Somebody is leaving

A pupil is stopping lessons. This is how to end it properly - so the register, the invoice and next year all agree - and what to do when Xperios refuses the date you want.

Step 1 of 7

Open the activity and choose Withdraw

Find the activity on the pupil and choose Withdraw. For an instrument the same button is called Terminate Hire. One action does the whole job - the finish date, the lessons after it, the credit and the emails - so there is nothing to tidy up afterwards.

It is offered on a live record with no finish date. If it is not there, the record has already been withdrawn, finished or transferred on.

Use the arrow keys to move between steps.

1. Open the activity and choose Withdraw

   Find the activity on the pupil and choose Withdraw. For an instrument the same button is called Terminate Hire. One action does the whole job - the finish date, the lessons after it, the credit and the emails - so there is nothing to tidy up afterwards.

   It is offered on a live record with no finish date. If it is not there, the record has already been withdrawn, finished or transferred on.

2. It is a date, not a deletion

   Pick when they stop - type a date, or take Today or End of Term, which shows you the date it means. The pupil then stays on the record, Active, with a finish date, which is why you can still see who was taught what and why Restore can put them back by removing it.

   The date has to be inside the activity's own academic year: from its start, or the year's start if that is later, up to the last day of the year.

3. Remove Completely is for a mistake

   Under the date is a tick box, Remove Completely, and it is a different thing altogether: the record is cancelled from its start date as though it had never been taken up, and every lesson goes rather than the ones after a date. Use it for an enrolment made in error - never for somebody who really was taught and has now stopped, because the invoicing depends on the time they were there.

   Tuition and memberships stay Active with a finish date. Events, auditions, exams and studies are cancelled outright.

4. Read the sentence before you commit

   The form tells you what it is about to do, in words - "The activity finishes on 26-Oct-26. 29 lessons come off the pupil's diary. Invoice 3420 is not credited." Read it. It is the quickest check that you have the right date, and it says plainly whether any money moves.

   The credit box shows its own ceiling - "Credit on invoice 3420 (net, up to £0.00)" - so you can see what is creditable before you type a figure. Leave it and the invoice is untouched.

5. When Xperios refuses

   Three refusals come up again and again. "A lesson on or after the finish date already has a register mark or has been claimed for" - taking it off the diary would destroy a mark or a pay claim, so choose a later date, and the lessons before it are never touched. "The finish date must be between ... and ..." - you are outside the activity's academic year. And "set up at least one Leave Reason" - the list cannot be empty, and Leave Reasons live in Settings under Calendar.

   Leave Reasons are what YOU pick. Leave Requests are what a parent picks on the Portal. Adding one does not fill the other.

6. A progressed pupil has to be ended twice

   If they have already been progressed into the new year, ending them in last year does not end them in this one. Both records exist and both need a finish date. That is deliberate - pupils leave and restart, and last year's history should not change because this year did - but it is the commonest reason somebody "withdrawn" is still on a register.

   Check the pupil's activity list with the Academic Year tick cleared, so you can see every year at once.

7. Putting somebody back

   Restore removes the finish date and they carry on - but it deliberately leaves the leave reason in place, so you can still see they had asked to stop. It does not re-charge anybody, and it does not put them back into the new year: restoring last year restores last year.

   If the lessons are being taught again, post a debit adjustment for them - nothing is re-invoiced automatically.

Why this one is worth knowing

Withdrawing looks like one button, and it is — but three things about it surprise people often enough to fill a support queue: that it is a date rather than a deletion, that a pupil who has progressed needs ending in both years, and that a credit is not a refund.

The form itself heads most of this off, if you read the sentence at the bottom before pressing Withdraw. It tells you the date, how many lessons go, and whether the invoice is credited.

The register-mark refusal is the other one. It reads like an error and it is actually the software protecting a mark somebody has already made.

The same ground, as reference

• Finishing and withdrawing — the full detail, including End Memberships for a whole group
• Giving a payer their money back — when the credit is not enough on its own
• Progression — why last year's withdrawal did not reach this year