User Management

Overview

The User Management section is your central hub for managing all student and user records in SSAdmin. From here, you can view, create, edit, and track students throughout their academic journey.

Main Features

Enhanced Search

User Management features Semantic Search that finds students even with:

• Typos: "Jhon Doe" finds "John Doe"
• Partial Names: "John Lagos" finds all Johns from Lagos campus
• Incomplete Info: Works with what you know

Student Categories

SSAdmin organizes students into different categories based on their status:

Active Students

Existing Students (/students)

• Currently enrolled students actively taking classes
• Main working list for day-to-day operations

New Intake (/new-intake)

• Recently admitted students in their first Level of the latest intake.
• Students who haven't completed their first level yet

Application Status

Level 1 Applications (/applications/level-1)

• List of Level 1 applicants uploaded to the system
• Used for tracking and bulk uploads

Level 2 Applications (/applications/level-2)

• Students applying to advance to Level 2
• Requires completion of Level 1

Makeup and Carryover

Makeup Students (/makeup)

• Students with incomplete course requirements
• Need to complete makeup assignments

Carryover Students (/carryover)

• Students carrying over courses to next session
• Need to complete carryover requirements

Kainos and Fast Track

Kainos Students (/kainos/students)

• Students enrolled in the Kainos program
• Specialized track students

Fast Track Students (/fast-track)

• Students on accelerated program track
• Completing coursework at faster pace

Graduates and Cert. Holders

Alumni (/alumni)

• Students who have graduated both Level 1 and Level 2
• Full program completers

Certificate Holders (/certificate-holders)

• Students who have completed Level 1 only
• Cleared for Level 2 advancement

Inactive Status

Withdrawn (/withdrawn)

• Students who withdrew from the program
• No longer active in the system

Deferred (/deferred)

• Students who temporarily paused their studies
• May return in future intakes

Administrative

All Users (/users)

• Complete user database (HQ Admin only)
• System-wide user management

Understanding the Enrollment Process

How Enrollment Works

1. Student Applies and Pays - Student applies and makes initial deposit offline
2. SSAdmin Uploads Student - Campus Admin uploads student to the system after deposit is confirmed
3. Student Becomes Active - Student is immediately active and can access the platform

Enrollment Flow

Student Applies (Offline) → Makes Initial Deposit → SSAdmin Uploads Student → Active Student

Understanding Student Lifecycle

Uploaded to System → Active Student → Level 1 → Level 2 → Alumni
                          ↓              ↓
                     Withdrawn     Certificate Holder
                     Deferred      (Level 1 Complete)
                     Makeup/Carryover

Stage 1: Enrollment

1. Student applies and makes initial deposit (offline process)
2. Campus Admin uploads student to SSAdmin
3. Student becomes "Active" in the system
4. Added to "New Intake" list

Stage 2: Active Study

1. Students attend classes (onsite or online)
2. Complete exams and quizzes
3. Submit feedback after completing each class

Stage 3: Level Progression

1. Complete Level 1 requirements
2. Receive Certificate (Certificate Holder status)
3. Apply for Level 2
4. Continue to Level 2 courses

Stage 4: Completion

1. Complete all Level 2 requirements
2. Receive clearance
3. Graduate as Alumni

Common Workflows

How do I find a specific student?

1. Navigate to Users > Existing (or appropriate category)
2. Use the search bar with semantic search:
   • Type student name (even with typos)
   • Use partial information: "John Lagos"
   • Try email or Student ID
   • Results appear instantly, ranked by relevance
3. Apply filters if needed (campus, level, intake)
4. Click on the student to view their profile

How do I update a student's profile?

1. Find the student using search
2. Click on the student to open their profile
3. Click Edit or the edit icon
4. Update the necessary fields (personal info, contact details, etc.)
5. Save changes

How do I update a student's login details?

1. Open the student's profile
2. Navigate to the Login Details tab
3. Update email or reset password as needed
4. Save changes

How do I block or unblock a student?

