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The learner overview function allows you to have a broad overview of the learner's information such as biographical information, parents information, code of conduct, academics, attendance and notes, and documents about a learner in one central location.

The Superuser should grant relevant user rights for you to view the tabs on the learner overview page.

Search for a learner

Note: You are now able to export information to Excel wherever the button is available on a page.

• Type in the relevant search information (for example first name, surname, family code, nickname or admission number) directly into the search block.
  
• The system will automatically filter out all information matching your search criteria.
  
• You must enter a minimum of 3 characters, as you type the system will start filtering according to the information you type in.
  
• If you are unable to find the learner you are searching for and you would like to enter in new search details, you can click on the "reset"  button and type in the new details in the search block.
  
• Select the learner you would like to view by clicking on the learner from the list that appears.
  
• You will notice that there are 7 ‘tabs’ related to the learner's information: Learner, Parents, Conduct, Academics, Attendance, Notes, Documents.
  
• You will note that the system will also display the Re-Registration status.
  
  

View, Edit, and Print the Parent's Information

• You can view, edit and print the parent’s information on the Parents ‘tab’.
  
• To edit the Parent / Guardian / Accountable person’s information, click on the "edit" button.
  
• A new tab will open on the following screen - where you can edit the Parent / Guardian or Accountable person’s information.
  
• To print the Parent information click on the "print" button at the bottom of the page.
  
  

View the conduct of the Learner

• Click on the Conduct ‘tab’ of the learner.
  
• You will only be able to view the learner's conduct here.
  
• If you would like to make changes to this information, it needs to be done under My school > Learners > Discipline. 
  
  

How to print a learner's Discipline Report

How to print the Learner's Report

• Click on the Academics’ tab’ of the learner.
  
• To print a learner’s report, click on the "Report" button. 
  
• Confirm all the information related to the report you would like to print.
  
• The learner you for which you would like to print the report will already be selected and display in the box on the right-hand side.
  
• Click on the "Generate Reports" button.The learner’s report will open in a new web page. 
  
• Click on the "print" button to print the document. 
  
  

View and Print the attendance of the learner

• You can view and print the learner’s information regarding their attendance on the Attendance ‘tab’.
  
• Click on the Attendance tab of the learner.
  
• You will only be able to view the learner's attendance here.
  
• A learner's total absentee days in a previous school can be entered on the learner record and will be shown in the summary as OB: number-of-days. e;g; (OB:18)
  
• If you would like to make changes to absenteeism, it needs to be done in the Absentees function under My School > Learners > Absentees.
  
• To print a learner's absentee report click on the "absentee report" button. The learner for which you would like to print the absentee report will already be selected and display in the box on the right-hand side.
  
• Click on the "preview" button.
  
• Click on the "print" button to print the document.
  
• In the event that the document does not appear, it is possibly due to a pop-up blocker.
  
  

How to add a Note to a Learner's overview

• You can view and add a note to a learner’s profile on the Notes ‘tab’.
  
• Click on the Notes "tab" of the learner, you are able to search for notes by entering a minimum of 3 characters to search for.
  
• The relevant note will be displayed.
  
• You are able to add additional notes by clicking on the "add note"  button.
  
• You can add public notes for all to see or private notes that are only visible to people with relevant user rights.
• Enter the note text.
  
• Click on the "Submit"  button to save.
  
• The newly added note will now be displayed under the ‘created column’.
  

Frequently Asked Questions

Why can I not see all of the tabs on the learner overview function?

 Why does the Code of Conduct display per year and not per term?

• The Conduct ‘tab’ is dynamically based on how your school’s Code of Conduct is setup. You can choose over which period the accumulated totals expire (Monthly, Per term, Bi-annually or annually), this will determine how your conduct summary will appear.
  
• To change the accumulated totals expiry period, click on My School > General > School Setup. 
  

• You will see that there is a ‘Code of Conduct Information’ field where you can change the "accumulated totals expires".
  
• Using the drop-down you can select an alternative time period, Per term, Monthly, arrow Bi-Annually or yearly.
  
• Click on the "save" button, to save your changes.