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# Students

> The project roster — add students one by one or import a spreadsheet, send login links, and work each student's profile page.

> **Info**
>
> **Flow type:** `Agency`  ·  **Product:** StudyHQ Portal (team)
>
> Admins and members see **every student in the project**; counsellors see
> **their assigned students only**. Everything else on the page works the same
> for all roles.

## The students list

Open a project and go to **Students**:

| Control                     | What it does                                                                                                     |
| --------------------------- | ---------------------------------------------------------------------------------------------------------------- |
| **Search**                  | Find a student by name or email                                                                                  |
| **Stage chips**             | Filter by journey stage — on an assessment-only plan a green **Completed** chip marks students who have finished |
| **All / Active / Inactive** | Tabs by student status                                                                                           |
| **Onboarded date**          | Today, This month, This year, or a custom range                                                                  |
| **Grade** column            | Each student's class                                                                                             |
| **Assigned to** (admins)    | Filter by counsellor                                                                                             |
| **Export CSV**              | Download whatever you've filtered                                                                                |

---

## Adding one student

#### Add student

Click **Add student**. (Greyed out? The organisation is awaiting approval,
has no active plan, or the plan is in view-only mode — hover the button for
the reason.)

#### Student details

Fill in the form. You only see the fields your project actually
**collects**; the grade list only offers the grades your project serves,
and **stream** only appears for classes 11–12.

#### Review & send

Check the details. Leave **"Email the student their login link"** ticked so
the student receives their invitation right away (recommended).

#### Finish

The student is created and, if ticked, immediately emailed a link to log in
and begin.

> **Note**
>
> A student added by a **counsellor** is automatically assigned to that
> counsellor. A student added by a **member** starts out on the member's name
> until an admin assigns a counsellor.

**Good to know:**

* If the student is already active in this project, you'll see *"An active case
  already exists for this student in this project"* — there's nothing to add;
  work with their existing record.
* If the student was with you before and their journey was closed, adding them
  again starts a **fresh journey** from the beginning.

---

## Importing many students (spreadsheet)

#### Download the template

Click **Import students** and download the **template** — its columns match
your project's form, and each column heading tells you what values are
allowed.

#### Fill it in

**Only the email column is required** — anything you leave blank, the
student fills in themselves when they first log in.

#### Upload & preview

Upload the file. A **preview shows every row** — scroll through and check
it.

#### Send invitations

Tick **"Email each student their login link"** if you want invitations sent.

#### Import

You get a summary — how many were created, updated, and any rows that
failed, with the reason next to each.

---

## The student profile page

Click any student in the list to open their page. It's organised in tabs:

#### Profile

Their details as configured for your project — plus education, per-term
academic results, marksheets and documents, family members, achievements,
and the full **intake summary**. Counsellors and admins edit; members view.

#### Overview

The heart of the page — the assessment's top matches, SWOT, action items,
and the **Lock career plan** button. Covered in
[Career plans & roadmaps](/documentation/agency/portal-guide-team/career-plans-roadmaps).

#### Cases

The student's journey history with you, including earlier closed journeys.

#### Assessments

Every attempt with its status and scores. **View report** opens each
attempt's own report in a new tab — the career report for a career
attempt, the **learning report** for a Learning Assessment attempt (with
its **family view** for parent conversations and **school view** with the
scores).

#### Sessions

Every counselling session for this student, with its name and status.
Rescheduled sessions show as replaced; cancellations and no-shows are
labelled clearly. *(Counselling plans only.)*

#### Notes

Counselling notes — quick, pre/post-session, or family notes, each
**private** or **shared**. You can edit or delete your own; colleagues'
notes are read-only. *(Counselling plans only.)*

Next: **Cases**.