Manually adding students for non-school establishments

For non-school establishments who do not use a management information system, you are able to manually add students. This guide will take you through how to add students and parent/carer contacts.


Please note: The ability to manually add students is currently only available to non-school establishments. If you are a non-school establishment and you cannot see the 'Add student' button within the 'Students' module please contact our support team on 020 3868 0776 or who will be able to help configure your account.

How do I manually add a student to Medical Tracker for my non-school establishment?

Go to 'Students' -> and press 'Add student':
 Screenshot 2024-04-09 at 14.37.52

You will then need to add the required fields:

  • First name*
  • Last name*
  • Date of Birth*
  • Gender*
  • Year Group*
  • Class Reg*

You also have additional non-required fields you can use to store further information:

Screenshot 2024-04-09 at 14.38.05

How do I add a parent/carer's contact details to a student's profile so I can email them once a record has been created:

Within Medical Tracker you are able to email parents/carers to keep them up-to-date - you will need to add each parent/carer contact manually. To do this select 'Add a contact' when you are creating a student profile or you can press 'Edit' and then 'Add a contact' for an existing profile:

Screenshot 2024-04-09 at 14.38.14

You will then need to add the required fields:

  • Title*
  • First name*
  • Last name*
  • Relationship*
  • Primary phone*
  • Primary email*


Top tip: You can add as many contacts as required. Simply click 'Add a contact' again to add further contacts.

Screenshot 2024-04-09 at 14.38.25

A student profile has now been created along with parent/carer contact information. Any record created against the student will be centralised within the student profile giving you a full history of their health records in your establishment:

Screenshot 2024-04-09 at 14.38.37

How do I upload a photo of a student to their profile:

You can upload a photo for each student to help staff identify the correct student when recording an incident by pressing 'Add photo' within their student profile:

Screenshot 2024-04-09 at 14.38.48

You will then need to upload the image and press 'Save':

The student's profile will not automatically appear in the drop-down when recording an incident:

When sending an email notification the parent/carer contact details will automatically pull through:

Once a student has been added you can find out how to record and notify parents/carers of injuries, bumps and scrapes, illnesses and medication administration by clicking here

If you have any feedback or questions, please reach out to our team by using our contact form