Find the child among the left students, change their Student Status back to active, and then check their class, section and fee plan. Their old history, dues and challans stay on the same record, so you do not create a second one.
Why re-activate the old record instead of admitting the child again?
When a child leaves, EDUBase does not delete anything. The student is marked with a leaving date and moved out of the active list, but the profile, family link, challans and payment history are all kept. When the same child returns, the cleanest route is to bring that record back rather than start a new one.
Re-activating keeps one child on one record. Fees, attendance and exams then read the same history as before, and nobody has to retype guardian details, photos or documents.
How do I find a student who has left?
Students are kept as active, inactive or left. Leavers are listed in a separate view called Students Not Currently Enrolled, so they do not clutter class lists but remain reachable.
Use that view to find the child by name or family. Open the record and check that it is the right child, particularly where siblings share a family number.
- Confirm the name, guardian and family number.
- Look at the leaving date and the old class.
- Note any dues or challans left on the record before the child returns.
What are the steps to re-activate the student?
The fact-by-fact screen path depends on your portal's menus, so follow the steps below in order. The aim is to change Student Status from left back to active and then make the record current.
- Open the student from Students Not Currently Enrolled.
- Change the Student Status back to active.
- Review the leaving date so the record does not look contradictory, for example a child shown as enrolled with a leaving date.
- Set the class and section the child is joining now, and confirm the session.
- Check the class has seats, because Admission Capacity limits can stop admissions or send them to approval.
- Review the fee plan and save.
What happens to old dues, challans and payments?
The child's old challans and payment history stay on the record, which is why leavers remain visible in Students Not Currently Enrolled. Unpaid balances roll into the next challan, and a month-wise breakdown of old dues can print on the voucher.
Before the first new challan, decide how to treat any earlier balance. If the fee has changed since the child left, use the per-student fee change or bulk update to set the correct fee plan.
- Open Payment History to see everything the family paid earlier.
- Use family grouping so the child's vouchers and receipts work with siblings.
- If a discount is requested on return, it can wait for a manager's approval.
How do I check the change was recorded correctly?
Every change to a student's fee, class or status is shown in the student change log, with who made it and when. Use it to confirm the re-activation and to answer questions later.
The User Logging page also shows who created, changed or deleted a record. The AI Account Scanning & Auditing feature runs a read-only scan that lists records that look contradictory, such as enrolled with a leaving date, for a person to confirm. Nothing is changed automatically.
Which approach suits which situation?
Most returns are simple re-activations. The table compares the two common approaches.
Re-activating the old record compared with entering a new admission
| Approach | What it involves | History and dues | Best when |
|---|---|---|---|
| Re-activate the old record | Find the child among left students, set Student Status to active, update class, section and fee plan | Old challans, payments and profile stay on the same record | The same child is returning to your school |
| Enter a new admission | Fill the admission form again with guardian details, family number, session and fee plan | The earlier history stays on the old record, separate from the new one | Your school decides to treat the return as a fresh admission |
| Approval step | Route the admission through approval when a class is full or a discount is requested | A manager's decision is kept with the record | A returning child needs a seat in a full class or a discount |
Related modules
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- 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.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- 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.