Student lookup
(BRP-106 / GA2025.33)
Description
The Student Lookup feature ensures that only verified students can purchase products at student prices. When this feature is enabled, the system automatically checks a person’s student status in the following situations:
At registration: whether the person registers directly in BRP or through the GoActive! app or web.
When staff update a profile: if a staff member manually changes a person’s customer type.
In addition, the feature includes an automatic scheduler that can re-check student status:
A set number of days before a student customer type is due to expire, and
On a specific day each month.
The Student Lookup does more than confirm if someone is a student - it also enforces pricing rules. For example, if a person registers online and tries to purchase a subscription at the student rate, but the system verifies they are not a student, the purchase will be blocked unless they select another price list. The automatic scheduler will also help make sure customers doesn’t continue to pay student prices if they stopped studying since purchase.
This feature is available for Swedish customers only.
If you are interested in getting started, please contact our support. This feature is an add-on and has to be enabled and configured by BRP staff.
Prerequisites
Customer types (specifically Student customer type) must be enabled to get the full functionality of this feature.
If customer types are not enabled, only the Advanced Selection (manual search) of verified students will work. See the Student lookup without using customer types section below.
BRP staff must do the initial configuration. Contact us through the forms on
BRP Support to get started.
Configuration
Rights
BRP Configuration → Staff and resources → Roles
The following rights can be added to the roles of your staff, depending on what they should be able to do:
Student lookup - Manual override
If enabled, the staff will be able to set the Student customer type and change the “Customer type ends” date on a person even if they fail the verification.Student lookup - Bulk check
If enabled, the staff will be able to use “advanced selection” search to check how many persons within the selection are verified students.
Settings
BRP Configuration → Settings → Settings
Setting | Value / Description | Level |
|---|---|---|
Set student customer type based on student lookup
| This setting determines when to set the customer type to Student, based on the result of a student lookup. Choose between the following two values:
| Facility |
Number of days before letting the student customer type expire
| Setting to decide how many additional days a verified student should keep their Student customer type before it expires. Example: This setting is useful to prevent students from being switched to Regular customer type (and in turn regular prices) during the summer/winter break when they are not studying and therefore will not be verified students until the next term. | Facility |
Scheduling
The automatic scheduler can perform student lookups and update the customer type expiration date accordingly. It supports these options:
Look up persons whose student customer type expires in less than x days (default is 7 days).
Look up all persons with the student customer type on one or more specified dates, regardless of their expiration date.
Look up all persons, regardless of customer type, on one or more specified dates.
The automatic scheduler has to be enabled by BRP staff.
Use Flows
Creating a new person from BRP Cloud (Back Office or Point of Sale)
If Student Lookup is enabled and a person number has been added to the person, a student verification will automatically be performed. If the verification is successful (the person is a student), the Student customer type will be displayed as Verified. If the Student customer type is selected, the customer type End Date will automatically be set according to the student lookup data. It is only possible to manually change the “customer type ends” date if the logged in user has the “Student lookup - Manual override” right added to their role.
When creating a person using the Create or update person Wizard, the Student customer type will be preselected if the person turns out to be a verified student. If not, no customer type will be preselected.
If the person fails the verification (they are not a registered student) and the staff tries to set the Student customer type, an error message will appear. If the staff member has the “Student lookup - Manual override” right on their role, they will be able to set the Student customer type anyway.
Creating a new person from GoActive! web or app
If Student Lookup is enabled and a person number has been added to the person, a student verification will automatically be performed regardless of whether the person claims to be a student or not.
If the verification is successful (the person is a verified student) and then selects the Student price list while purchasing a subscription, the person will get the Student customer type and in turn the discounted price (as long as your products have student prices configured). If you have configured the system to set the customer type to Student regardless of if they claim to be a student or not, then the person will automatically get the Student customer type after a successful verification, even if they chose the “Regular” price list.
If the person fails the verification (they are not a registered student) and they try to purchase a subscription for student prices, they will get an error message and option to go back to the subscription selection step.
Updating customer type on existing person
If the customer type is updated manually to Student (either changed on the Member tab of the person card or using the “Verify customer type Wizard”), a student verification will automatically be performed and updated. It is recommended to set an end date to the Student customer type if changed manually.
Bulk check of students
The automatic scheduler can perform student lookups and update the customer type expiration date accordingly. It supports these options (note that option 1 is always enabled):
Look up persons whose student customer type expires in less than x days (default is 7 days).
This parameter will always be enabled. Options 2 and 3 are optional.
Look up all persons with the student customer type on one or more specified dates, regardless of their student customer type expiration date.
Look up all persons, regardless of customer type, on one or more specified dates.
