Adding Students
Before a student can begin training in Nimbu, they need a student account. This article covers how to create student accounts manually - one at a time, including which fields are required, which are optional, and what happens automatically once the account is saved.
For adding multiple students at once, see Bulk Importing Students. For enrolling an existing student into a class, see Enrolling Students.
What's Covered in This Article
This article explains how to create individual student accounts in Nimbu.
- Creating Student Accounts Manually: The two paths available for creating a student profile.
- Required Fields: The minimum information needed to create a valid account.
- Optional Fields: Additional fields that support compliance reporting and internal record-keeping.
- Automatic Password Email: What is sent to the student after their account is created.
Who can do this: Administrators and Trainers with the appropriate permissions can create student accounts.
Creating Student Accounts Manually
There are two places in Nimbu where you can create a student account manually: the Student Registry and Class Management. The right path depends on whether you want to create the profile only, or create it and add the student to a class at the same time.
Option 1: Via the Student Registry
Use this method to create a student profile in your database without enrolling them in a class at the same time. The student will exist in your system and can be added to a class later via Class Management.
- Navigate to Students in the left-hand sidebar.
- Click the Add Student button in the top-right corner.
- Fill in the required and optional fields (see below).
- Click Save to create the profile.
Note: Creating a student via the Student Registry does not enrol them in a class. To give the student access to training, you must add them to a class separately via Class Management.
Option 2: Via Class Management
Use this method when you want to create a student profile and add them to a specific class in one step.
- Navigate to Classes in the left-hand sidebar and open the relevant class.
- Go to the Class Management tab.
- Click the chevron (∨) on the Add Student button to expand the dropdown.
- Select Add Student from the dropdown options.
- In the panel that appears, type a name or email to check whether the student already exists in your database.
- If the student is not found, enter their details in the fields provided to create a new profile.
- Click Save to create the account and add the student to the class simultaneously.
Required Fields
The following fields must be completed to create a student account. Without these, the profile cannot be saved.
| Field | Description |
|---|---|
| First Name | The student's given name. |
| Last Name | The student's family name. |
| Used as the student's login username. Must be unique — no two students can share the same email address. |
Optional Fields
The following fields are not required to create the account but are important for compliance reporting and internal record-keeping. It is best practice to collect as much of this information as possible at the time of enrolment.
| Field | Description |
|---|---|
| Phone | The student's contact phone number. |
| USI Number | The student's Unique Student Identifier. Required for all accredited training in Australia and essential for AVETMISS reporting. While not mandatory at account creation, it should be collected before any accredited training begins. |
| Admin Notes | A free-text field for internal staff use. Notes are visible only to administrators and trainers — students cannot see this field. Use it to record any relevant context about the student's enrolment, special circumstances, or administrative decisions. |
Automatic Password Email
When a new student account is created and the student is added to an Active class, Nimbu automatically sends a welcome email to the student's registered email address. This email contains the student's login credentials so they can access the platform immediately.
The email includes:
- A personalised greeting with the student's name and the RTO's name.
- The student's registered Email address.
- An auto-generated temporary Password.
- A Login URL - a direct link to the RTO's training portal.
The student can use these credentials to log in immediately. They can update their password at any time via My Profile once logged in.
When the Email Is Not Sent
The automatic password email is only triggered when the student is added to a class that is already Active. If the class is still Pending, no email is sent at the time of account creation. The invitation email will be sent when the class is activated.
Tip: If a student did not receive their welcome email, ask them to check their spam or junk folder. If the email is not there, an administrator can resend login details via Settings > Users by triggering a password reset for that student's account.
Related Articles
- What is a Student?
- Enrolling Students (Classes)
- Importing Students (Bulk CSV)