StudentManagerPro User Guide

StudentManagerPro (SMP) is a desktop app for secondary school teachers in Singapore to manage their students, optimized for use via a Command Line Interface (CLI) while still having the benefits of a Graphical User Interface (GUI). If you can type fast, SMP can get your contact management tasks done faster than traditional GUI apps.

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Quick start

1. Ensure you have Java 17 or above installed in your computer.

2. Download the latest .jar file from here.

3. Copy the file to the folder you want to use as the home folder for StudentManagerPro.

4. Open a command terminal, cd into the folder you put the jar file in, and use the java -jar studentmanagerpro.jar command to run the application.
   A GUI similar to the below should appear in a few seconds. Note how the app contains some sample data.
   
   

5. Type the command in the command box and press Enter to execute it. e.g. typing help and pressing Enter will open the help window.
   Some example commands you can try:

   • list : Lists all student contacts.

   • add n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 c/1A s/M r/1 : Adds a student named John Doe to the student list.

   • delete 3 : Deletes the 3rd student contact shown in the current list.

   • clear : Deletes all student contacts.

   • exit : Exits the app.

6. Refer to the Features below for details of each command.

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Features

Viewing help : help

Shows a message explaining how to access the help page.

Format: help

Adding a student: add

Adds a student to the student list.

Format: add n/NAME p/PHONE_NUMBER e/EMAIL a/ADDRESS c/CLASS s/SEX r/REGISTER_NUMBER [t/TAG]…​

• Adds a student to the student list with attributes as specified in the command.
• The name should contain only alphanumeric characters and spaces, and it should not be blank. For names with legal operators (e.g. Jack s/o Jason), please write the full phrase instead (e.g. Jack son of Jason).
• The phone number should only contain numbers, and it should be at least 3 digits long.
• The email should only contain alphanumeric characters and select special characters, and it should not be blank. (The specifics will be described only if the wrong format is provided for email)
• The address can take any values, and it should not be blank.
• The class should be a non-zero digit followed by a capital alphabet.
• The sex should only be "M" or "F".
• The register number should be a value between 1 and 40.
• The tag should only contain alphanumeric characters and should only be one word long.

Examples:

• add n/John Doe p/98765432 e/johnd@example.com a/John street, block 123, #01-01 c/1A s/M r/1
• add n/Betsy Crowe t/friend e/betsycrowe@example.com a/Newgate Prison p/1234567 t/criminal c/2C s/F r/2

Listing all students : list

Shows a list of all students in the student list.

Format: list

Editing a student : edit

Edits an existing student in the student list.

Format: edit INDEX [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [c/CLASS] [s/SEX] [r/REGISTER_NUMBER] [en/ECNAME] [ep/ECNUMBER] [t/TAG]…​

• Edits the person at the specified INDEX. The index refers to the index number shown in the displayed person list. The index must be a positive integer 1, 2, 3, …​
• At least one of the optional fields must be provided.
• Existing values will be updated to the input values.
• When editing tags, the existing tags of the person will be removed i.e adding of tags is not cumulative.
• You can remove all the person’s tags by typing t/ without specifying any tags after it.
• The index has an upper bound for large numbers (beyond MAX_INT).

Examples:

• edit 1 p/91234567 e/johndoe@example.com Edits the phone number and email address of the 1st person to be 91234567 and johndoe@example.com respectively.
• edit 2 n/Betsy Crower t/ Edits the name of the 2nd person to be Betsy Crower and clears all existing tags.

Filtering persons by attributes: filter

Filters persons whose attributes contain any of the given keywords.

Format: filter [n/NAME] [p/PHONE_NUMBER] [e/EMAIL] [a/ADDRESS] [c/CLASS] [s/SEX] [r/REGISTER_NUMBER] [en/ECNAME] [ep/ECNUMBER] [t/TAG]…​

General Guidelines

• The search is case-insensitive. e.g hans will match Hans
• The order of the keywords does not matter. e.g. Hans Bo will match Bo Hans e.g. both filter n/Alex Yeoh and filter n/Yeoh Alex will return the student, Alex Yeoh
• Exact Word Match : Only full words will be matched e.g. Han will not match Hans, example.com will not match alexyeoh@example.com.
• All attribute values will be validated to check if the format is correct, otherwise an error message will be displayed to show the correct format.
  • e.g. filter p/hello will display an error message stating that phone numbers can only contain numbers of minimum 3 digits.

