Correct learner records and class placement
Correct an existing learner’s details or move their current class placement without creating a duplicate record.
Checked on 29 October 2026
Overview
Use Edit for incorrect learner details and Transfer for class placement. Start from the existing learner record and confirm the person carefully before changing it.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use an account with school-approved administrative access. Check the school name before managing people or classes. If the action is unavailable, ask the school owner or administrator to confirm your access.
Before you start
Open the intended school and check its current academic year. Use the school’s checked staff, class and learner lists; resolve duplicate records before adding more.
Have the school’s corrected details and agreed destination class. Check the current year and discuss a class move with the responsible class teacher or administrator.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Full name | Required in this form | Enter the learner’s checked name in full. Search existing records first. | The school’s verified learner record. |
| Gender | Required in this form | Check and choose the recorded value. The add form has an initial selection; do not accept a default without checking. | The learner details checked by the school. |
| Admission number | Optional | Use the school’s existing admission number where applicable. Check that it does not belong to another learner. | The school’s admission register; agree any use of a generated reference with the administrator. |
| NEMIS number | Optional | Enter only where applicable to the school’s national system. It is not a universal learner identifier. | The learner’s checked official record, where this field applies. |
| Assessment number | Optional | Optional, but a supplied value must match the accepted format: one letter followed by nine digits. Do not invent an identifier. | The applicable official record; ask the administrator if your national identifier uses a different format. |
| To Class | Required when applicable | Choose the intended destination class in the same school and the correct year. | Available destination classes permitted for your role. |
In Edit learner, correct the details and Save. To change placement, choose Move to class in the Transfer section and select Transfer once; it saves separately from the details. Check the school year before opening the learner. The selected-learners transfer dialog also has an Academic year choice. Verify the new class afterwards.
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Class choices | Classes already created for the school and academic year. | Confirm the school year and create classes first. | Check the year, class setup and your access; a different search will not create a class. |
| Teacher choices | People connected to the school as teachers, filtered by the allocation screen. | Confirm membership and the teacher role first. | Check pending invitations, existing assignments and the person’s role. |
Desktop walkthrough
In Edit learner, correct the details and Save. To change placement, choose Move to class in the Transfer section and select Transfer once; it saves separately from the details. Check the school year before opening the learner. The selected-learners transfer dialog also has an Academic year choice. Verify the new class afterwards.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓- Find the learner under Learners and open the existing record. Check the name, admission reference and current class before proceeding.
- Open the learner profile and choose Edit to correct details. Check Full Name, Gender and applicable identifiers, then select Save.
- In Edit learner, correct the details and Save. To change placement, choose Move to class in the Transfer section and select Transfer once; it saves separately from the details. Check the school year before opening the learner. The selected-learners transfer dialog also has an Academic year choice. Verify the new class afterwards.
- Confirm the corrected details and current class in the existing record. Review both source and destination class lists before recording attendance or assessment again.
- Reopen the learner and check the destination class. Review the relevant class lists and registers with the class teacher. Ask the administrator for the appropriate year-transition or school-transfer workflow when that is the actual task.
Follow the highlighted controls alongside the written steps. After the action, return to the list and verify the saved record.
Mobile walkthrough
On your phone, open the school navigation and choose Learners. Check the year and class filter before searching for a learner or opening an add or import action.
Check the school, person or class before starting.
Screen walkthrough · 0:45Download GIF ↓Tap a field to enter or choose a value. Close the keyboard if it covers the lower fields or final button. Review the form from top to bottom before submitting; leaving a drawer is not proof that a change was saved.
Return to the relevant list after the action and reopen the item to check it. On a shared phone, sign out when you finish. Keep the written steps available while you follow the highlighted screen areas.
Save and verify
Confirm the corrected details and current class in the existing record. Review both source and destination class lists before recording attendance or assessment again.
Troubleshooting
The intended destination is not available
Check the current year, school and your class responsibility. Non-administrator choices may be restricted to permitted classes or levels; ask the administrator to review the move rather than changing the learner’s identity.
An option or person is missing
Check the school, your role, the academic year and the upstream setup first. Clear search filters and wait for lists to load. If the option is still missing, ask the administrator to check membership, class setup or allocation.
The action is blocked or the response is unclear
Read the message beside the field and correct the specific entry. If a request may already have completed, refresh and inspect the saved list before trying again. Avoid repeated submissions that could add duplicates or send messages twice.
