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…. A panel opens with:

• Graduation / leaving date — defaults to today; change it to the actual date if you are recording it late.
• Note (optional) — for example "Completed Class 10 — session 2025-26".
• Cancel unpaid vouchers for later months — ticked by default (see below).

Click Graduate N. The students move to Alumni, can no longer sign in, and keep their last batch on record for history. If you graduate someone by mistake, an admin can restore them from Alumni → Directory (Restore).

Removing one student who has left — struck off, transferred out, or issued a leaving certificate

A student who leaves before finishing school is removed from their profile, and you choose the date they left:

1. Open the student from Students and click Archive / Remove.
2. Keep Archive student selected (it is marked Recommended). Every record stays on file — results, fee history, attendance, certificates — and the student moves under Alumni.
3. Set Date of leaving. It defaults to today, but you can pick any earlier date, back to the student's admission date — so a student who was struck off on the 3rd and recorded on the 20th still shows the 3rd. A date in the future is refused.
4. Type the Reason — for example "Struck off", "Transferred to another school" or "SLC issued". It is printed on the leaving certificate and shown on the alumni record and the former-students report.
5. Leave Cancel scheduled fee vouchers for months after the leaving month ticked unless the school wants those months to stay payable.
6. Click Archive student.

The date you set is the Date of Leaving on the printed leaving certificate (Leaving certificate button on the profile) and under Alumni.

Delete record permanently is the other option in the same dialog. It exists only for a record entered by mistake — it is refused automatically if the student has any history — and it asks you to type the admission number to confirm.

What the leaving date changes

• Fees: scheduled vouchers for months after the leaving month that nothing has been paid against are cancelled. The leaving month itself, any arrears, one-off charges and part-paid vouchers stay owed, so the family's final settlement is correct.
• Alumni: the record shows the leaving date and reason, and reports on leavers use it.
• Leaving certificate: prints the date and a "Reason for Leaving" row.

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.