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This page concerns Ardoise School in the OHADA scope, subject to enabled modules and permissions. School, school accounting and payroll are not offered in Austria. Check local requirements; CountryConfig does not certify compliance.

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Pupil record

Every pupil has a single record (student number, name, date of birth, guardians) and a separate enrolment for each school year - re-enrolling a pupil who is repeating a year creates a new enrolment rather than editing the existing history, so that the pupil’s path stays readable year by year.

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Classes

A class (ClassRoom) belongs to a school year and a level (e.g. Sixième, Terminale). Its maximum capacity is enforced server-side: an enrolment beyond capacity is refused, including for requests coming from the public marketplace.

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Enrolment requests from the marketplace

A family interested in your school can submit an enrolment request directly from your public profile on ardoiseeduc.com. These requests arrive on your dashboard:
1

Reception

The request appears with the child’s name, their age, the intended class and the parent’s contact details.
2

Processing

Accepting a request actually creates the pupil and their enrolment.
3

Payment of registration fees

Once accepted, the family pays the registration fees - either directly to the school, or by Mobile Money through FedaPay when the school has enabled collection by Ardoise (see Subscription and pricing) - then books an appointment slot to complete the file.

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End-of-year promotion

At the end of the school year, the Censeur (or the Director, or the Founder) moves a whole class from one academic year to the next from the End-of-year promotion screen, instead of re-enrolling each pupil one at a time.
1

Choose the years

Select the year ending and the year starting. They must be different.
2

Choose the outgoing class

The list of pupils enrolled in that class for the ending year is displayed.
3

Decide for each pupil

For each pupil, choose a destination class, or one of the two other outcomes:
  • Not promoted: the pupil is left out of the batch. A repeater is handled by choosing a destination class of the same level - the system then records the enrolment as a repeat.
  • Graduated (leaves the school): the pupil has finished their schooling (see below).
The Send everyone to… selector applies the same destination to the whole class at once - including graduation, since a Terminale leaves as a class.
4

Confirm the promotion

The promotion is written in one go: each pupil’s old enrolment is closed and a new one is created for the starting year. If a single row is refused, nothing is written - there is never a half-promoted class.

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Graduation

A pupil marked Graduated in the promotion finishes their schooling: their enrolment for the ending year is closed, no new enrolment is created, and their status changes to Graduated. The school can then tell its finishers apart from pupils it simply has not re-enrolled yet.

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Transferring a pupil to another Ardoise school

When a family moves to another school that uses Ardoise, the secretariat transfers the pupil’s record from the Student transfers panel in the Secretary portal. Only the Secretary, Director and Founder roles can export or import a transfer. A transfer has two sides: the departing school exports an encrypted file that the family carries, and the receiving school imports it with a one-time code. The pupil’s student number is permanent - the receiving school keeps the original number, no new one is generated.

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Departing school (outgoing pupil)

1

Export the record

In the Outgoing pupil tab, select the pupil and run the export. Ardoise generates an encrypted file (transfert-<student number>.ardoise) to download and hand to the family, plus a one-time code.
2

Relay the code by phone

The code is the actual secret: it never travels with the file. Give it to the receiving school (or the family) by phone only, never through the same channel as the file.
3

The pupil is marked as transferred

The export marks the pupil as transferred at your school. A second export of the same pupil is refused: the record is issued only once.

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Receiving school (incoming pupil)

1

Import the file with the code

In the Incoming pupil tab, upload the .ardoise file you received and enter the one-time code relayed by phone.
2

The record is recreated

Ardoise creates the pupil with their original student number, recreates their guardians and attaches their history (grades, discipline) as a read-only snapshot. Your school’s live grades and report cards are computed only from your own entries - the imported history is archival, not editable.
The import is refused if the code is wrong, the file is corrupt, or a pupil with the same student number already exists at your school. Confirm the code by phone with the departing school before retrying.

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Guardians and siblings

A pupil can have several guardians - useful for blended families or shared custody. A guardian marked as the primary payer is the one to whom fee notifications are sent by default.