Student status — active, frozen, archived
Every student record sits in exactly one of three states – Active, Frozen or Archived. The status controls whether the student appears in lists, gets invoiced and can log into the portal. Knowing what each state does prevents both lost revenue and accidental over-billing.
The three states
| Status | Meaning | Invoicing | Portal | In active lists? |
|---|---|---|---|---|
| Active | Currently enrolled and attending. | Yes – included in term invoice runs. | Enabled. | Yes. |
| Frozen | Temporarily suspended – medical leave, deferred term, fee hold. | Paused – excluded from new invoices. | Read-only or disabled (configurable). | Shown with a Frozen badge. |
| Archived | Left the school – transferred, withdrawn or graduated. | No. | Disabled. | No – only visible when Archived filter is on. |
Changing status
- Open the student profile.
- Use the status control in the header (or the relevant action: Freeze, Re-admit, Transfer, Withdraw).
- Record a reason – EduPrime logs the change with date and user in Class History.
- Save.
Effects on other apps
Status ripples outward. A Frozen or Archived student is excluded from Transport route counts, Meals headcounts and Hostel occupancy, and stops generating new fee invoices. Existing invoices and balances are not erased – freezing a student does not clear what they already owe.
Bulk status changes
From the Students list you can select many records and apply Freeze or Archive together – useful for archiving an entire leaving cohort or freezing a class during a closure. The same audit log and reason capture apply to bulk operations, so the history stays clean.