Transfers

Moving somebody from one activity to another — a different teacher, venue, instrument or group — while keeping the record they already have, with its history and its charges, rather than finishing them and starting again.

When Transfer is offered

Almost every transfer question turns out to be "why can't I see the button", so this is the rule. Transfer appears on a record that is:

• a group membership, tuition or event booking — not a hire, and not an application that has not become an activity yet
• in the activity — active, registered or a make-up; not waiting, and not teacher accepted
• without a finish date
• not already transferred on — a record can only be transferred once, and the one it became carries on from there

Anything else, and the option is not there. The three cases below are the ones you will meet.

They are at Teacher Accepted, or still waiting

A pupil the teacher has accepted but who has not started is not in the activity yet, so there is nothing to transfer. To change where they are going:

1. On their activity, click the reverse arrow to return them to the waiting list.
2. Edit the activity and change the venue, teacher or group to the one you want.
3. Let it go through acceptance again.

You are editing where they are about to start, which is the right thing to do — a transfer would have left you with a record of a lesson they never took.

It is the end of the academic year

You cannot transfer somebody at the end of a year. The record you are on belongs to the year that is ending, and a transfer moves them within a year, not across the boundary.

Two things to do instead:

• Transfer them during the year, before it closes; or
• Transfer next year's record, once it exists.

For a pupil changing school over the summer, do neither: record the new school on their Details tab and let progression move them, which it will do as long as it can find a matching activity at the new school.

It is already finished, or already transferred

A finished record is history, and history does not move. If somebody who left is coming back, add the new activity rather than reaching for a transfer.

A record that already shows transferred to has had its one transfer. Work on the record it became — that is the live one — or use Cancel Transfer first, below.

Undoing a transfer

Cancel Transfer on the record you transferred from puts things back: the new activity goes, the finish date comes off, and the pupil carries on where they were.

Do not Save the transfer dialog twice

Confirming the dialog a second time will try to add the same activity again. Click once and wait for it to close.

What happens to the money

The new activity is charged from the date the transfer takes effect, and the one they left stops being charged from the same date, so the pupil is not paying for both. What has already been invoiced stays invoiced — a transfer does not reach backwards.

After a transfer, check the ledger before refunding

A payment stays against the invoice it was taken for. If a payer paid for the activity the pupil has now left and wants money back, your card provider may refuse the refund, because nothing was paid by card against the invoice you are refunding from. See Refunds — this is the single most common cause of that check firing.

See also

• Progression — the year-end route, and changing school
• Refunds — when money needs to come back after a transfer
• Debtors — the ledger the charges land on