Change Student Status

A student's status reflects their current relationship with the institution and controls access to enrolments, finance, and LMS features. You can change a student's status individually from their profile, or update multiple students at once using the bulk status change on the Students list. Every status change is recorded in the student's activity timeline with the old status, the new status, and an optional reason.

Change a Single Student's Status

You can change a student's status directly from the edit screen. This method is best when you need to review the student's details at the same time as making the change.

1. Go to Students and open the student's profile.
2. Click Edit.
3. In the Status field, select the new status from the dropdown.
4. Optionally enter a Status Reason to explain the change — for example, "Student requested leave of absence" or "Program completed".
5. Click Save Changes.

The change is applied immediately. The student's activity timeline is updated with a record of the previous status, the new status, and the reason if one was provided.

Note: Changing a student's status requires the student.status.change or student.manage permission, in addition to the standard edit permission. If the Status dropdown is not editable, your role does not include this permission.

Important: Activating a student for the first time (moving from Draft to Active) locks the student number, intake, and curriculum. These fields cannot be changed after this point. Confirm their values before saving.

Bulk Change Status

When you need to update many students at once — for example, moving an entire cohort to Alumni after graduation — use the bulk status change on the Students list.

1. Go to Students.
2. Use the search and filter tools to narrow the list to the students you want to update. For example, filter by program, intake, or current status.
3. Check the checkbox next to each student you want to change. To select all students visible on the current page, check the header checkbox.
4. Click Change Status in the bulk action bar that appears at the bottom of the list.
5. Select the new Status from the dropdown.
6. Click Apply to confirm.

The system applies the status change to each selected student in sequence and logs each change individually in the audit trail. If you do not have permission to change status for a specific student, that student is skipped and an error is shown.

Scenario: The January 2026 intake has finished their final assessments and all students in that intake should move to Alumni. A staff member filters the Students list by intake to January 2026 and by current status to Active, selects all 42 students on the page, and applies a bulk status change to Alumni. Each record is updated and the timeline for every student reflects the change.

Note: The bulk change does not support adding a status reason — a reason can only be recorded when changing a single student's status. If a reason is required for audit purposes, change each student individually.

Effects of Status Changes

Changing a student's status can trigger downstream effects in connected modules. The table below summarises what happens when a student moves into each status.

Note: The exact behaviour of the LMS integration on status change depends on how the LMS mapping rules have been configured in Settings → LMS Integration. Contact your system administrator if the expected LMS actions are not occurring after a status change.

Next: Import Students