Moving Schools
A pupil transferring between schools — cleared before they go, their record released as a package the family carries, and admitted at the other end by a person rather than an import.
A child’s record should travel with the family, not behind their back.
Most systems treat a transfer out as a status change and a transfer in as a spreadsheet. Neither school ends up with a defensible answer to “what did you send about my child, and to whom”. This walkthrough follows the other way of doing it: the leaving school clears the pupil, releases a defined package of records, and issues a one-time code on the leaving certificate. The family carries that code to the next school, who redeems it and reviews what arrived before anybody joins a roster. Every screen below is the real application, live with sample school data.
On this page
Nothing is released until the pupil is cleared
A transfer out is an exit first. It runs through the same clearance the school uses for every other departure, which means a pupil cannot quietly leave with unpaid fees, library books on loan or school property unreturned — and if the school waives something, the waiver is on the record with a name against it.
The transfer is raised as an exit
Choosing “transfer” as the exit type is what puts a departure on this queue. The pupil stays enrolled and fully active while it is worked through — raising an exit deliberately changes nothing about their record.
What the pupil still owes, across every module
Fees, library loans, hostel, inventory, the school store, the clinic — each module answers for itself rather than one service guessing on their behalf. The bursar can clear fees without holding the power to authorise the transfer.
The exit, ready to release
With clearance satisfied, the exit can be completed and the records released in one action. This is the point of no return: the pupil moves to “transferred”, their enrolment closes, and the package is built.
Ready to run your school on this?
Every screen in “Nothing is released until the pupil is cleared” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
A defined package, and a code the family carries
The release is not a copy of the pupil’s row. It is a package assembled tier by tier from a fixed contract — identity and placement, then the academic record — with everything else deliberately left behind. What crosses is recorded; what does not cross is recorded too.
The released transfer
Fifty tables in the system carry a foreign key to a pupil. Almost none of them belong to another school, so the package is built from a named list rather than copied wholesale — the difference between a contract and an accident.
The leaving certificate
A signed PDF the family takes with them, carrying a code that keeps working until a school actually admits the child. It is the whole handover when the next school is not on EaseAcademia — which, realistically, is most of the time.
See this on your own school’s data.
Every screen in “A defined package, and a code the family carries” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Records arrive because a family asked, not because a school pushed
The receiving school never browses the leaving school’s roster, and the leaving school never writes into the receiving school’s data. The only thing that passes between the two tenants is the code the family hands over — which means no school can disclose a child’s record to a destination the family did not choose. What the code buys is an application, reviewed like any other.
The admissions queue, before anything has arrived
A pupil moving in is an applicant, so an arrival lands in the same queue as every other. Until a code is redeemed there is genuinely nothing here — no pre-loaded pupil, no pending notification, nothing sitting in the tenant waiting to be accepted.
Redeeming the code
The registrar types the code from the certificate and the pupil’s date of birth, then says which intake and grade the child is joining. The code identifies the transfer; the code together with the date of birth is what authorises the records to be disclosed — a certificate dropped in a car park is not enough on its own.
A person reads it before a pupil exists
What arrives is an application, not a pupil. The released records sit on it as evidence — the officer reads them, weighs them like any other application, and moves it along the same pipeline: review, offer, acceptance.
Admitted, with a fresh identity
Provisioning turns the accepted application into a real student here — with this school’s own registration number from this school’s own series, and their own login. The previous number is kept as reference, never reused.
Set this up for your team.
Every screen in “Records arrive because a family asked, not because a school pushed” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The half that is usually invisible
Families are the ones who actually move a child between schools, and in most systems they are the only party with no visibility of it at all. Here they are the ones carrying the record — which is both the practical route and the honest one.
A parent who can see where things stand
The guardian sees their ward’s standing at the school they are leaving — what is still outstanding, and when the transfer completed. They hold the certificate, so the handover cannot happen without them.
Ready to run your school on this?
Every screen in “The half that is usually invisible” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.