GradeFlexGuiding Academic Progress

Head teacher / Administrator · Class teacher

Getting learners in

One at a time, a whole roll from a spreadsheet, or photos in bulk.

One learner at a time

Learners → Register learner, or open a stream and use + Add Learner. Name, class, stream. A parent's phone number is worth entering now — it is what every text message later depends on.

A whole roll from a spreadsheet

This is the fast way, and it is safe: nothing is saved until you have seen every row checked.

  1. Download the template from the import page. Use it rather than your own columns — the headings are what GradeFlex reads.
  2. Paste your roll in. Names, class, stream, admission number, parent phone.
  3. Upload it. You get a preview: every row that is fine, every row that is not, and why.
  4. Confirm. Only then is anything written.
Nothing partial is ever imported. If one row is wrong the whole file is refused, so you never end up with half a class in and no clear record of which half.

Photos

Learners → Photos, or Bulk Photos inside a stream. Select every photo at once. GradeFlex matches them to learners by filename — admission number first, then name — and shows you which ones it could not place.

Name the files before you upload. S1-26-0043.jpg matches on admission number; Grace Nakato.jpg matches on name. IMG_20260814_093312.jpg matches nothing.

When you choose the files you see every photo as a thumbnail with its filename, so you can check the names before uploading rather than afterwards.

Finding a learner

Inside a stream there is a search box and an A–Z strip by surname. Letters nobody's surname starts with are greyed out. Search matches a first name, a surname or an admission number.

The filter carries through to printing. Narrow the list and the print button changes to say Print these 9 — you get exactly what is on screen, not the whole stream.

A learner who has left

Open the learner and use Remove. They are marked as having left, not deleted: their marks, comments and past report cards stay, so an old term still reprints correctly and a transcript can still be produced. Tick Include learners who have left on the stream list to see them again.

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