Students & families
Deactivate and reactivate roster
Take a student, a member of staff, or a guardian off the active roster without losing history: the dependencies that block the action, what it changes, and what reactivation does not restore.
Students & families guide for day and boarding schools.
Last updated August 29, 2026
Nothing on the roster is ever hard-deleted through the interface. Delete means deactivate: the account is marked inactive and every attendance mark, fee entry, grade and audit row it is attached to stays exactly where it was. That is the point, because attendance percentages, fee reconciliation and past report cards all read history that a real deletion would destroy. What varies between students, staff and guardians is which open commitments have to be closed first.
Students
- Open the student profile at /students/[id]. Platform Admin, Principal, Vice Principal, or the office Admin role can do this; you cannot deactivate your own account.
- Clear the blockers: return open library loans and end any active transport assignment.
- Issue a transfer certificate first if one is needed, while the class and year context is still on the record.
- Deactivate. The account goes inactive, the class membership is dropped with today as the exit date, unpaid remainders on open instalments are written off, autopay mandates are paused, and pending leave requests are cancelled.
- To bring the student back, use Re-enrol on the profile, choose the class and academic year, and then review fees.
Staff
Staff deactivation has a much longer guard list, because a member of staff sits in the middle of the timetable. It is refused while the person is class or co-class teacher of an active class, holds any active teaching assignment, has a future exam invigilation duty on a paper that has not been cancelled, holds approved current or future leave, is a member of any committee, has an open library loan, or has an active transport driver profile. Each blocker comes back with the screen that resolves it: /classes for homeroom, the timetable workspace for assignments, /exam-day for invigilation, /leave, /committees, /libraries and /transport for the rest. Pending leave requests and active salary assignments do not block — the first are rejected automatically and the second are ended.
Common questions
Quick answers in plain language.
Why is a student deactivation refused with a list of dependencies?+
Two things block it outright: an open library lending or reservation, and an active transport assignment. The response names each one with the screen that clears it. Open fee instalments, future exam seats, open leave requests and an active autopay mandate are reported as warnings and do not stop you.
What happens to unpaid fees when a student is deactivated?+
The remaining unpaid amount on pending, partial and overdue instalments is written off, and any active autopay mandate is paused so nothing is charged afterwards. Payments already recorded stay on the ledger. Re-enrolling later does not reverse the write-off, so reissue the fee structure if billing should resume.
Does re-enrolment put the student back exactly as they were?+
No. It reactivates the account, creates a fresh active membership in the class you pick for the academic year you pick, ends any other active membership as transferred, and updates grade, section and stream. It does not restore written-off fee instalments, the old roll number unless you supply one, or transport and library history. The response tells you what it found on the fee ledger.
How do I remove a guardian rather than a student?+
Deleting a guardian at /parents is also a deactivation. It marks the guardian record inactive and disables the linked portal user in the same transaction, so the family loses portal access while the record and its history remain.
Should I deactivate or delete a student record?+
Prefer deactivate at /students — keeps audit, fees, and admissions history. Delete is destructive and rarely needed. See deactivate vs soft-delete guidance in roster docs.
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