1. Open the student's profile
2. Click Profile > Login Details
3. Select the appropriate blocking option:
   • Restrict Access Due To Pending Fees - Temporary block for payment issues
   • Block Student Permanently - Permanent account block
4. Save changes

How do I check a student's Level 1/Level 2 status?

1. Open the student's profile
2. Click the Level 1 or Level 2 tab
3. Check completion status and progress
4. Review courses completed and pending

How do I check a student's attendance?

1. Open the student's profile
2. Click the Level 1 or Level 2 tab
3. View attendance records by class/course
4. Check session-by-session attendance details

How do I check a student's exam and quiz results?

1. Open the student's profile
2. Click the Level 1 or Level 2 tab
3. View exam scores, quiz results, and submission dates
4. Check pass/fail status for each assessment

How do I assign makeup or carryover to a student?

1. Open the student's profile
2. Click the Level 1 or Level 2 tab
3. Click Assign Makeup or Assign Carryover
4. Select the courses to be made up or carried over
5. Set due dates if applicable
6. Save the assignment

How do I clear a student for Level 2?

1. Open the student's profile
2. Verify all Level 1 requirements are complete
3. Click the Clearance tab
4. Click Clear for Level 2
5. Confirm the clearance
6. Student is now a Certificate Holder and can apply for Level 2

How do I mark a student as Certificate Holder?

1. Open the student's profile
2. Verify Level 1 completion
3. Click the Clearance tab
4. Click Issue Certificate or Mark as Certificate Holder
5. Confirm the action
6. Student appears in Certificate Holders list

How do I mark a student as Alumni (graduate)?

1. Open the student's profile
2. Verify both Level 1 and Level 2 completion
3. Click the Clearance tab
4. Click Graduate or Mark as Alumni
5. Confirm the graduation
6. Student appears in Alumni list

How do I update a student's tuition?

1. Open the student's profile
2. Click the Tuition tab
3. View current payment status
4. Click Update Tuition or Record Payment
5. Enter payment details
6. Save the transaction

How do I conduct clearance for a student?

1. Open the student's profile
2. Click the Clearance tab
3. Review all requirements (academic, financial, attendance)
4. Check off completed requirements
5. Process clearance based on completion status:
   • Level 1 complete → Certificate Holder
   • Level 2 complete → Alumni

How do I process Level 2 applications?

1. Navigate to Users > L2 Applications
2. Review applications in the list
3. Verify each student's Level 1 completion status
4. Verify tuition payment status
5. Update student status as needed

How do I upload new students to the system?

Single Student:

1. Navigate to Users > Existing or Users > L1 Applications
2. Click Add New Student or Add New
3. Enter student details (name, email, campus, intake, etc.)
4. Save the record
5. Student is now active in the system

Bulk Upload:

1. Navigate to Users > L1 Applications or Users > Existing
2. Click Bulk Upload or Import
3. Download the template file
4. Fill in student data in the template
5. Upload the completed file
6. Review and confirm the import
7. Students are added to the system

How do I withdraw a student?

1. Open the student's profile
2. Click the Others tab
3. Click Withdraw Student
4. Select withdrawal reason
5. Confirm withdrawal
6. Student moves to Withdrawn list

How do I defer a student?

1. Open the student's profile
2. Click the Others tab
3. Click Defer Student
4. Set expected return intake (if known)
5. Add notes about deferral reason
6. Confirm deferral
7. Student moves to Deferred list

How do I reactivate a withdrawn or deferred student?

1. Navigate to Users > Withdrawn or Deferred
2. Find the student
3. Open their profile
4. Click Reactivate or Restore
5. Select the intake to assign them to
6. Confirm reactivation
7. Student moves back to active status

How do I export student data?

1. Navigate to the appropriate user list
2. Apply filters to select target students
3. Click Export button
4. Select format (CSV or Excel)
5. Download the exported file

Access Permissions

Related Topics

• User Lists - Detailed guide to each student list
• User Profile - Understanding student profiles
• Finance - Tuition and payment management
• Assessment - Exams, quizzes, and grading