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. This article guides you through the 6-step registration process for new learners.
My School > People > Learners > Learners: Learners
The structured 6-step enrolment process ensures data integrity across the system. Accurate data capture in this module is a prerequisite for generating class lists, capturing marks, tracking attendance, and Departmental exports (LURITS/CEMIS).
New family: Select this option if the learner has no siblings currently enrolled at the school.
Existing family: Search by family code or a sibling's name to link the new learner to an existing record. This ensures a unified account for the household.
Core identity: Enter names, ID number, race, and language of instruction. For South African citizens, the ID number is validated against the date of birth and gender digits (7–10).
Admission vs. Registration:
Registration date: The day the application is processed in the system.
Admission date: The actual day the learner starts attending school.
LSEN weighting: The default is 1.00. Adjust this (up to 9.99) under the Learning disability block if the learner has special educational needs.
Medical information: Select conditions from the list or add new entries to link to the learner profile.
Select the applicable Payment options (e.g., School fees, Bus fees).
Note: Compulsory fees are pre-selected. Optional fees must be moved to the "Selected" column using the arrows.
Enter detailed contact data for both parents.
Single parent logic: If "Single parent" was selected in Step 2, you can choose "No other parent" in Step 5 to skip the second entry.
Third parties: To add more than two guardians, use My School > People > Parents > Parents: Parents after the learner has been saved.
Identify the person who is legally responsible for the account.
If a parent is selected, they automatically receive statements. If a third party is selected, you can choose to send copies to the parents.
Click Save learner or Save learner and add subjects.
Navigate to Import learners.
Download the Excel template. Important: Do not change the column headings.
Use country codes (e.g., 27) without the "+" symbol.
Upload the file and use the Imported data tab to check for errors (indicated by colour codes).
Locked fields: Once saved, certain fields such as Family codes or Admission numbers may require a specific "Re-admit" workflow to protect historical financial records.
Compliance (LURITS/CEMIS): Race and gender are compulsory for Departmental reporting. The system will flag errors if these are missing during export.
LSEN weighting: This value affects school-wide reporting ratios and must be verified against official medical assessments.
Select Existing family in Step 1 and search by the family code or a sibling's name. The new learner is automatically linked to the existing household record.
The registration date is the day the application is processed in the system. The admission date is the actual day the learner starts attending school. These two dates are not necessarily the same.
Save the learner first, then navigate to My School > Parents > Parents: Parents to add additional guardians to the learner profile. This cannot be done during the initial registration process.
Family codes are locked after saving to protect historical financial records. Contact your system administrator to follow the correct "Re-admit" workflow if a change is necessary.
The LSEN weighting affects school-wide reporting ratios. Correct it by opening the learner profile and editing the Learning disability block. Always verify the value against official medical assessments.
Last updated: April 2026 | Version 5.0