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Remove or transfer students

Updated

Purpose: Use this article to remove a student from an Event, reactivate a cancelled student, edit or delete a Registration, or transfer a student to another Event.

Removing, cancelling, reactivating, and transferring learners can affect participation status, communications, invoices, credits, reporting, and audit history. Review the operational and financial impact before making changes to learners on active Events.

For the broader student-management hub, see Add students to an event. For day-to-day management from the Students tab, see Manage students for an Event.

In this article

Remove a student from an Event

Removing a student from an Event is typically handled by cancelling the student from the Students tab. This preserves the learner’s historical relationship to the Event while showing they are no longer expected to attend.

Note

Cancelling a Registration does not automatically cancel the related Invoice.

  1. Open the relevant Event.
  2. Go to the Students tab.
  3. Select the student you want to remove to open the action menu.
  4. Select Edit Student.
  5. Select Cancel Student.
  6. Choose which notifications to send.
  7. Confirm the change.

After cancellation, the learner appears as Cancelled in the Students table.

Before cancelling learners on active Events, review whether the change affects communications, capacity, invoices, credits, attendance, or achievement outcomes.

Reactivate a cancelled student

If a student was cancelled by mistake or needs to be reinstated, you can reactivate them from the same Event.

  1. Open the relevant Event.
  2. Go to the Students tab.
  3. Select the cancelled student to open the action menu.
  4. Select Edit Student.
  5. Select Reactivate Student.

The learner will return to an active state in the Students table.

After reactivation, review communications, attendance requirements, and any booking or financial context to confirm the learner is correctly restored.

Edit a Registration

You can edit a Registration to change the attending contact, update notes, or change the Event the contact is registered to.

Note

If the Registration has already been invoiced and you change the Event or Price, you may need to delete the Invoice, cancel the student, or delete the Registration before re-invoicing.

  1. Open the Event.
  2. Go to the Students tab.
  3. Select the student whose Registration you want to change.
  4. Select View Registration.
  5. In the registration details area, select Edit for the learner you want to update.
  6. Make the required changes.
  7. Save the Registration.

Registration edits can affect learner participation, pricing, invoicing, and Event reporting. Review the Registration and Event after saving changes.

Delete a Registration

Caution

Delete a Registration only when it was created in error and should be removed entirely. In most operational cases, cancelling participation is safer because it preserves historical context.

Note

You cannot delete a Registration if an Invoice has already been created from it. Delete the Invoice first, then delete the Registration.

  1. Open the Event.
  2. Go to the Students tab.
  3. Select the student whose Registration you want to remove.
  4. Select View Registration.
  5. In the Registration Details area, select Edit.
  6. Select Delete.

Deleting the Registration removes all students on that Registration from all related Events.

Transfer a student to another Event

The Transfer Student feature lets you move a student from one Event to another without being charged for an additional student on your Administrate instance.

This feature only works when transferring a student from one Public Event to another Public Event.

A transfer can also handle additional finance steps in the same action, including:

  • selecting the destination Event
  • choosing an existing price or entering a custom price
  • raising an Invoice
  • raising a Credit Note
  • adding an Item to handle fees or discounts

After transferring, Administrate records who performed the transfer, when it was done, and which Events the learner moved between.

Transfer is not available for learners who:

  • have been or will be charged in Training Tokens
  • were added with a Training Pass
  • are using the Xero integration

Transfer student dialog overview

Transfer an un-invoiced student

If the learner has not yet been invoiced on the original Event, and you do not want to invoice them immediately on the new Event, select the new Event, choose the price, and complete the transfer.

Transferring an un-invoiced student to a new Event

Raise an Invoice during transfer

If you want to invoice the learner as part of the move, select the option to create an Invoice during transfer. You can also finalize the new invoice immediately if your workflow requires it.

Add fees or discounts during transfer

If the transfer should include a fee or discount, add an Item to the new invoice as part of the transfer workflow.

Adding fees or discounts during transfer

Raise a Credit Note during transfer

If the learner was already invoiced on the original Event, you may need to raise a Credit Note to clear the original debt before invoicing the new Event.

Raising a Credit Note during student transfer

Audit trail and notes

When a learner is transferred, the Notes field on the original Event is updated with the destination Event and transfer date. The destination Event also receives a note showing the source Event and date.

Caution

Transfer notes can overwrite existing notes. Review existing Event notes before completing the transfer.

Audit note on original Event after transfer

Audit note on destination Event after transfer

Reporting

Transfer activity can also be reviewed in reporting, including whether an Event registration was cancelled due to transfer and the details of the move.

Reporting view for transferred students

Training Pass transfer note

Some older workflows reference transferring students with Training Passes, but standard Event transfer behavior does not apply in the same way as normal invoice-based transfers.

If the required pass does not appear, the learner either does not have one assigned or the pass does not cover that training.

When to troubleshoot instead

If you cannot remove, reactivate, edit, delete, or transfer a learner as expected, review:

  • whether the Registration has already been invoiced
  • whether the learner is using Tokens or a Training Pass
  • whether the source and destination Events are both Public Events
  • whether finance or integration rules are blocking the change

For common failure cases, see Troubleshoot adding students to an event.

Best practices

  • Cancel learner participation when you need to preserve operational history.
  • Delete Registrations only when they were created in error and dependencies allow it.
  • Review invoices, credits, and payment impact before removing or transferring learners.
  • Confirm destination Event suitability before transferring a learner.
  • Review communications after cancellation, reactivation, or transfer workflows.
  • Check reporting and audit implications after major participation changes.

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