Filtering Attributes

• For names, emergency contact names and addresses, persons matching at least one keyword will be returned (i.e. OR search). e.g. Hans Bo will return Hans Gruber, Bo Yang
• For register numbers and class, the entire number or class name must be provided in the command to filter
• For phone numbers and emergency phone numbers, a partial phone number will match, however must follow the phone number constraints of minimum 3 digits. e.g. 999 will return 99999999, 27899988
• Emergency Contact Filtering
  • If a student does not have an emergency contact name or number saved, using filter en/ (for emergency contact names) or filter ep/ (for emergency contact numbers) will not return any results.
  • To filter these students, please use other attributes in your search criteria instead.
• Address Filtering:
  • Filtering an address only works for single-word addresses e.g. filter a/Geylang returns students with addresses at Geylang.
  • Filtering for multi-word addresses (e.g. filter a/Geylang Street) will match any word within the address (OR search). e.g. filter a/Geylang Street returns all contacts with either Geylang or Street or both.

Search logic

• Single Predicate with Multiple Values: an OR search is run.

  • e.g. filter n/Alex Bernice and filter n/Alex n/Bernice returns students with names Alex or Bernice. This will be true for all other attributes.

• Multiple Predicates: an AND search is run to return students with all attributes mentioned.

  • e.g. filter s/F p/99999999 returns female students with the phone number 99999999.

• Multiple Predicates with Multiple Values: both an OR and anAND search is run.

  • Eg. Below are 3 students' details.

    • Student 1: Name - Alex; Phone number - 99999999
    • Student 2: Name - Bernice; Phone Number - 92443567
    • Student 3: Name - Christine; Phone Number: 88888888

  • filter n/Alex Bernice p/99999999 92443567 matches Alex and Bernice, as both students out of 6 students have at least one matching name and phone number, as seen below.
    

  • Reversing the order of phone numbers, filter n/Alex Bernice p/92443567 99999999 still returns Alex and Bernice.

  • e.g. filter n/Alex Bernice p/99999999 92443567 88888888, only Alex and Bernice are returned.

  • e.g. filter n/Alex Bernice Christine p/99999999 92443567 00000000, only Alex and Bernice are returned, as Christine's phone number does not match.

Examples:

• filter n/John returns john and John Doe
• filter p/99999999 returns Alex Yeoh
• filter n/John Alex returns John Doe and Alex Yeoh

Deleting a person : delete

Deletes the specified person from the student list.

Format: delete INDEX

• Deletes the person at the specified INDEX.
• The index refers to the index number shown in the displayed person list.
• The index must be a positive integer 1, 2, 3, …​

Examples:

• list followed by delete 2 deletes the 2nd person in the student list.
• filter n/Bernice followed by delete 1 deletes the 1st person in the results of the filter command.

Adding an Emergency contact's name : addEcName

Adds an emergency contact's name to the specified person in the student list.

Format: addEcName INDEX en/[ECNAME]

• Adds the emergency contact's name ECNAME to the person at the specified INDEX
• Deletes the emergency contact's name at the specified INDEX
• The index must be a positive integer 1, 2, 3, …​
• Names should contain only alphabets. Names with numbers are also allowed. For names with legal operators (e.g. Jack s/o Jason), please write the full phrase instead (e.g. Jack son of Jason).

Examples:

• addEcName 1 en/John Doe to add the emergency contact's name "John Doe" to the 1st person in the list.
• addEcName 2 en/ to delete the emergency contact's name from the 2nd person in the list.
• addEcName 1 en/Jack Doe to update a prior emergency contact's name "John Doe" of the 1st person in the list to "Jack Doe"

Adding an Emergency contact's number : addEcNumber

Adds an emergency contact's number to the specified person in the student list.

Format: addEcNumber INDEX ep/[ECNUMBER]

• Adds the emergency contact's number ECNUMBER to the person at the specified INDEX
• Deletes the emergency contact's number at the specified INDEX
• The index must be a positive integer 1, 2, 3, …​
• The number must be at least 3 digits or left empty

Examples:

• addEcNumber 1 ep/91234567 to add the emergency contact's number 91234567 to the 1st person in the list.
• addEcNumber 2 ep/ to delete the emergency contact's number from the 2nd person in the list.
• addEcNumber 1 ep/87654321 to update the emergency contact's number 87654321 to the 1st person in the list.

Adding Attendance : addAttendance

Adds the date and reason as to why the specified person in the student list is absent.

Format: addAttendance INDEX ad/DATE ar/[REASON]

• Adds the date where student is absent DATE and the reason REASON to the person at the specified INDEX
• Deletes the attendance at the specified INDEX
• The index must be a positive integer 1, 2, 3, …​
• The date must be in the form of DD-MM-YYYY and within the current year.

