Use EDUBase's Batch transfer and promotion to promote a whole class to the next session or move students between sections and campuses in one action. To change fields such as class or section for many students, use Bulk update.
Which tool moves students to another section, class or campus?
EDUBase's Student Management module has two features for this job. Batch transfer and promotion promotes a whole class to the next session, or moves students between sections and campuses, in one action. Bulk update changes class, section, status, fee plan or any other field for many students at once.
Both work on the existing student record, so nobody is re-admitted and nothing is retyped. Fees, attendance and exams read from the same record, so they see the child in the new place.
- Promoting a class at session end: Batch transfer and promotion.
- Shifting students to a different section or campus: Batch transfer and promotion.
- Changing class, section, status or fee plan for a chosen group: Bulk update.
How do I promote a whole class to the next session?
Promotion is normally done once a year, after results are final. The steps below describe the process in general terms, because the exact screen labels depend on how your school has set up the menus.
- Check that the next session and the classes and sections for it exist in School Setup.
- Confirm that the Admission Capacity limits for the receiving class or section have room.
- Open Batch transfer and promotion and choose the class you are promoting and the destination session and class.
- Review the list of students, then apply the action.
- Open a few student profiles to confirm the new class and session.
How do I move students to another section or campus?
Moving students between sections is the same batch action, with a different destination. Choose the students' current class and section, then the new section. For a campus move, choose the other campus as the destination.
Campuses and their classes are defined in School Setup, so the destination campus must already run the class you are moving the students into. Staff with rights to several campuses switch campus from the top bar, so check that your login has access to both campuses before you begin.
- Section change: pick the new section for the same class.
- Campus change: pick the destination campus and the class it runs.
- Check the destination campus's fee plan and challan settings afterwards.
When should I use Bulk update instead?
Use Bulk update when you want to change one or more fields for a group of students without a full transfer. It can set class, section, status, fee plan or any other field for many students at once.
This suits corrections, such as putting a handful of students into the right section after a timetable change, or assigning a fee plan along with the move.
- Use it for a few chosen students rather than a whole class.
- Change the fee plan in the same pass when the new class has a different fee structure.
- Review the selection before saving, because the change applies to everyone selected.
What happens to fees, attendance and records after a move?
Because the student record is shared, the new class and section appear wherever the student is listed. Fee plans do not change by themselves when a child changes class, so check the plan and challans for the new class.
Every change to a student's fee, class or status is recorded in the Student change log, which shows who made the change and when. Reports such as the Fee Audit Report keep historical collection by the class and session at the time of billing, so later promotions do not alter last year's figures.
Students who leave are handled separately. Mark them with a leaving date rather than transferring them. Their old dues, challans and payment history stay reachable in Students Not Currently Enrolled, and a returning child can be re-activated.
What should I check before a large promotion?
A short checklist prevents most mistakes. Approvals and user rights are also worth planning, because only users with the right privileges should change student records.
- Final results are published and any marks you still need are entered.
- Pending fee dues are understood, since unpaid balances roll into the next challan.
- Destination classes, sections, sessions and campuses exist.
- Capacity limits are set for the receiving class or section.
- The right staff have rights to the student screens and the campuses involved.
- You can read the Student change log afterwards to confirm the result.
Choosing between Batch transfer and promotion and Bulk update
| Task | Batch transfer and promotion | Bulk update |
|---|---|---|
| Promote a whole class to the next session | Yes, in one action | Not the intended tool |
| Move students between sections | Yes | Yes, by changing the section field |
| Move students to another campus | Yes | Use the batch transfer instead |
| Change fee plan for many students | Not its purpose | Yes |
| Change student status for many students | Not its purpose | Yes |
| Audit afterwards | Student change log | Student change log |
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.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.