Add the photo to the student's record, either on the admission form or by editing the profile. ID cards read the photo from that record, so print the card afterwards and check it.
Where does a student's photo live in EDUBase?
A student's photo is stored once, in the student's record. The admission form has a photo field alongside guardian details, family number, session and fee plan. The Student Management profile keeps photos, family links and documents current.
Because fees, attendance and exams read from the same record, you never upload a photo separately for each purpose. Fix it once in Student Records and every screen that uses the photo reads the same file.
How do I add a photo for a new admission?
Add the photo while you fill in the admission form. This is the easiest moment, because the child is in front of you and the file is fresh.
- Open the admission form and enter the guardian details, family number, session and fee plan.
- Attach the child's photo in the photo field.
- Save the admission. If your school routes admissions through an approval step, the photo travels with the record.
- Open the saved profile and confirm the photo shows correctly before you move on.
How do I add or replace a photo for a student already enrolled?
Open the student's profile and change the photo there. The profile is where photos, family links and documents are kept current, so replacing a photo does not affect fees, attendance or marks.
The Student change log records who changed a student's fee, class or status, and when. Use it to see who made profile edits. User Logging also records who created, changed or deleted records, if your school wants a wider audit trail.
Which upload method suits which situation?
The table below compares the routes. The documentation we hold describes the photo field on the admission form and the profile. It does not describe photo files in the Excel upload, so check that point with EDUBase Support before you plan a large photo load.
How do I get the photo onto an ID card?
Student cards can be printed in a vertical or horizontal layout with photo, QR code and expiry date. They sit under Certificates, Cards & Print Designs, and you control the print template and branding, including logo, colours and signatures.
The same QR code works with the free QR Attendance App, so a card with a clear photo also serves for gate scanning. Always print one test card for a student whose photo you just changed before running a whole class.
- Check every photo in the profile first.
- Print a single test card and check the photo, name and expiry.
- Then print the class or section in one batch.
Will the photo appear in the Parents App?
The Parents App shows families their child's attendance, fees, marks, diary and notices. The documentation we hold does not say where the photo is displayed in that app, so do not promise parents a photo on their screen until you have checked.
Ask EDUBase Support on the WhatsApp group or by phone, or ask the in-app assistant, which answers how-to questions and links to the exact screen and tutorial video. Support is available 9:00 AM to 5:00 PM on working days.
What should I check when a photo does not show?
Most problems are simple. Work through this list before you contact support.
- Open the correct student. Siblings share a family number, so make sure you are on the right child.
- Confirm the photo saved in the profile and is not blank.
- Check whether the student is active. Leavers sit under Students Not Currently Enrolled.
- Reprint a single card after any change, since earlier printouts do not update.
- If it still fails, note the student name and the screen, then contact support.
Ways to get a photo into a student record
| Method | Best for | What it involves |
|---|---|---|
| Admission form | New admissions | Attach the photo in the photo field and save with the other admission details. |
| Edit the student profile | Replacing or correcting a photo | Open the profile, change the photo and print a test card. |
| Bulk update | Changing fields for many students at once | Lists class, section, status and fee plan as examples; confirm with support that it covers photos. |
| Upload Students (Excel) | Adding or updating many students | Described for student data; photo files are not described, so confirm with support. |
| Onboarding by the EDUBase team | Moving from registers or another system | The school fills a student data Excel and the team uploads it, then confirms with a screenshot. |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.
- AI Assistant & Automation — Ask the built-in assistant in English or Roman Urdu, speak instead of type, and let it fill forms.