This article covers how to enrol new learners into d6 after implementation and how to manage existing learner profiles. It explains the enrolment workflow, what information is required, and how to keep learner data up to date throughout the school year.

My School > Learners > Register Learner

What learner registration covers

Registering a learner creates their profile in d6, which then links to their academic records, attendance, document requirements, and parent or guardian communication. Getting the enrolment right from the start ensures accurate data flows through all other modules.

How do I register a new learner?

Step 1 — Navigate to learner information

1. Log in as an admin and navigate to My School > Learners > Learners.

2. Click Register Learner.

Step 2 — Enter learner details

1. Enter the learner's full name, surname, date of birth, and gender.

2. Enter the learner's ID number or passport number.

3. Select the grade and, where applicable, the class group.

4. Enter the registration date and admission date (these are different fields — see FAQs).

Step 3 — Add parent or guardian information

1. Search for an existing parent(if they have a sibling registered at the school)/guardian record before creating a new one — avoid duplicates.

2. Enter the parent or guardian's name, contact number, and email address.

3. Specify the relationship type (mother, father, guardian, etc.).

4. You can add more than one parent or guardian per learner.

Step 4 — Save and activate the profile

1. Review all entered information before saving.

2. Click Save to create the learner profile.

3. The learner will now appear in the learner list and can be assigned to a classroom.

Bulk registeration via import

If you are enrolling many learners at once (for example, at the start of the year), d6 supports bulk import via a structured spreadsheet. Navigate to My School > Learners > Learners> Import Learners  (at the end of the page) -download the import template. Populate the template and upload it back into the system. Ensure all required fields are filled in correctly before importing to avoid errors.

Important notes

• Duplicate check: Always search for the learner before creating a new profile to avoid creating duplicate records in the system.

• ID number: The ID number is used for LURITS reporting. Ensure it is captured accurately.

• Family linking: Siblings can be linked to the same family/parent record to avoid duplication of parent data.

• Data accuracy: Incorrect enrolment data will affect compliance reports and LURITS submissions as well as billing in the Finance Module. Verify all fields before saving.

Frequently asked questions

What is the difference between the registration date and the admission date?

The registration date is when the learner applied or was registered at the school. The admission date is when they officially started attending classes. Both fields are required for LURITS reporting and must be captured accurately.

How do I move a learner to a different grade or class?

Navigate to the learner's profile under My School > Learners > Learners, select the learner, edit the profile and update the grade and class assignment. 

Can I add a third parent or guardian to a learner's profile?

Yes. d6 allows multiple guardians to be linked to a single learner profile. Navigate to My School > Parents > Parents > Load a parent.

What happens to a learner's profile when they leave the school?

When a learner leaves, update their status to Left or Duplicate rather than deleting the profile. This preserves their academic history and ensures accurate compliance and LURITS data.