Update Student is the full admission form for one child, opened from their row on a student list. It is how you edit a student's record — bachay ka naam galat likha gaya, father ka mobile number theek karna hai, a wrong class, fee plan, family, photo, documents or status. It edits one record at a time; for a whole group of students use Bulk Edit on the list instead.
Steps
- Open Admissions › Manage Students (or Extras › All Students, Extras › Students By User, Admissions › Admission Queries)
- Click the cog button at the end of the row and choose Update — the student's record opens as an editable form in a new tab
- Edit what you need to
- Click Update and Go Back (returns to the list) or Update and View (opens the printed admission form)
The sections are the same as the admission form (Student Personal Information through Board Information), plus Attachments and an SMS panel at the bottom.
What must be filled
The Update buttons stay greyed until these are present: Student Name, Gender, Admission Date, Father Name, Father CNIC, Guardian Relation, Father/Guardian Mobile, Campus, Class, Section, Group/Discipline, Fee Plan and Current Status. Session must stay filled too — the save is refused without it. Everything else is optional.
Student CNIC/B-Form must be unique — a number another student already carries is refused with "B-Form number has already been taken."
Changing the status
Pick the new value in Current Status. For Graduated, Left, Expelled, Suspended or Duplicate Record a Date of Leaving box appears, pre-filled with today — change it if the child left on another day.
The status is saved only when the status or the leaving date actually changed. Putting a child back to Currently Enrolled in a full class (seat limit on Core › Admission Capacity, hold switched on) still saves, but the child waits under Admissions › Admission Approvals before being counted.
Change a status from the form opened on Manage Students, All Students or Admission Queries. The copy opened from Students By User saves every other field but does not save a status change.
Family, photo, subjects, documents
- Family: choose Existing and pick a family (or type a Family No and press Enter) — father, mother, guardian and address fields fill from that family, replacing what was typed. Update New Family Number gives the child a brand-new family number.
- Photo: jpg or png; a new one replaces the old.
- Student Subjects: clearing the list removes nothing — the old subjects stay when none is selected.
- Attachments: up to 10 files (pdf, doc, docx, txt, jpg, jpeg, png), each with a title; the bin icon on an existing attachment deletes that file when you save.
- Visitors Info: up to three rows; a row with a phone or relation but no name is refused.
Good to know
- Moving the child into a full campus, class or section saves, but the child is held for approval — only the destination is checked.
- Pressing Update without editing anything writes nothing.
- Every saved edit is recorded with your name — see Change Log on the same cog menu.
- If Send SMS is ticked in the bottom panel, a message goes out after saving with the template that matches the status (new admission, admission query or left student). Nothing is sent for Graduated.
- On Manage Students, Update is greyed (not hidden) for users without the update right.
"The Update option is not there" — the Actions column is hidden
If the row has no cog / Actions button at all, the Actions column has been switched off in your grid settings. Bring it back:
- On the student list, click the blue Grid settings button (the cog next to the Print / Excel / PDF buttons above the grid)
- In Find a column, type Actions
- Tick Actions and press Save Changes
The Actions column is back on the grid, and Update (and the other row options) are in it again. The setting is saved for your login.
📺 Grid Setting EDUBase Cloud — https://youtu.be/NzPlUo-cw3o
Watch
📺 Attach and Download Student Documents — https://youtu.be/llX2JOzaU5M