How to register and manage Learners

How to register and manage Learners

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 > People > Learners > Learners: Learners

The 6-step enrolment process ensures data integrity across the system. Accurate data entry is a prerequisite for generating class lists, capturing marks, tracking attendance and performing Departmental exports (LURITS/CEMIS).

Step 1 — Family information

  • After clicking on Register Learner, on Step 1: 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, ensuring a unified billing account for the household.

Step 2 — Family information

  • Family Status: Choose the applicable option.

  • Parent Deceased: Select the correct option.

  • Overwrite eldest/only with new learner

Learner information

  • Core identity: Enter names, ID numbers, ethnicity and home language. 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.

Step 3 — Billing configuration

Select the applicable Payment Options (e.g. Tuition Fees, Bus Fees). Compulsory fees are pre-selected. Optional fees must be moved to the Selected column using the arrows.

Steps 4 and 5 — Parent/guardian information

  • Capture contact data for both parents. If Single Parent was selected in Step 2, select No other parent in Step 5.

  • To add more than two guardians, use My School > Parents > Parents after saving.

Step 6 — Accountable person

Define the individual legally responsible for the account. Click Save Learner or Save Learner and Add Subjects.

How do I import multiple learners at once?

  1. Navigate to Import Learners and download the Excel template. Do not change heading titles.

  2. Use country codes (e.g. 27) without the "+" symbol.

  3. Upload the file and check the Imported Data tab for highlighted errors.

Frequently asked questions

Why can't I change the family code after saving?

Family codes are locked after saving to protect historical financial records. Use the Re-admit or Transfer workflow from the Learner Overview screen to change a family code.

Why is the learner not appearing in class lists or marks?

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.

What does the LSEN weight field mean?

The LSEN weight affects school-wide Departmental reporting ratios. The default is 1.00. Only adjust this if the learner has a verified special educational need supported by an official medical assessment (maximum 9.99).

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