InstitutionPortal Guide (Team)

Students

Flow type: Institution · Product: StudyHQ Portal (team)

The Students page is where most day-to-day work happens — adding students, sending links, and moving each one through the funnel.

The students list

Open a project and go to Students. The header shows the count and an Export (CSV) and Add student button.

Find students fast

ControlWhat it does
SearchFind a student by name or email (updates as you type)
Stage chipsFilter by stage — All · Invited · Assessing · Assessed · Enrolled · Rejected
SortRecent or Name (A–Z)
Assigned-to (admins)Filter by partner
ExportDownload the current filtered list as CSV

The chips follow your plan: Enrolled · Rejected appear when the plan includes the enrolment decision (or when past decisions exist), and an In counselling chip would appear only on a plan that grants counselling.

What each row shows

Avatar, student name (click to open their detail), the stage badge, a progress bar, and a next step label that tells you what to do next:

StageNext step
InvitedSend assessment link
AssessingAwaiting submission
Assessed / In counsellingRecord decision
Enrolled / RejectedClosed

Partners see only the students they added; admins and members see the whole roster and can filter by partner.

Add a student

Click Add student to open a short guided form. (Greyed out? The organisation is awaiting approval or has no active plan — hover the button for the reason.)

1

Student details

Fill in the form. You see the fields your project collects (configured in Project settings → Student form & profile, including any custom fields), with required fields enforced. The grade list follows your project’s assessment type — Grades 11–12 for course recommendation, Grades 8–10 for stream selection.

3

Review & create

Check the summary and create the student. Their case opens at Invited, and if you sent the link, they receive the email immediately.

When a partner adds a student, that student automatically becomes the partner’s own case — there’s no separate assignment step.

Importing many students (spreadsheet)

1

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.

2

Fill it in and upload

A preview shows every row — scroll through and check it before importing.

3

Send links & import

Tick the email option to send each student their link, then import. You get a summary — created, updated, and any failed rows with the reason next to each.

A student’s detail page

Click a student to open their record. A header shows their name, stage, key profile facts, and a case label, with tabs beneath:

Profile

Edit demographics (name, contact, grade, board, stream, school) and manage the student’s uploaded documents (marksheets / report cards).

Assessments

Every attempt with its date, status, score, and the recommended courses once completed. Open one to see the full result.

Enrolment

Record the admission outcome (see below).

Notes

Add counselling notes, edit them, and share a note with the team.

In the funnel flow these tabs are tailored to admissions — there are no Sessions or career-roadmap tabs (those belong to the guidance flow).

Recording the enrolment decision

Where: Students → click the student → Enrolment tab.

Once a student is Assessed, record the outcome here — this is what advances them to the funnel’s final stage.

1

Choose the outcome

Select Accept (enrol) or Reject.

2

Pick the final choice (if enrolling)

Choose the final course the student enrolled in — or, in a stream-selection project, the final stream they chose.

3

Add a reason (if rejecting)

Pick a rejection reason — e.g. student declined offer, did not meet criteria, could not afford fees, chose another institution, or other.

4

Record

Save. The student’s stage becomes Enrolled or Rejected, and the funnel counts update.

You can edit the decision later if circumstances change.

Recording decisions is available when your plan grants enrolment — without it the tab is read-only. Past decisions always stay visible.