Student master records and admissions intake

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Student master records and admissions intake within SmartERP.

SmartERP School Management establishes a single source of truth for student identity, historical transcripts, health records, and family relationships through smarterp_school_student and smarterp_school_admission.

{screenshot:admissions-and-student-records-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_school, smarterp_academic
• Security Groups:
  • Teacher / Instructor (Technical ID: smarterp_school.group_school_teacher)
  • Academic Registrar (Technical ID: smarterp_school.group_school_registrar)
  • Principal / Headmaster (Technical ID: smarterp_school.group_school_manager)
• Master Data Dependencies: Academic grade levels (Primary, Middle, Secondary), curriculum syllabus, examination schedules, fee structures, and guardian records.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the School Management app icon.
4. From the top navigation bar, open School Management → Students / Classes / Attendance / Gradebook.

{screenshot:admissions-and-student-records-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Student Full Name (Mandatory): Legal name matching Ministry of Education student census
   • Grade & Section (Mandatory): Assigned academic level and classroom division
   • Guardian Emergency Contact (Mandatory): Primary parent/guardian phone number and address
   • Academic Term / Year (Mandatory): Current academic operational calendar year
3. Configure optional operational parameters and localized tags as required:
   • Transportation Route (Optional): Designated school bus route and stop
   • Extracurricular Activities (Optional): Student sports, clubs, and academic societies
   • Medical Notes & Allergies (Optional): School nurse emergency health details
4. Click the Save icon in the control bar to commit the record.

{screenshot:admissions-and-student-records-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Application → Enrolled → Active Student → Continuous Assessment → Final Assessment → Promoted / Graduated).
• Ledger & System Impact: Tuition fees create customer invoices in Accounts Receivable; fee receipts post to bank and cash clearing journals.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:admissions-and-student-records-transaction-processing-state}

Student lifecycle states#

flowchart LR
    APP[Applicant / አመልካች] -->|Pass Entrance Exam| ADM[Admitted / ተቀባይነት ያገኘ]
    ADM -->|Pay Registration Fee| ENR[Enrolled / የተመዘገበ]
    ENR -->|Annual Progression| PRO[Promoted / የተሸጋገረ]
    ENR -->|Disciplinary / Medical| SUS[Suspended / የታገደ]
    ENR -->|Transfer| WDN[Withdrawn / የለቀቀ]
    PRO -->|Final Grade Completion| GRAD[Graduated / የተመረቀ]

Student master record features#

• Unified Identity: Directly linked to standard Odoo contact records (res.partner), enabling unified invoicing, portal logins, and communication threads.
• National ID & Demographics: Captures Ethiopian National ID (Fayda), Kebele identity cards, birth certificate scans, and emergency medical profiles.
• Multi-Guardian Relationship Management:
  • Legal Guardian: Authorized to sign official school agreements and view disciplinary records.
  • Financial Sponsor: Receives tuition fee invoices, payment receipts, and balance reminders.
  • Emergency Contact: Contacted during campus medical incidents.
  • Authorized Pickup: Photo-verified individuals permitted to collect early-childhood students from campus.

Online admissions intake workflow#

1. Parents or applicants submit registration forms via the public admissions portal.
2. The Admissions Office reviews birth certificates and previous academic transcripts in the DMS workspace.
3. The candidate is scheduled for an entrance examination or placement interview.
4. Interview scores and test results are entered directly into the admission evaluation rubric.
5. Upon approval, one click converts the applicant into an authoritative Enrolled Student, assigns a sequential Student ID (e.g., STU-2026-00142), and provisions portal user credentials.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • School: Generate term grade report cards (smarterp_school.ir_cron_gradecards): Runs at the end of each term to compile student transcripts
  • School: Daily parent attendance notification via SMS (smarterp_school.ir_cron_attendance_sms): Runs daily at 09:30 to notify guardians of student absences
• Custom Print Templates & Reports:
  • Official Student Report Card & Academic Transcript
  • Classroom Daily Attendance Register
  • Term Tuition Billing & Fee Collection Ledger
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#