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Persons

Manage individual student, instructor, and staff member profiles.

📸 [Image Placeholder: Persons Changelist View]

Overview & Description​

The Persons module serves as the central directory for all individuals on campus. Each profile contains personal details, school identification numbers, department affiliations, emergency contact info, profile photos, signatures, and linked RFID/NFC smart badges.

Navigate to Admin Sidebar > Records > Persons.

Fields & Profile Attributes​

Field NameDescription
Person TypeSpecifies whether the individual is a Student or Employee.
School IDThe unique student number or employee identification code (e.g., 2024-00123).
Card NumberThe primary RFID/NFC badge serial number assigned for tap scanning.
First Name / Middle Name / Last NameFull legal name of the person.
SexMale or Female.
DepartmentAssigned academic college or administrative office (e.g., College of Nursing).
ProgramSpecific academic degree track or grade level (e.g., BS Nursing).
BirthdateDate of birth for identification and records verification.
Mobile Number / AddressContact telephone and residential address.
Emergency ContactEmergency contact person's name, phone number, and relationship.
Profile Photo & SignatureUploaded portrait photo and digital signature used for ID badge generation.
Is ArchivedArchive flag to deactivate past graduates or separated staff while preserving historical attendance logs.

Operations​

How to Add a New Person Profile​

  1. Click the + button on the Persons page.
  2. Select Person Type (Student or Employee).
  3. Enter the School ID, First Name, Last Name, and select their Department and Program.
  4. Tap or enter their assigned Card Number (if issuing an ID card immediately).
  5. Upload their Profile Photo and Signature if preparing for ID badge printing.
  6. Click Save.

How to Update a Profile​

  1. Click the School ID or Name in the first column of the table.
  2. Update contact info, change department/program assignments, or replace photo files.
  3. Click Save.

How to Replace a Lost or Damaged ID Badge​

  1. Open the student or employee profile from the list.
  2. Enter the new RFID badge serial into the Card Number field (or tap the new card against your registration desk reader).
  3. Click Save.
  4. Result: The new physical badge is activated instantly, while all past attendance logs and class enrollments remain linked to the student profile!

How to Archive a Profile​

  1. Open the person record.
  2. Check the Is Archived checkbox and click Save.
  3. Result: The profile is safely hidden from active class enrollment pickers but preserved in historical attendance reports.
Access & Permissions Notice

Operations such as viewing, adding, updating, and deleting person profiles or issuing ID cards may be subject to user or group permission restrictions. Access to permissions can be coordinated with your administrators if needed.

Frequently Asked Questions (FAQ)​

Q: Who would likely have Adding, Editing, or Deleting access to this feature?
A: [Placeholder: Add role-specific guidance based on your institution's access policies. Access to managing person profiles and issuing ID badges is determined by assigned user or group permissions. Coordinate with your administrators for specific access requirements.]

Q: What happens if a person loses their physical ID badge?
A: In the system, updating the Card Number on the person's profile to the replacement badge and saving will instantly activate the new badge, while retaining all historical scan logs.

Q: How do we upload photos for ID badge generation?
A: In the person form, upload a portrait image in the photo field. You can adjust and crop the image using the integrated photo editor tool.

Q: Can archived persons still be found in attendance reports?
A: Yes. Archiving hides individuals from active roster pickers while retaining all historical attendance records in the database.