In EDUBase, Batch transfer and promotion moves a whole class to the next class and session in one action. Mark leavers first, promote, then apply the Yearly fee increment; the Fee Audit Report keeps last year's fee figures unchanged.
What should be ready before the year-end promotion?
Promotion goes smoothly when the next academic year already exists in the system and the results that decide who moves up are final. A short check before you start saves corrections later.
Classes, sections and sessions are set up once in School Setup and reused everywhere, so the class and session you are promoting into must exist before you begin.
- Create the new academic session that student records will move into.
- Confirm which classes run at each campus and which sections each class has.
- Review Admission Capacity so seat limits per class or section suit the new year's numbers.
- Finalise marks on the award lists and check positions and pass rules in Examinations, so you know which students are moving up.
- If you use Academic Duration, set the new academic year dates so attendance and exam entries fall inside the right year.
How should I handle leavers and repeating students?
Deal with students who are not moving up before you promote the class. Students leaving at year end should be marked as left with a leaving date. Their history stays in the system, and the Students Not Currently Enrolled view keeps their old dues, challans and payment history reachable.
For students repeating the year, promote the class as normal and then use Bulk update to set the correct class for those students, or change each one's record individually. Every change to a student's class, fee or status is shown in the student change log, with who made it and when.
How does promoting a whole class work in EDUBase?
The Batch transfer and promotion feature in Student Management promotes a whole class to the next session, or moves students between sections and campuses, in one action. You do not need to open and edit each child's record.
A typical year-end routine for admin staff looks like this:
- Choose the campus and the class or section you are promoting.
- Choose the class, section and session the students are moving into.
- Run the promotion for the class in one action.
- Repeat for each class, normally starting from the highest class so that classes do not overlap.
- Correct any individual exceptions afterwards with Bulk update or the student's own record.
What happens to fees when students move up?
Promotion changes the class and session on each student's record. It does not by itself change last year's fee history. The Fee Audit Report shows historical fee collection by the class and session at the time of billing, so last year's figures are not affected by later promotions.
Unpaid balances carry forward automatically into the next challan, and a month-wise breakdown of old dues can print on the voucher. New-session fees are a separate step that you control.
- Use Yearly fee increment to raise fees for the new session across students in one operation.
- Use Bulk update to change the fee plan for many students at once if the new class has a different plan.
- Check Fee Intimation before generating the first challans of the new session, to confirm what families will be asked for.
Can I move students between sections or campuses at the same time?
Yes. The same Batch transfer and promotion feature moves students between sections and between campuses. This is useful when sections are rebalanced for the new year or when a multi-campus school moves a senior class to another branch.
Staff with rights to several campuses switch campus from the top bar, and owners see all campuses, so the receiving campus can check its new class list straight away. Admission Capacity limits still apply to the class or section being filled.
How do I check the promotion was done correctly?
Because admissions, fees, attendance and exams all read from the same student records, a promoted child appears in the new class across the system without retyping. A few checks confirm that nothing was missed.
- Open the student change log to see class changes made during promotion.
- Read User Logging for a plain-sentence record of who changed which records, with the changed fields highlighted.
- Use Student 360° to view a child's journey timeline, which lists admission, class changes and promotions in order.
- Run AI Account Scanning & Auditing to list records that look contradictory, such as a student marked enrolled with a leaving date, for a person to confirm.
Ways to move students to a new class in EDUBase
| Approach | Best used for | What it changes | Points to watch |
|---|---|---|---|
| Batch transfer and promotion | Promoting a whole class at year end, or moving groups between sections and campuses | Class, section, session or campus for the selected class in one action | Mark leavers first and work from the highest class downwards |
| Bulk update | Fixing exceptions after promotion, such as repeating students or new fee plans | Class, section, status, fee plan or any other field for many students at once | Choose the students carefully; changes appear in the student change log |
| Editing one student's record | A single student repeating, changing section or moving campus | Only that student's details | Slow for whole classes; best kept for one-off cases |
| Upload Students from Excel | Adding or updating many student records from a spreadsheet | Student records added or updated in bulk, processed in the background | Better suited to onboarding and data correction than routine promotion |
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.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- Student 360° — One child, one screen: profile, attendance, marks, position, fee, conduct, meetings and siblings.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- AI Assistant & Automation — Ask the built-in assistant in English or Roman Urdu, speak instead of type, and let it fill forms.