The customer type of a person will only be changed to Student if:
The setting
studentLookupModeis set to “Always look up and set the student customer type, even if they don't claim to be a student”.The person is a verified student according to the student lookup.
The current customer type is “Regular” (persons with other customer types than “Regular” will keep that customer type, even if the lookup says the person is a student).
Important! If a person has customer type Student with a future (more than X days) expiration date, but according to the lookup no longer is a student, the expiration date will be set to X days from now (X = the value from the first parameter).
Manual search
BRP Back Office → Persons → (Advanced selection)
BRP Back Office → Subscriptions → Subscriptions → (Advanced selection)
Staff members with the “Student lookup - Bulk check” right enabled on their role will be able to check a group of customers at once and see if they are verified students or not. This can be done using Advanced selection from both the Persons and the Subscriptions view in Back Office.
Note! No new student lookup will be performed here, the result will show saved information from the last student lookup. The information can therefore be wrong if a person became or stopped being a student since the last check.
Student lookup without using customer types
It is possible to use Student lookup if customer types are not enabled, although the functionality will be limited. If customer types are not in use, BRP will not be able to set a person’s customer type to student if they are verified or change the customer type to Regular if the verification fails. However, the verification process will still be performed and the returned data will be saved. The result can then be found using Advanced Selection (see the section on “Manual search” above). In this case, you could search for persons with a specific Student subscription, and then add the “Student lookup - Not verified” to the selection to get a list of those with a student subscription that aren’t verified students.
In order to get the full functionality of Student lookup we recommend you move toward using customer types. When using customer types, there is no need for separate subscriptions (or other products) for students and non-students. Instead, it is possible to configure “common” subscription products with one price for every customer type. This way, the Student lookup functionality can automatically make sure that all customers gets the right price on their subscriptions.
Contact BRP Support if you want to get started using customer types.
Recommended setup
When getting started with the Student Lookup feature, you might want to run an initial bulk check to see if all exisiting persons with the student customer type are verified or not. To make sure the unverified students don’t immediately lose their student customer type (so you are not overwhelmed with questions), we recommend the following plan:
Give a limited number of staff the “Student lookup - Manual override” right, in case some persons customer type needs to be handled manually.
Since the lookup will start working for all new customers signing up as soon as the feature is activated, you need to make a decision regarding the following settings (read more on the Settings section above):
studentLookupModeadditionalDaysToExpireVerifiedStudentCustomerType
Change the message in your “Customer type expires” follow-up point to match the new routine.
For example: Hi! We have noticed that you are no longer a student in our system. If you are a student but don’t get funds through CSN, you need to register yourself manually at studentkortet.se to keep your student prices.
Enable the automatic scheduler with the following parameters for the initial bulk check:
lookupStudentCustomerTypeExpiresInDays=60 (the default value of this parameter is 7, but since this parameter also determines how many days unverified students will keep their student customer type, we recommend a higher value to give unverified students an initial grace period and time for you to inform customers about the new routine (since they will no longer need to come to the facility to show their student certificate).
lookupAllPersonsWithCustomerTypeStudentOnMonthlyDates=X (X=the day of the month this initial check will run. If the day you run this initial check happens to be on the 7th, set X to 7)
Once you have done these 4 steps and therefore made sure all exisiting students have been checked, you can change the parameters of the automatic scheduler to your preferences.
We recommend keeping the “lookupStudentCustomerTypeExpiresInDays=X” parameter, but changing X to a few days before the follow-up point for expiring customer types run.
For example: If the follow-up point runs 14 days before the customer type expires, set the “lookupStudentCustomerTypeExpiresInDays=15” on the scheduler. That way, the expiry date of the student customer type is checked 15 days before it expires, and they will get the message the next day (unless STUK says the person is a student for longer and the “customer type ends” date will be moved forward).
Important notes
BRP can verify all students who get loans/funds through CSN or are registered to https://www.studentkortet.se/. People who are students but doesn’t get CSN might therefore get the “Unverified” result from a student lookup. In that case, they can manually upload a student certificate to https://www.studentkortet.se/ to become a verified student in BRP. See guide on how to get verified here.
International students can log into studentkortet.se with Freja eID, samordningsnummer (from Skatteverket) or T-number (from the university). However. a Swedish person number is required in BRP to automatically get the “Verified” status.
If a customer type Student and expiration date was set manually after the Student Lookup feature was enabled, the expiration date will not be moved back or removed because of the scheduled lookup, even if the lookup says the person is not a student. However, it will be moved forward in the case that the person is a student and the lookup returns a later date.
Whenever a student lookup is performed, it will be logged (along with the result if the person is a student or not, or if the expiration date has changed) on the history tab of the person card.