User Management

User Form Fields Guide

This page provides a complete reference for every field in the user creation and editing form. Fields are organized by the tab they appear on. Not all fields are relevant to every role — fill only what applies.

Quick Tip

Only First Name, Last Name, Role, Status, and Password are truly required to create a user. Everything else can be added or updated later.

Personal Information

Found on the Basic Information tab under the "Personal Information" section:

Field	Required	Type	Description
First Name	Required	text	Minimum 2 characters. The user's given name as it appears on official records.
Last Name	Required	text	Minimum 2 characters. The user's family or surname.
Email	Optional	email	Must be a valid email address. Used for login, password resets, and notifications. Must be unique per organization.
Phone	Optional	text	Phone number with country code (e.g., +91-9876543210). Used for SMS notifications if enabled.
Date of Birth	Optional	date	Date picker. Used for student records, age calculations, and birthday notifications.
Gender	Optional	select	Options: Male, Female, Other, Prefer Not to Say. Used for demographic reporting.
Blood Group	Optional	select	Options: A+, A−, B+, B−, AB+, AB−, O+, O−. Important for student health records.
Nationality	Optional	text	Free text field. E.g., "Indian", "American". Used for compliance and reporting.

Account Configuration

Also on the Basic Information tab, under the "Account Configuration" and "Organization Assignment" sections:

Field	Required	Type	Description
Role	Required	select	Determines what the user can do. Options vary by institution type — schools see Teacher/Student, coaching centers see Instructor/Learner.
Status	Required	select	Active (can log in), Inactive (account disabled), Suspended (temporarily blocked). Defaults to Active.
Password	Required	password	Minimum 8 characters. Only required during creation — not shown when editing. Users can change their own password after login.
Organization	Optional	auto-filled	Automatically set to your organization in the Org Portal.
Branch	Optional	select	Assign the user to a specific branch. The dropdown is populated from your branch list. Optional if your organization has a single branch.

Academic Details

Found on the Academic Details tab. These fields are primarily used for learners and students:

Field	Required	Type	Description
Student ID	Optional	text	A unique identifier for the student within your institution (e.g., "STU-2024-001"). Can be auto-generated or manually entered.
Admission Number	Optional	text	Official admission or enrollment number from your institution's records.
Grade Level	Optional	select	Select from preconfigured grades: LKG, UKG, Grade 1 through Grade 12, and undergraduate/postgraduate levels.
Section	Optional	select	Class section (e.g., A, B, C, D). Used for organizing students within a grade.
Academic Year	Optional	text	The academic year for this enrollment (e.g., "2024-2025"). Helps track year-over-year progress.
Admission Date	Optional	date	When the student was admitted to the institution. Useful for seniority and tenure tracking.
Category	Optional	select	Reservation or demographic category: General, SC, ST, OBC, EWS. Used for compliance reporting in India.
Mother Tongue	Optional	text	The student's primary language. Useful for language-based class assignments.
Religion	Optional	text	Optional field for institutional records. Leave blank if not required by your institution.

When to Use Academic Fields

Academic fields are most useful for schools and universities that need to track enrollment data, grade levels, and admission records. Coaching centers may only need the Student ID field.

Employment Details

Found on the Employment Details tab. These fields are used for instructors, staff, and other employees:

Field	Required	Type	Description
Employee ID	Optional	text	Unique staff identifier within your institution (e.g., "EMP-001"). Used for payroll and HR integration.
Employment Type	Optional	select	Options: Permanent, Contract, Part-Time, Guest. Helps track staffing composition.
Department	Optional	text	The department the staff member belongs to (e.g., "Science", "Mathematics", "Administration").
Designation	Optional	text	Job title or position (e.g., "Professor", "HOD", "Lab Assistant", "Clerk").
Highest Qualification	Optional	text	Educational qualification (e.g., "Ph.D.", "M.Sc.", "B.Ed."). Useful for accreditation.
Years of Experience	Optional	text	Total teaching or professional experience (e.g., "5 years"). Free text.
Joining Date	Optional	date	When the staff member joined the institution. Used for tenure calculations.

Contact & Address

Found on the Contact & Address tab:

Field	Required	Type	Description
Address Line 1	Optional	text	House/flat number and building name.
Address Line 2	Optional	text	Street name and area/locality.
City	Optional	text	City or town name.
State	Optional	text	State or province.
Postal Code	Optional	text	ZIP or postal code.
Country	Optional	text	Country of residence.

Emergency Contact

Found on the Emergency Contact tab. While marked as optional in the system, emergency contacts are strongly recommended for all learners:

Field	Required	Type	Description
Contact Name	Optional	text	Full name of the emergency contact person. Required for learners during creation.
Contact Phone	Optional	text	Phone number of the emergency contact. Required for learners during creation.
Relationship	Optional	text	Relationship to the user (e.g., "Father", "Mother", "Guardian"). Required for learners during creation.

Learner Emergency Contacts

For learner and student roles, emergency contact fields are required during initial creation. Make sure to have this information ready when adding students to the system.

Creating Users

Bulk Import (CSV)