Batch

Academic years (sessions) such as 2083.

A batch is one academic year or session. Almost everything in the system is recorded against a batch: student enrolment, exams, marks, fees and bills.

Where it is used

  • Student enrolment and promotion
  • Exams, marks and results
  • Fees and billing

The list page

Open Main Entry → Batch from the sidebar, or click the Batch card on the Main Entry dashboard.

Batch list page
Batch list page
  1. 1Add Batch opens the form in a panel on the right.
  2. 2Status: green Active or grey Inactive. It is read-only here; change it from the edit form.
  3. 3Edit (pencil) opens the same form with the record filled in.
  4. 4Delete (red bin) removes the record after a confirmation.
ColumnShows
SNRow number on the current page (it restarts at 1 on each page).
Batch NameThe academic year or session name.
StatusActive or Inactive. Inactive rows appear faded.
Created AtThe date the record was added.
ActionsEdit and delete buttons. You only see the ones your role allows.

Known issue: search box

The search box on this page is shown but does not narrow the list yet. Use Rows and the page buttons under the table to move around.

Add a batch

  1. 1

    Open the form

    Click Add Batch (callout 1 above). A panel slides in from the right.
  2. 2

    Fill in the details

    Complete the fields below. The numbers match the callouts in the screenshot.
    The add form for batch
    The add form for batch
    #FieldRequiredWhat to enter
    1 Batch Name Yes The year or session, for example 2084 or 2083-2084. Pick one format and stick to it.
    2 Batch Status No On (default) = visible and assignable to students. Off = hidden.
  3. 3

    Save

    Click Save Batch (the last callout). On success the panel closes, the list refreshes and a green Success message appears. If something is wrong, a red Error message lists the problems and the panel stays open so you can fix them. Cancel, the × or a click outside the panel closes it without saving.

Edit batch

  1. 1

    Open the record

    Find the row and click the pencil icon in the Actions column (callout 3).
  2. 2

    Change and update

    The panel opens as Edit Batch with the current values filled in. Change what you need and click Update Batch.

Deactivating instead of deleting

To retire a batch without losing history, edit it and switch Status off. It stays in the list as Inactive and drops out of the dropdowns that use it.

Delete batch

  1. 1

    Click the bin

    Click the red bin icon in the Actions column (callout 4).
  2. 2

    Confirm

    Your browser asks you to confirm. Click OK to delete or Cancel to keep it.

Deleting is permanent

Deleted records cannot be restored. If it has already been used elsewhere in the system the delete may be refused with An error occurred. Please try again. Mark it Inactive instead.

Good to know

Keep names consistent

Names are compared ignoring capitals and punctuation, so you cannot add both 2084 and 2084 . Choose one naming style for all batches.

Do not delete a batch in use

A batch that already has students, exams or fees attached usually cannot be deleted. Mark it Inactive instead.

Messages you may see

MessageWhat it means
<name> created successfully!The record was added.
<name> updated successfully!Your changes were saved.
<name> is deleted successfully!The record was removed.
<name> could not be deleted!The delete was refused.
The slug has already been taken.A record with the same name already exists. Names are compared ignoring capitals, spaces and punctuation, so Grade 1, grade 1 and Grade-1 count as the same.
An error occurred. Please try again.The save or delete was refused, for example because the record is still in use elsewhere.