Change the student's status to left and record the leaving date instead of deleting the record. EDUBase keeps their history, and the child moves to Students Not Currently Enrolled, where old dues, challans and payment history stay reachable.
Why mark a student as left instead of deleting the record?
When a child is struck off, the school still needs their past records. Families come back for leaving certificates, auditors ask about last year's collection, and old dues may still be outstanding. Deleting a student record generally removes the link between the child and everything billed or recorded against them, which is hard to undo.
In EDUBase, a student has a status: active, inactive or left. Marking a leaver as left with a leaving date takes them out of the current lists while keeping their history in place.
- Old dues and challans stay attached to the child.
- Payment history remains complete for audits and disputes.
- The record can be re-activated if the child returns.
How do I mark a student as left in EDUBase?
Open the student's record in Student Management & Admissions and change the status. The steps are short, but record the leaving date accurately, because it is what separates the child's enrolled period from the time after they left.
- Find the student and open their profile.
- Change the status to left.
- Enter the leaving date.
- Save the record; the change is written to the Student change log against your user name.
Where do left students and their old dues appear?
Leavers move to Students Not Currently Enrolled, a separate view that keeps their old dues, challans and payment history reachable. This keeps your active class lists clean without losing anything the finance office needs.
Fee reporting is also protected. The Fee Audit Report shows historical collection by the class and session at the time of billing, so promotions and leavers do not change last year's figures. Payment History still lists every payment a student or family has ever made.
- Students Not Currently Enrolled: leavers and their outstanding dues.
- Payment History: every payment made by the student or family.
- Fee Audit Report: historical collection, unaffected by later changes.
- Excel export: every fee report exports to Excel or CSV.
Can I mark several students as left at once?
Yes. At the end of a session several children often leave together. Bulk update lets you change status and other fields for many students at once, so you do not have to open each profile. Check the leaving dates carefully before saving a bulk change, as each child's history depends on them.
How do I issue a leaving certificate without creating duplicates?
School leaving certificates are printed from the Certificates, Cards & Print Designs module using your own wording and branding. The Certificates log records who was issued which certificate and when, so the office can check before printing another copy for the same child.
What if a student returns or was marked as left by mistake?
A returning child can be re-activated, and their earlier history is still there. If a status was changed in error, the Student change log shows who changed the student's class, fee or status and when, and the User Logging page shows the change in plain sentences with the record opened and the changed fields highlighted.
The AI Account Scanning & Auditing feature can also list records that look contradictory, such as a student shown as enrolled with a leaving date, for a person to review and correct. It changes nothing automatically.
Ways to handle a student who is leaving the school
| Option | What happens to the record | Old dues and payment history | When to use it |
|---|---|---|---|
| Mark as left with leaving date | Student leaves active lists and appears in Students Not Currently Enrolled | Stay reachable alongside challans | Normal struck-off or withdrawal |
| Bulk update status | Many students changed in one action | Each child's history kept | Several leavers at session end |
| Re-activate a left student | Student returns to active lists | Earlier history still attached | A child re-joins the school |
| Delete the record (general approach) | Record removed | Link to past billing and payments is generally lost | Rarely appropriate for real students |
| Data truncate (controlled) | Data cleared under strict rights, with the action logged | Cleared with the data | Removing demo or test data only |
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.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- 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.