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How to add or modify a single student record

The single-record function allows authorised school administrators to add one student to an existing parent account or update an individual student record. This is useful when only one record needs to be changed and a bulk CSV upload is not required.

Before you begin

Make sure that:

  • The parent already has an account in the Supplier Portal.
  • You have the correct parent and student information.
  • The student’s ID Code (School User ID) matches the ID recorded in the school’s system.
  • The card number is available if the student uses a physical card.

Changes made through the single-record function should also be reflected in the school’s source system. This helps prevent the information from being overwritten during a future school data sync.

Step 1: Find and select the parent record

  1. Sign in to the Supplier Portal.
  2. Select Users from the left-hand navigation menu.
  3. Enter the parent’s name, email address or user ID in the search field.
  4. Select Search.
  5. Review the search results and locate the correct record.
  6. Confirm that the User Type is Parent, then select the parent record.

 

Step 2: Add a student to the parent account

After selecting the parent record:

  1. Locate the Parent Information (Primary) section.
  2. Select Add a student.
  3. Enter the student’s details:
    • First Name
    • Last Name
    • Year Level
    • Class
    • ID Code (School User ID)
    • Card Number, if applicable
  4. Review the information carefully.
  5. Select Add to create the student record and link it to the parent account.

The Add button may remain unavailable until all required fields have been completed.


Step 3: Modify an existing student record

To update a student already linked to the parent account:

  1. Open the relevant parent record from the Users page.
  2. Scroll to the appropriate Student Information section.
  3. Select Edit Student.
  4. Update the required information.
  5. Review the changes and save the record.

Depending on the available fields, you may be able to update the student’s:

  • First name
  • Last name
  • Year level
  • Class
  • ID Code (School User ID)
  • Card number

 

You may refer to the screenshot below:

Designer (1)

 

Important information

  • Always select the parent record, rather than a student record, before adding a new student.
  • Check that the student is being added to the correct parent account.
  • Avoid creating a duplicate record if the student already appears under the parent account.
  • The ID Code (School User ID) should be unique and should match the value held in the school’s system.
  • Enter the card number only when a card has been assigned to the student.
  • If the school uses an automated data sync, make the same update in the school’s source system. Otherwise, a future sync may overwrite the change made in the Supplier Portal.
  • Use the CSV upload process when adding or updating multiple records at the same time.

 

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