Student Lookup

Learn about the Student Lookup feature in Enroll

What is included in this article?

• What is Student Lookup?
• Prevent Duplicate Student Creation
• Configuration Scenarios
• Customizing Warning Message Content

What is Student Lookup?

The Student Lookup feature gives families the ability to search for their student in Enroll by SIS ID, First Name, Last Name, and Date of Birth. All values must match (including special characters) how the student was imported into Enroll in order to locate the student in the system.

Located under Settings > Forms > and using the pencil icon to edit a form, the Student Lookup can be enabled on the Student Information Form, Application Form, and/or Registration Form. 

• When marked as Required, Student Lookup prevents families from moving directly into the form.
  • This is ideal for organizations that have imported student data that is essential to their process (application, registration, etc.) and who want families to complete the form using the pre-loaded data associated with their student.
• If left as Optional, families may select "No" to proceed directly to the form.

Prevent Duplicate Student Creation

A related, and highly impactful, setting is available on the Student Information Form only: "Do not allow guardians to create duplicate students".

• A duplicate student is considered one that matches an existing student on First Name, Last Name, Date of Birth, and Grade

To configure the Prevent Duplicate Student setting:

• Navigate to Settings > Forms > Student Information
• Click Edit (pencil icon) on the Student Information form process
• Select “Enable Student Lookup” to allow guardians to look for their student using their Student ID
• Select “Student Lookup Required” if you require guardians to look up their student using their Student ID
• Select “Do not allow guardians to create duplicate students”
• Click “Save Process”

Configuration Scenarios

There are three scenarios when using these settings.

Scenario One: If you do not select “Enable Student Lookup” but do select “Do not allow guardians to create duplicate students”, if there is a match on a possible duplicate student, the guardian will not be able to continue without contacting your organization.

This warning modal will appear to your families.

Scenario Two: If all three options are selected, the guardian can continue the process only if they know their student’s ID. If a match exists on a possible duplicate student, they will need their student’s ID to look up their student. If they do not know the student’s ID, they must contact your organization.

The warning modal below will appear if a match exists on a possible duplicate student.

Scenario Three: If you have enabled the Student Lookup but it is not required, then even if there is a possible duplicate student match, the guardian will have the option to look up their student with their ID or continue with saving their student’s information.

Families will see this warning but will not be blocked from saving the student information.

Customizing Warning Message Content

Like with other platform content, the alert modals that display to guardians when they attempt to create a duplicate student are editable / customizable.

To edit this platform content, go to Settings > Content/Letters > Manage System/Platform Content and use the search bar to search for the exact text that is to be updated.

To find all content related to the Prevent Duplicates setting, search for "duplicate.dialog".