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

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)
• 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 Guardian, enter the guardian's full name, their relation to the student (Father, Mother, or Guardian), phone number, and optionally an email and occupation.

If the phone number matches a guardian of another enrolled student, CloudSchool shows a banner offering to Bring guardian & address details — click it and those fields fill in for you, tagged "Sibling" automatically. This saves retyping a family's details for a second or third child.

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.

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.