Overview
Setting label: Ask employees to fill in Name and Surname and check for duplicates before creating a new Student
Setting ID: Ask_Employees_To_Check_For_Duplicates_Before_Creating_New_Student
Location: Main Settings > General Settings > Student Form Registration tab, Checks & Controls group
What This Setting Does
This setting adds an extra duplicate-check step to the process of creating a new _Student_. Instead of opening the full _Student_ creation form straight away, staff are first asked to type in the Name and Surname, and Classter checks whether a _Student_ with a matching name already exists before allowing the creation to continue.
The purpose is to reduce the risk of the same person being registered twice as two separate _Student_ records.
Where It Is Used
Main Menu > Students > Students List > Create.
Business Logic / Behavior
- When enabled, clicking Create on the Students List first opens a small prompt asking for Name and Surname instead of the full Student form.
- Classter searches existing _Student_ records for a Name and Surname match and displays any matches it finds to the staff member.
- The staff member can review the potential duplicates and decide whether to continue creating a new record or stop and use an existing one.
- When disabled, clicking Create opens the full Student form directly, with no preliminary duplicate check.
Example(s)
Alpha Institute enables this setting. Registrar Diane F. clicks Create on the Students List and types Name: Sophia, Surname: Martinez. Classter finds that a _Student_ named Sophia M. was already registered on 14 January 2025 and shows this match to Diane before she proceeds. Diane checks the existing record and confirms it is a different Sophia M., then continues to create the new _Student_.
When to Use
When to Enable
Enable this setting at institutions with a high volume of new registrations, multiple registration points, or several staff members creating _Student_ records, where duplicate entries are more likely to occur unnoticed.
When to Disable
Disable this setting at smaller institutions with a single registrar who already has full visibility of the _Student_ list, or when speed of data entry is prioritized over an extra confirmation step.
Notes
Related settings:
- Proeidopoiisi Diplou Onomatos Mathiti (Proeidopoiisi_Diplou_Onomatos_Mathiti in Student Form Registration > Checks & Controls)
K-12 vs Higher Education: This setting behaves the same regardless of whether Enable Configuration for Higher Education is on or off.
