Sahel EDU

The school office: enrolling students, keeping records, issuing documents

The school office is the school’s counter: it is where a family enrols a child, hands in papers and asks for a certificate. This page follows a secretary’s day, then shows screen by screen what Sahel EDU allows, how far the rights go and what stays with the head of school.

A school secretary’s day: the counter and the records

At the start of the year the queue never ends: enrolments, re-enrolments, papers to chase, certificates to draw up, cards to make. The rest of the year the secretary keeps the records, answers families and prepares the documents the head of school signs.

A paper file that is incomplete, with papers to chase several times.
The same student enrolled twice, or two students with the same name mixed up.
Student numbers assigned by hand, with duplicates.
Certificates typed one by one, with copying mistakes.
Photos and cards to gather for the whole school.

Enrolling a student, paper by paper

Admission at the counter runs in steps. Each paper has a status, and its file (a photo taken on the phone or a PDF) is stored encrypted. The age is checked against the class requested, and a namesake already known in the network is flagged before enrolment.

Once enrolled, the student gets a school student number and a network student number from the software, never by hand. The national unique student number, when there is one, is recorded and never invented. The online enrolment request from the school’s website exists, but it is closed by default: the head of school opens it.

“Admissions”: the admission file, its papers and their status.
“National student numbers” and “Student number register”: the national number as recorded, and the school’s register.
“Class allocation”: balanced classes, with three commented proposals, based on sex, age, repeaters, capacity and modern language; a person chooses.
Moving a student to another class, with a reason and a history.

The student record, its photos and the parents

The record brings together the photo, the civil status, the parents, a yearly check and the history. The express photo is taken live with the phone, cropped, never kept on the device, then locked once saved. The “Complete records” screen gives the percentage of students without a photo or with an incomplete record, class by class.

The school office also creates the parent’s identifier (in the form P-XXXX-XXXX) from an official identity document, which is encrypted and every reading of which is logged. A parent has a single account for all their children, even in several schools of the network. The office also validates the parent-child links entered by students.

Guided import of students, parent-student links and fees, with a blank Excel sheet and a line-by-line preview that writes nothing.
Duplicates are handled at import, and namesakes in the network are flagged.
Class lists come out in alphabetical order, in Arabic too.

Documents, cards and transfers

Official papers commit the school: the office issues them from “Documents” (school attendance certificate, enrolment certificate, end-of-year certificate), with the school’s letterhead, logo and signatory. The leaving certificate is numbered and kept in a register. A student card in bank-card format carries a verifiable QR Code; a duplicate is issued with a reason and a lost card is revoked.

A document carries its QR Code only if the school has an issuing key and a verified opening authorisation; otherwise it comes out without a QR Code and says so. For a transfer within the network, the student keeps the same student number, the school of origin decides on the departure and the history opens with its consent.

For exam classes: the exact list of candidates, birth certificates to regularise, missing national number, files to check against the official file.
“Class notice boards”: door sheet and timetable to stick up, in A4 or A3.
No official exam registration leaves the software: the school files it itself.

The office’s rights, limits and first steps

The secretary profile enrols and keeps records, reads fees without collecting them, writes to families and prepares the staff career file (the head of school signs the certificates). It neither enters nor validates marks, neither collects payment nor grants discounts, publishes nothing to families and does not set the school’s settings.

To get started: the structure (classes), then the guided import of students from your spreadsheets, then the photos. The SAHEL AVENIR SARL team can also take over your lists under the turnkey digitalisation service, which is paid separately.

Frequently asked questions

Can we reuse student lists already kept in Excel?

Yes, through the guided import: the software checks each line before writing, flags what is wrong, and running the import again creates no duplicates.

Are student numbers assigned by hand?

No. The software assigns the school number and the network number. The national unique number is recorded, never invented.

Why does a document come out without a QR Code?

A document carries the QR Code only if the school has an issuing key and a verified opening authorisation. Otherwise it comes out without one and says so.

Can families enrol online?

The enrolment request from the school’s website exists, but it is closed by default. The head of school decides whether to open it.

Can we try it before committing?

Yes. The free trial lasts 30 days, with no commitment. The price is then negotiated with each school and can be read on the Pricing page.

Try Sahel EDU for free

Try Sahel EDU free for 30 days, no commitment. Afterwards, the price is negotiated with your school and confirmed in writing.

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