Placement and promotion

School Admin

How to enrol, transfer, promote and withdraw students, and how placements behave across academic sessions.

How placements work

• A student has at most one placement per academic session: a division and a roll number.
• Enrol, Transfer and Withdraw always act on the current session. You cannot choose a different session.
• Promote adds a placement in a later session and leaves the current one untouched.
• Placements are never deleted. Attendance, results and fees stay attached to the placement they were recorded under.
• The student list and profile header show the current-session placement. Students without one show Not enrolled this year.

All four actions are in the Enrolment history section of the student profile. Transfer, Promote and Withdraw only appear once the student has a placement.

Before you start

• A current academic session. Without one, Enrol, Transfer and Withdraw fail with "This institution has no current academic session yet." See Academic sessions.
• For Promote, a later session must exist (for example 2027-28 while 2026-27 is current). It does not have to be current.
• The target division exists and is inside your access. Division lists only show "units inside your own access".

Enrol

Places the student in a division for the current session.

1. On the student's profile, click Enrol.
2. Enrol {first name}: choose Division (required) and, optionally, Roll number.
3. Click Enrol. The message is "Enrolled."

• If the student already has a current-session placement, Enrol replaces it without warning and without checking roll numbers. Use Transfer to move students.
• The joining date is set to today and cannot be changed.
• Failure message: "Couldn't enrol this student."

Transfer

Moves this session's placement to another division, for example from 8-A to 8-B after a section change.

1. Click Transfer. The dialog Transfer {first name} says "Moves this year's placement out of {division}. Attendance and results already recorded stay attached to it — only where this student sits from now on changes."
2. Choose Move to (required). The current division is not offered.
3. Optionally enter Roll number. The hint says "Leave empty to let the new division assign one." In fact, nothing assigns roll numbers automatically; enter one if you need it.
4. Click Transfer. The message is "Transferred."

Message	Cause
"This student has no placement this year to move"	No current-session placement. Use Enrol.
"Roll number N is already used in that division"	Choose another roll number.
"That class is outside the ones you work with."	The target division is outside your access.

The audit trail records the division the student moved from.

Promote

Adds a placement in a later session, for example 9-A in 2027-28. The 2026-27 placement stays exactly as it is.

1. Click Promote. The dialog Promote {first name} says "Adds a placement in a later year. {current session} stays exactly as it is, so this term's attendance and results keep pointing at {division}."
2. Choose Academic year (required). Only sessions starting after the current one are listed, and not ones the student is already placed in ("Later years only, and none this student already holds a placement in.").
3. Choose Division (required).
4. Optionally enter Roll number.
5. Click Promote. The message is "Promoted."

If no later session is available, the dialog shows: "There is no later academic year to promote into — either the institution has not set the next one up yet, or this student is already placed in all of them. Add the next year first, in Academic setup." Create it in Academic sessions.

Message	Cause
"This student already has a placement in that year"	The student was already promoted or enrolled into that session.
"Roll number N is already used in that division"	Choose another roll number.

Promote before you switch the current session

Promote only offers sessions after the current one. Once the new session is made current, it is no longer "later", and Promote cannot target it. Students without a placement in the new session then have to be placed with Enrol instead. See Year-end promotion.

Withdraw

Records that a student has left. The student's record and history are kept.

1. Click Withdraw. The dialog Withdraw {first name} says "Takes this student off the {division} register from the date below. Their record and everything attached to it is kept — this is a departure, not a deletion."
2. Left on (required, defaults to today): "Attendance is not expected of them from this date."
3. Reason (optional, up to 200 characters): "Optional, and kept on the record — the question asked six months later is usually why."
4. Click Withdraw. The message is "Withdrawn."

If the student has no current-session placement, the message is "This student has no placement this year to close".

Year-end promotion

The full sequence for moving the whole school into a new session is in Year-end promotion. In short:

1. Create the next session without making it current.
2. Promote each continuing student into the next session's division.
3. Withdraw leavers while the old session is still current.
4. Make the new session current.
5. Enrol anyone still showing Not enrolled this year.

Bulk promotion from a spreadsheet does not work yet. See Bulk import.

Alumni and inactive students

The student list has Inactive and Alumni filters, but no screen can change a student's status. Only data loaded outside the app can have these statuses.

Limitations

Withdrawn students still show as Active

Withdrawing only records the leaving date on the placement:

• The student's status stays Active. They remain under the Active filter with their division badge and count towards Active students.
• The Reason is kept only in the audit trail. It is not shown on the profile.
• Linked parents keep access to the child's pages.

Keep your own list of withdrawn students, or search the audit trail for withdrawals.

Other limitations

• Enrol accepts any unit level (zone, branch, standard or division) and replaces an existing placement without checking roll numbers.
• No undo. A withdrawal cannot be reversed from the app. Enrolling the student again updates their division but does not clear the leaving date.

Who can do this

Action	Permission needed	School Admin	Teacher
Enrol	Update students	Yes	No
Transfer	Transfer students	Yes	No
Promote	Promote students	Yes	No
Withdraw	Update students	Yes	No

Without the permission, the button is greyed out, for example "You don't have permission to transfer students."

Related

• Student profile
• Year-end promotion
• Academic sessions
• Bulk import