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Before you start
- The student’s enrollment must be Active. A suspended student can’t be transferred. See suspend, drop or reactivate an enrollment.
- The new group must be Planned or Active, and have a free seat.
- If the student’s invoice for the current period is still a Draft, issue it first.
Steps
1
Open the student's row
In the sidebar, select Groups, select the student’s current group, then on the Students tab, select the ⋯ button next to the student.You can also start from the student’s page: on the Enrollments tab, select the ⋯ button next to the group.
2
Choose the new group
Select Transfer to another group, then select the New group. You can search by group or course. Groups the student is already in are marked Already in this group and can’t be selected. The new group can be in another branch.
3
Set the transfer date
The Transfer date is the student’s first day in the new group. Their last day in the old group is the day before.The date can be today or earlier, but not in the future. It must be after the day the student enrolled, and no earlier than the start of the current billing period.
4
Add a reason
Optionally, enter a reason in Reason (optional). It’s shown on the credit note.Select Next.
5
Review the transfer
Cohort shows exactly what will happen before anything is saved:
- Groups & dates: the student’s last day in the old group and first day in the new one, free seats and any schedule clashes
- Billing: the credit for the old group, the new group’s invoice, and how much is due now
- Teacher payroll: how the teachers’ pay changes, if they’re paid a share of tuition
6
Confirm
Select Confirm transfer. Cohort shows what it recorded, with Open invoice next to each new invoice and Open the new group.
What happens after a transfer
- Enrollments. The old enrollment’s status becomes Transferred. The student has a new Active enrollment in the new group, starting on the transfer date.
- Billing. The student pays the old group’s price up to the day before the transfer date, and the new group’s price from it:
- The unused part of the old group’s invoice is credited with a credit note. Money the student already paid beyond that goes to their wallet.
- A new invoice for the new group is issued straight away, for the rest of the same period. If your center’s billing policy applies wallet credit automatically, the wallet pays what it can.
- If your center bills after classes instead of in advance, nothing is billed at transfer time. Both groups are billed as usual.
- Debt. Unpaid invoices from the old group stay open, with their reminders and late fees.
- Discounts. Standing discounts don’t move to the new group. The review lists them so you can give them again on the new enrollment.
- Attendance and marks stay with the old group.
A transfer is refused if it would change a teacher’s payroll for a month that’s already finalized or paid. Choose a later transfer date, or reopen that month’s payroll first.