The Learners module is the central administrative hub of the d6 school management solution. It facilitates the capture and management of learner demographics, medical data, parent/guardian contact information, and financial billing structures.
My School > Learners > Learners
The structured 6-step enrolment process ensures data integrity across the system. Accurate data entry in this module is a prerequisite for generating class lists, capturing marks, tracking attendance, and performing Departmental exports (LURITS/CEMIS).
New Family: Select this if no other siblings are currently at the school.
Existing Family: Search by family code or sibling name to link the new learner to an existing record. This ensures a unified billing account for the household.
Core identity: Enter names, ID numbers, ethnicity, and home language.
System logic: For SA citizens, the ID number is validated against the birth date and gender digits (7–10).
Registration date: The day the application is processed.
Admission date: The actual day the learner starts attending.
LSEN weights: Default is 1.00. Adjust (up to 9.99) under the Education Disabilities block if the learner has special educational needs.
Medical information: Select conditions from the global list or add new entries to link to the learner profile.
Select the applicable Payment Options (e.g., Tuition Fees, Bus Fees).
Note: Compulsory fees are pre-selected based on school settings. Optional fees must be moved to the "Selected" column using the arrows.
Capture detailed contact data for both parents.
Single parent: If "Single Parent" was selected in Step 2, select "No other parent" in Step 5 to bypass the second entry.
Third parties: To add more than two guardians, use My School > Parents > Parents after saving.
Define the individual legally responsible for the account.
If a parent is selected, they automatically receive statements. If a third party is selected, you can opt to send copies to the parents.
Click Save Learner or Save Learner and Add Subjects.
To process bulk enrolments:
Navigate to Import Learners.
Download the Excel template. Important: Do not change heading titles.
Use country codes (e.g., 27) without the "+" symbol.
Upload the file. Use the Imported Data tab to review errors (highlighted by colour codes).
Locked fields: Once saved, certain fields (e.g., Family Codes, Admission Numbers) require "Re-admit" or "Transfer" workflows to change, protecting historical financial records.
LURITS/CEMIS compliance: Ethnicity and gender are mandatory for Departmental reporting. The system will flag these if missing during export.
LSEN weighting: This value affects school-wide reporting ratios and must be verified against official medical assessments.
Navigate to My School > Learners > Learners and click Add Learner. Complete the 6-step process — Family Information, Learner Information, Billing Configuration, Parent 1, Parent 2, and Accountable Person — then click Save Learner.
Registration date is the day the application is processed in the system. Admission date is the actual day the learner begins attending school. Both are required and must be captured accurately.
Family Codes are locked after saving to protect historical financial records. To change a family code, use the Re-admit or Transfer workflow from the Learner Overview screen.
The enrolment wizard captures two parents only. To add additional guardians after saving, navigate to My School > Parents > Parents and link them to the learner from there.
Navigate to Import Learners, download the Excel template, and complete the fields without altering the column headings. Use country codes without the "+" prefix (e.g., 27 for South Africa). Upload the file and check the Imported Data tab for any highlighted errors.
The LSEN weight affects school-wide Departmental reporting ratios. The default value is 1.00. Only adjust this if the learner has a verified special educational need supported by an official medical assessment. The maximum value is 9.99.
Check that ethnicity, gender, and all mandatory fields are complete, and that the learner is assigned to a register class. Learners with incomplete records will not appear in class lists or marks modules.
Last updated: March 2026 | Version 1.0