Promote or transfer students to a new class

When a student moves to a new class, changes section, or finishes school, use Promote / Transfer rather than editing their record directly — this keeps their attendance, fee, and exam history attached correctly.

Moving one student

1. Open the student's profile from Students.
2. Click Promote / Transfer.
3. A dialog titled "Promote / transfer student" opens. Read the notice at the top — it explains that:
   • Existing exam results and fee invoices stay attached to the student and remain on record.
   • Going forward, the student follows the new batch's subjects, timetable, and fee structure.
   • Past attendance is unchanged; new attendance is recorded against the new batch.
4. You'll see "Current class / batch" (fixed) and a Move to dropdown listing every batch with its seats left, for example "Class 6 — B (12 seats left)".
5. Pick the destination and click Confirm move.

The student is moved immediately and a confirmation message appears. Click Done to close.

Note: if you try to edit a student's class directly on the Edit form instead, CloudSchool reminds you: "Editing personal details only. To move this student to another class or batch, use Promote / Transfer instead."

Moving several students at once (year-end promotion)

1. Open the class or batch under Classes & Batches and go to its roster.
2. Tick the students you want to move.
3. Choose the destination batch from the dropdown.
4. Click Transfer. You'll be asked to confirm: "Transfer N student(s) to {batch}?" Confirm to complete the move.

Capacity checks

CloudSchool checks the destination batch's seats before allowing a transfer. If there isn't enough room, you'll see a message such as: "Not enough seats in {class} — {batch}: {n} left, {m} selected." You will need to raise the batch's capacity or split the transfer into smaller groups.

Graduating students to Alumni

When a batch finishes school, select the students on its roster and click Graduate. You'll be asked to confirm: "Graduate N student(s)? They move to Alumni and can no longer sign in. You can restore them from the Alumni page if needed." Confirming moves them to Alumni, disables their login, and keeps their last batch on record for history. If you graduate someone by mistake, you can restore them from the Alumni page.

What is preserved

Whichever way you move a student — a single Promote/Transfer, a batch Transfer, or a Graduate — their attendance history, fee vouchers and ledger, and exam results all stay exactly as they were. Only their current class/batch changes going forward. A batch left with no active students automatically becomes inactive, and a dormant batch reactivates as soon as someone is transferred into it.

A word of caution

Moving a student mid-year has real effects on their fee structure and subjects, so only move them once you're sure of the destination batch. There is no single-click undo for a transfer — to reverse one, transfer the student back to their original batch.