Managing Learners
What happens after admission — transfers, promotion, leavers, duplicates and corrections.
Admitting a learner is a one-off. Everything after that is the long work: they change stream, repeat a year, go on to the next class, leave and sometimes come back. This guide covers keeping those records right, and the few operations that need care.
The learner profile
Open any learner from Learners. The profile brings together everything DRAIS knows about them in one place:
- Details — name, admission number, date of birth, gender, photo.
- Enrolment — current class and stream, and the history of previous ones.
- Guardians — contacts, and which of them have parent portal access.
- Attendance — daily record and summary for the term.
- Results — marks by term, and report cards generated for them.
- Fees — charges, payments and current balance.
- Fingerprint — enrolment status and which device holds it.
[ Screenshot: Learner profile with the section tabs ]
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The fingerprint panel tells you not just whether a learner is enrolled but where in the process it is stuck if they are not — captured but not distributed, distributed but never scanned, and so on. That is usually enough to fix the problem without contacting support.
Moving a learner between classes or streams
- 1
Open the learner and choose Change Class
From the profile, or in bulk from Learners → Reassign when moving several at once. - 2
Pick the new class, stream and term
DRAIS closes the current enrolment and opens a new one. - 3
Confirm
Previous marks, attendance and fees stay exactly where they were — attached to the enrolment they were recorded under.
A learner who moves from S1 East to S1 West in Term 2 keeps their Term 1 record under S1 East. That is correct: the Term 1 report card should say S1 East, because that is where they were. DRAIS never rewrites past enrolments to match the present one.
End of year: promotion
At the end of an academic year you move whole classes up at once fromLearners → Promotion.
- 1
Choose the year you are closing and the year you are opening
Create the new academic year and its terms first if you have not already. - 2
Map each class to its successor
P4 → P5, S3 → S4, and so on. Final-year classes map to Leaving. - 3
Mark the exceptions
Repeaters stay in their current class. Learners not returning are marked as leaving. - 4
Preview, then run
DRAIS shows exactly how many learners move where before anything is written. Read that screen properly — it is much easier than unwinding afterwards.
Run promotion once, after results are final. Running it twice creates a second set of enrolments. If you are unsure whether it has already been run, check the current class of a few learners before proceeding.
Learners who leave
Mark a learner as left from their profile — with a reason and a date. They stop appearing in class lists, registers and mark sheets from that point, while everything they accumulated stays intact and searchable.
Two follow-ups are worth doing at the same time:
- Remove their fingerprint from the device. Otherwise the device keeps recognising them locally. DRAIS can queue this for you from the learner profile.
- Settle or write off the fee balance, so your outstanding figures stay meaningful.
If they come back
Do not admit them again as a new learner. Find the existing record and re-enrol them. Re-admitting creates a duplicate, splits their history in two, and takes far longer to fix than to avoid.
Duplicates
Duplicates happen — the same child admitted twice with slightly different spellings, or once by the office and once during a bulk import. The symptom is usually attendance that looks wrong: half the days under one record, half under the other.
Go to Learners → Duplicates. DRAIS groups likely duplicates by name and shows you what each record holds. You choose which record to keep, preview exactly what will move, and merge.
- All attendance, marks and payments move to the record you keep.
- The other record is archived — recoverable, not destroyed.
- The whole operation is logged.
Most duplicates are created at admission by staff who search for "Nakato", find nothing because the record says "Nakatto", and create a new one. Search by admission number, or by part of a name rather than the whole name, before admitting.
Correcting details
Names, dates of birth and guardian contacts can be edited directly on the profile. Changes are recorded in the audit log with who made them and when.
| Admission number | Changeable, but think first — it appears on printed documents already issued. If the number is simply wrong, correct it. If the learner has a new number for administrative reasons, consider whether that is really the same record. |
| Name | Safe to correct. Note that if the fingerprint was enrolled on the device keypad under the old spelling, the device will still show the old name until it is re-synced. |
| Class | Use Change Class rather than editing — it keeps the enrolment history right. |
Deleting a learner
Removing a learner moves them to Trash, where an administrator can restore them. Before permanent deletion, DRAIS shows what else would be affected — the reports, attendance records and payments attached to them.
In almost every case the right action is to mark a learner as left, not to delete them. Deleting is for genuine mistakes — a record created twice, or a test entry. A learner who actually attended your school should keep their history.