IN BRIEF
The Student Settings section allows administrators to configure how student profiles function throughout the System. These settings control custom student data, grade tracking, age display, enrollment indicators, gender options, waitlist limits, and automated absence notifications. Proper configuration helps ensure student information is accurate, consistent, and displayed correctly across portals and reports.
Overview
The Student Settings area centralizes configuration options related to student profiles and enrollment indicators. These settings impact how student data is collected, displayed, and interpreted across the Office Portal, Staff Portal, reports, and the Customer Portal/Mobile App.
Key areas include:
- Custom student data fields
- Academic grade tracking and rollovers
- Student age display rules
- Automated notifications for attendance issues
- Enrollment indicators for first-time or new enrollments
- Gender requirements and customization
- Limits on WAIT enrollments
These settings are typically configured during initial account setup but may be adjusted as business needs change.
Accessing the Feature
- From the main navigation menu, go to SETTINGS>SETUP.
- Expand the Student Settings area.
Step-by-Step Instructions
Student Custom Fields
Student Custom Fields allow administrators to store additional information on student profiles beyond the default fields provided by the System.
- Custom fields are created within student account templates.
- Fields can be made visible in the Customer Portal for customer editing.
- Custom fields may be used as variables in Email Blasts.
Additional Details
- Custom fields are commonly used for information such as school name, allergies, uniform size, or internal notes.
- Visibility settings control whether customers or staff can view and edit the field.
For full configuration details, see How Do I Create Family and Student Custom Fields?.
Grades and Grade Options
The optional Grades feature tracks a student’s academic grade level (for example, Pre-K, Kindergarten, first grade).
- Grades are automatically assigned based on the student’s age once configured.
- Students roll into the next grade each year based on the selected roll-over date.
- Grades can be used as a class requirement, allowing grade eligibility to override age requirements for enrollment approval.
Important Notes
- Grade assignment and rollovers are automatic once the feature is enabled.
- Grade-based requirements are evaluated independently of age calculations.
For full configuration details, see How Do I Set Up and Configure the Grades Feature?.
Student Options
Student Options control how student age, enrollment status, attendance notifications, and profile requirements behave throughout the System.
Display Student Age in Years Only
- When enabled, student age displays only in whole years instead of years and months.
- Ages do not round up; for example, both five years, two months and five years, eleven months display as “five years.”
- Class eligibility is always based on the student’s exact calculated age, not the displayed value.
Consecutive Unexcused Absence Emails
These settings control automated emails sent when a student accumulates consecutive unexcused absences in a class.
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Send Email for Consecutive Unexcused Absences
- Enables automatic emails when a student reaches the defined number of unexcused absences.
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Send email after "X" consecutive unexcused absences
- Defines the number of consecutive unexcused absences required before the email is sent.
- The value used is the one in place at the time the email is sent, not when attendance is recorded.
- Changing this value after attendance is recorded may delay or alter when the email is triggered.
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Send a copy to all email addresses associated with eligible students
- Sends the email to all associated email addresses for the student.
- If disabled, the email is sent only to the primary email address of the Primary Guardian.
Important Notes:
- These emails are considered transactional and do not respect Email Blast opt-in or opt-out settings.
- No email is sent if attendance is submitted more than 72 hours after the class ends.
- Emails are sent based on the later of:
- 30 minutes after attendance submission
- Four hours after the class ends
New Enrollment Icons
These settings control when New Enrollment icons appear throughout the System. Currently, only class enrollments trigger these indicators.
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Show New Enrollment Icon in Office Portal
- Displays first enrollment icons in applicable Office Portal areas.
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Show New Enrollment Icon in Reports
- Displays first enrollment icons on Roll Sheets.
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Show New Enrollment Icon in Staff Portal
- Displays first enrollment icons within the Staff Portal.
Enrollment Icon Conditions:
The following options require at least one of the previous three icon display settings to be enabled:
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Show First Time in Session Icon
- Displays the icon the first time a student attends class in a new session.
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Show New Enrollment Icon for First Time in Class/Camp
- Displays the icon the first time a student attends a specific class or camp.
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Show New Enrollment Icon for First Enrollment Ever
- Displays the icon if the student has no prior enrollments in the database.
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Show New Enrollment Icon for First Enrollment at This Location
- Displays the icon if the student has no prior enrollments at the selected Location.
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Show New Enrollment Icon for First Enrollment at This Class Level
- Displays the icon if the student has no prior enrollments in classes with the same Class Level.
Gender Requirements and Custom Gender
These settings control whether gender is required and whether a custom option is available.
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Require Gender
- When enabled, customers must select a gender when creating a student profile in the Customer Portal/Mobile App.
- When disabled, gender selection is optional for customers.
- Staff can always leave gender blank when creating student profiles in the Office Portal.
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Display Custom Gender
- Enables a single custom gender option defined by staff.
- The custom gender displays throughout the System.
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Custom Gender Name
- Defines the label for the custom gender option.
- Limited to a maximum of 20 characters.
- Displays as “X” wherever gender is shown as a single letter.
Important Note: If the custom gender name is changed later, the previous name is not retained, and the new name displays throughout the System.
Limit WAIT Enrollments
These settings control how many WAIT enrollments a student may have.
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Don’t Limit
- No restriction on the number of WAIT enrollments.
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Across All Locations
- Limits total WAIT enrollments across all account Locations.
- Maximum WAIT Enrollments per Student Across All Locations defines the cap.
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Per Location
- Limits total WAIT enrollments per Location.
- Maximum WAIT Enrollments per Student per Location defines the cap.
Troubleshooting & FAQs
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Why did a student not receive a consecutive absence email?
- Emails are not sent if attendance is submitted more than 72 hours after the class ends, or if the absence threshold has not yet been met based on the current settings.
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Why does a student’s displayed age not match eligibility rules?
- Displayed age may show whole years only, but class eligibility is always calculated using the student’s exact age.
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Why is the New Enrollment icon not appearing?
- At least one New Enrollment icon display option must be enabled, and the enrollment must meet the selected criteria.