In EDUBase, set the Roll Number Series to number students automatically school-wide or per section on admission, then assign exam roll numbers and halls on the Examinations menu and print roll number slips from the same place.
What are the two kinds of roll numbers a school manages?
Most schools work with two numbers. The first is the student's own roll number, given at admission and used on registers, attendance and records throughout the year. The second is an exam roll number, used for a particular examination, often alongside a hall or room allocation.
EDUBase handles both. Admission roll numbers live with the student record in Student Management & Admissions, while exam roll numbers, exam halls and roll number slips sit on the Examinations menu with date sheets.
How do I set up automatic roll numbering by section?
Automatic numbering is optional. In School Setup, the Roll Number Series setting lets you choose whether the system assigns the next roll number across the whole school or separately within each section. Because sections belong to classes, per-section numbering gives each class section its own sequence.
Once the series is set, each new admission receives the next number automatically, so the office no longer has to check the register for the last number used.
- Open the school setup settings and choose the Roll Number Series option.
- Pick school-wide numbering or per-section numbering.
- Make sure your classes, sections and campus-classes are set up first, so new students land in the right sequence.
- Admit students as normal; the next roll number is assigned on admission.
What if my existing students already have roll numbers or need renumbering?
Schools moving from paper registers or another system usually already have numbers. These can come in with the student data during onboarding, when the EDUBase team loads your records from an Excel template. After go-live, Upload Students lets you add or update students in bulk from Excel, and large files run in the background with an in-app notification when they finish.
For smaller corrections, Bulk update lets you change class, section, status, fee plan or any other field for many students at once, so you do not have to open each profile. Every change made by staff is recorded in User Logging, showing who changed what.
How do I assign exam roll numbers and exam halls?
Before an examination, go to the Examinations menu, where date sheets, roll number slips and exam-hall allocation are kept together. Assign exam roll numbers to the students sitting the exam and allocate them to halls.
Doing this on the same menu as the date sheet means the office can prepare the timetable, the seating and the slips in one sitting, working class by class.
- Build the date sheet for each class.
- Assign exam roll numbers to the students in each class.
- Allocate students to exam halls.
- Print the roll number slips and the date sheets.
How do I print roll number slips for a class?
Once exam roll numbers and halls are assigned, roll number slips are printed from the Examinations menu. Work through one class at a time so slips can be handed out by class teachers.
Every award list and exam report in EDUBase can be printed or exported, so the office can keep a printed or Excel copy of the roll number list for invigilators and the exam hall notice board.
How does this connect to the rest of the system?
Because roll numbers are held on the same student record that fees, attendance and exams read from, a student's number follows them through award lists, result cards and reports. When you promote a whole class with Batch transfer and promotion, the students move together into the new session, and you can then renumber them in bulk if your school resets numbers each year.
Staff rights can be set per user, per screen and per action, so you can let exam staff assign exam roll numbers and print slips without giving them access to change admission records.
Ways to assign and manage roll numbers in EDUBase
| Approach | How it works | Best suited for |
|---|---|---|
| Automatic, school-wide | Roll Number Series assigns the next number across the whole school on admission | Schools that want one unique number per student |
| Automatic, per section | Roll Number Series runs a separate sequence for each section on admission | Schools that number students class by class |
| Manual entry | Office staff type the roll number on the admission form when automatic numbering is off | Schools with an existing numbering scheme |
| Bulk update | Change a field for many selected students in one action | Renumbering after promotion or correcting a batch |
| Excel upload | Upload Students adds or updates students in bulk from an Excel file | Migrating existing registers or another system |
| Exam roll numbers | Assigned on the Examinations menu with exam halls, then printed as roll number slips | Board-style exams, mid-terms and finals with seating |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.