Examples:

• addAttendance 1 ad/24-09-2024 ar/Sick to add the date where the 1st person in the list is absent and the reason.
• addAttendance 1 ad/24-09-2024 ar/ to delete the attendance from the 1st person in the list.

Adding an Exam : addExam

Adds an exam to every person in the student list.

Format: addExam ex/EXAM_NAME

• The exam name can only contain alphanumeric characters and spaces.
• The exam name is case-sensitive. e.g. "Midterm" will be treated differently from "midterm".

Examples:

• addExam ex/Midterm

Adding an Exam Score: addExamScore

Adds an exam score for the specified exam for the person at the specified index.

Format: addExamScore INDEX ex/EXAM_NAME sc/EXAM_SCORE

• The exam score must be a percentage accurate to one decimal point, or NIL.
• The exam score can be edited using the same command with a different exam score.
• The exam score can be deleted by entering the exam score as NIL.
• The index must be a positive integer 1, 2, 3, …​

Examples:

• addExamScore 1 ex/Midterm sc/70.0
• addExamScore 1 ex/Midterm sc/NIL

Deleting an Exam : deleteExam

Deletes the specified exam from every student in the student list.

Format: deleteExam ex/EXAM_NAME

• The exam name can only contain alphanumeric characters and spaces.
• The exam name is case-sensitive. e.g. "Physics" will be treated differently from "physics".

Examples:

• deleteExam ex/Midterm

Adding a Submission : addSubmission

Adds a submission to every student in the student list.

Format: addSubmission sm/SUBMISSION_NAME

• The submission name can only contain alphanumeric characters and spaces.
• The submission name is case-sensitive. e.g. "Assignment 1" will be treated differently from "assignment 1".

Examples:

• addSubmission sm/Assignment 1

Adding a Submission Status: addSubmissionStatus

Adds a submission status for the specified submission for the student at the specified index.

Format: addSubmissionStatus INDEX sm/SUBMISSION_NAME ss/SUBMISSION_STATUS

• The submission status must be "Y", "N" or NIL.
• The submission status can be edited using the same command with a different submission status.
• The index must be a positive integer 1, 2, 3, …​

Examples:

• addSubmissionStatus 1 sm/Assignment 1 ss/Y
• addSubmissionStatus 1 sm/Tutorial 2 ss/NIL

Deleting a Submission : deleteSubmission

Deletes the specified submission from every student in the student list.

Format: deleteSubmission sm/SUBMISSION_NAME

• The submission name can only contain alphanumeric characters and spaces.
• The submission name is case-sensitive. e.g. "Assignment 1" will be treated differently from "assignment 1".

Examples:

• deleteSubmission sm/Assignment 1

Sorting the list : sort

Sorts the list of students based on the students attributes.

Format: sort ATTRIBUTE

• Sorts the list based on the attribute lexicographically in increasing order
• Sorts the list based on one attribute at a time
• Empty attributes will be shifted to the end of the list (only for emergency contact name and emergency contact number)
• Unsort the list when the attribute is none

Examples:

• sort name to sort the list based on student's names
• sort register number to sort the list based on student's register numbers
• sort none to unsort the list

Clearing all entries : clear

Clears all entries from the student list.

Format: clear

Exiting the program : exit

Exits the program.

Format: exit

Saving the data

StudentManagerPro data are saved in the hard disk automatically after any command that changes the data. There is no need to save manually.

Editing the data file

StudentManagerPro data are saved automatically as a JSON file [JAR file location]/data/addressbook.json. Advanced users are welcome to update data directly by editing that data file.

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FAQ

Q: How do I transfer my data to another computer?
A: Install the app in the other computer and overwrite the empty data file it creates with the file that contains the data of your previous StudentManagerPro home folder.

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Known issues

1. When using multiple screens, if you move the application to a secondary screen, and later switch to using only the primary screen, the GUI will open off-screen. The remedy is to delete the preferences.json file created by the application before running the application again.
2. If you minimize the Help Window and then run the help command (or use the Help menu, or the keyboard shortcut F1) again, the original Help Window will remain minimized, and no new Help Window will appear. The remedy is to manually restore the minimized Help Window.
3. Certain times, the application may lag, and the student list must be scrolled to update the page.
4. User will need to remove the attendances by the end of the year as students will graduate from the class by the end of the year. Failure to do so will cause the app to crash.

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Command summary