Skip to content
English - United Kingdom
Contact us
  • There are no suggestions because the search field is empty.

100. What should I do if a pupil leaves the school?

When a pupil leaves your school, transfers to another setting, or is absent for a prolonged period, their record should be archived in TrackAble. Archiving removes the pupil from Current Pupils while safely retaining their full academic record in Archived Pupils. No data is deleted, and records can be restored at any time if needed.

What Happens When a Pupil Is Archived

Archiving a pupil:

  • Removes them from Current Pupils

  • Moves their record to Archived Pupils

  • Excludes them from reports by default

  • Preserves all historical data permanently

💡 Important:
Archived pupils will only appear in reports if you select “Include archived pupils” when running a report.

When Should You Archive a Pupil?

You should archive a pupil if:

  • They have left your school

  • They have moved to another school

  • They will be out of school for a prolonged period (for example, a hospital stay)

This helps ensure that progress and attainment data remains accurate and is not affected by pupils who are not currently making progress.

How to Archive a Pupil (From Current Pupils List)

Step-by-step

  1. Go to List Current Pupils

  2. Locate the pupil you want to archive

  3. Click the downward arrow (▼) to the right of the Edit button

  4. Select Archive

  5. When prompted, click OK to confirm
    (or Cancel if you do not wish to proceed)

✅ The pupil will now be removed from Current Pupils and stored in Archived Pupils.

How to Archive a Pupil (From Edit Pupil Screen)

You can also archive a pupil directly from their profile.

Steps

  1. Go to Admin

  2. Select Pupils

  3. Click Edit on the relevant pupil

  4. Scroll to the bottom of the page

  5. Click Archive

  6. Confirm when prompted

Restoring an Archived Pupil

If a pupil returns to your school after an absence or transfer, their record can be restored from Archived Pupils back into Current Pupils with all historical data intact.

This ensures continuity and avoids re-entering information.

Need Help?

If you’re unsure whether a pupil should be archived or need help restoring a record, our support team is here to help.

📧 Contact us: support@trackable.org.uk