Student management: one record that holds the whole relationship

One record per student, holding their profile, parent contacts, sessions, applications, documents, tasks, payments and invoices.

What a student record holds

The fields are the ones you use in a session, not a generic contact card:

• Contact details, ID or passport number, and two sets of parent or guardian contacts. The person you call is often not the person you advise, or the one who pays.
• School, school type, education level, year group, direction subjects and year-by-year grades.
• Language certificates, target countries, programme level, study programme and start year.
• Interests, hobbies and favourite subjects: the details that make a personal statement specific.
• Siblings, parents' occupations and how they heard about you.
• A free-text action plan, plus notes for session summaries and parent feedback.

The record adapts to the client. Students are classified as school student, university student, worker or soldier, and only the relevant fields show: current job for a career-changer, current university for a transfer, study interests for someone finishing military service.

Each session is logged against the student with a date, start time, duration, type, counsellor and notes. Session types are configurable; the defaults are initial, follow-up, career assessment and application review.

Two fields do most of the work: action items and next session date. The dashboard reads the second to build a follow-ups needed list. Sessions can also carry a reminder and create a calendar entry.

Every application appears on the student's record with its stage, deadline and documents, and on a board across all students. One student, many applications, each tracked separately. See application tracking.

Documents upload under seven fixed categories: identity, diploma, language certificates, transcripts, personal statement, offer letters and other. Fixed is the point. This is where a shared drive breaks, because folders named by different people drift apart and nobody notices until submission week.

Tasks carry a priority, tags, a reminder, an optional checklist and a recurrence rule, and can link to a student, so they land on the same calendar as sessions and deadlines. A task can also stay undated. On Premium you can add tasks by voice.

Submissions from your branded registration form become student files in one click, so the profile starts populated rather than blank.

What has been invoiced, paid and is outstanding, held on the student. Invoices and receipts are generated and sent from the platform, so you know the balance before the session, not after.

Records sit in an isolated workspace with owner, admin, counsellor and viewer roles, and no cross-tenant reads. Data is stored in Google Cloud's europe-west1 region. Full detail on the security page.