a one-time temporary password for their login — note it down or print it now, because it is shown only once.

Below that is a Fees for this admission card. It shows the fee structure for the student's batch and a list of months you can bill:

• Month of admission — pre-ticked for you
• Earlier months this session — optional, tick these if the family owes fees from before the admission date
• Already scheduled ahead — optional, in case your school has already generated vouchers for a month that hasn't started yet

Tick whichever months apply and click Raise voucher (or Raise vouchers if you ticked more than one). Once a voucher exists you'll see a link to Add admission fee & charges or Open fee collection, which takes you straight to Fees & Billing → Collect to take the payment.

If you don't need to raise a voucher right now, you can skip this card — nothing is billed until you tick a month and submit.

From the success screen you can also click View profile to see the new student's record, or Admit another to go straight back to a blank admission form.

6. Setting up fees later

If you admitted a student without raising their voucher, you can always come back to the same fee step later — open the student's profile and look for the fee setup option, or go directly to it from Fees & Billing.

Adding or changing guardians later

Guardians are not locked in at admission. Open the student in Students, click Edit, and scroll to Guardians at the bottom of the dialog. From there you can Add guardian, Edit any of them, Make active a different one, or Remove one. Each of those saves on its own, immediately — the Save changes button above only covers the student's own details.

Two things CloudSchool will refuse, on purpose: removing a student's last guardian (that would leave a child nobody can be reached about), and removing a guardian who holds the family's parent app login — unlink the parent account first.

Correcting a wrong admission number or date

A number or a date typed wrongly is not permanent. Open the student from Students, click Edit, and change Admission number or Admission date there.

• The number must still be free in your school. If it belongs to someone else, the save is refused and the message names the student who holds it.
• The number is also what the student signs in with, so correcting it changes their sign-in name. Tell the family if they have already been given it.
• The admission date cannot be in the future, and cannot be earlier than the student's own date of birth.
• Both changes are written to the audit trail with the old and new values, so the correction is on the record.

A note on admission numbers

Admission numbers are never reused, even for students who are later archived or graduated to Alumni — this keeps your records unambiguous years later. If two clerks try to use the same number at the same moment, CloudSchool will tell you it was just taken and ask you to pick another.