The Learner Numbers utility lets school administrators configure learner admission numbers and bulk-update digit lengths. This article covers the Options, Number Increase, and Number Decrease tabs. For admin users with Learner Admin permissions.

My School > General > Learner Numbers

What learner number types does the school use?

The utility manages three types:

• Learner numbers: Standard numeric admission numbers (for example, 00456) for enrolled learners.

• Pre-school numbers: Prefixed numbers (for example, R0023) for pre-primary grades.

• Waitlist or temp numbers: Prefixed numbers (for example, T0015) for learners on the waiting list.

Each type has a configurable digit length and a next-number counter. When a new learner is admitted, the system automatically assigns the next available number.

How do I configure number lengths on the Options tab?

The Options tab controls the numbering configuration. The left column sets digit lengths; the right column sets the next number to be assigned.

Fields on the Options tab

• Learner No Length: Number of digits for standard learner numbers (length 5 produces 00456).

• Pre-Learner No Length: Digit length for pre-school numbers. Only visible if pre-school grades are configured.

• Waitlist No Length: Digit length for waitlist or temp numbers.

• Next Learner No: Next number assigned to a newly admitted learner.

• Next Pre-Learner No: Next pre-school number. Only shown if pre-school grades are configured.

• Next Waitlist No: Next waitlist or temp number.

How the Options tab behaves

• Duplicate check: Changing Next Learner No is validated against existing numbers. Already-assigned numbers are rejected.

• Leading zeros: Numbers shorter than the configured length are padded. Entering 45 with length 5 gives 00045.

• Length enforcement: Numbers longer than the configured length are rejected.

• Saving: Click Apply to save.

How do I bulk increase the digit length of learner numbers?

Use the Number Increase tab when numbering has reached its maximum (for example, all 4-digit numbers are used). The tab prepends digits so all numbers of the selected length become longer.

Fields on the Number Increase tab

• Numbers of Length: Which digit-length group to increase.

• Increase To: Target digit length.

• Prefix: Digit(s) to prepend. Default 0. Increasing 456 to 5 digits gives 00456.

• Abort on Clash: If ticked, the operation stops on any clash. If unticked, non-clashing numbers apply and clashes show in the grid for manual resolution.

Steps to bulk increase numbers

1. Configure the fields above.

2. Click Preview to see proposed changes.

3. Review the preview. Clashing numbers are highlighted with the conflicting learner's name.

4. Click Apply. An audit record is created for each changed learner and the next-number counter is updated.

How do I bulk decrease the digit length of learner numbers?

The Number Decrease tab is the inverse of Number Increase. It strips leading digits to reduce length. Decreasing 5 digits to 4 with prefix 0 turns 00456 into 0456. 10456 would be skipped.

Fields on the Number Decrease tab

• Numbers of Length: Which digit-length group to decrease.

• Decrease To: Target digit length (less than current).

• Prefix: Digit(s) to strip. Default 0. Only numbers starting with the prefix are affected.

• Abort on Clash: Same behaviour as Number Increase.

Workflow: configure, click Preview, review, then click Apply.

Important notes and limitations

• Pre-school numbering: Pre-school fields are only shown if pre-school grades are configured.

• Leading zeros: All changes preserve leading zeros. 00456 + 1 = 00457.

• Audit trail: Every change creates an audit record.

• Access: Restricted to Learner Admin permissions.

Common errors and how to resolve them

Frequently asked questions

Where do I find the Learner Numbers utility?

Go to My School > General > Learner Numbers. Restricted to users with Learner Admin permissions.

What is the difference between Number Increase and the next-number counter?

The next-number counter affects only newly admitted learners. Number Increase updates the digit length of existing learner numbers in bulk.

Why won't the system accept my next learner number?

The number is either already assigned, or longer than the configured digit length. Choose a different number, or increase the digit length first.

What does Abort on Clash do?

If ticked, the bulk operation cancels the moment any clash is detected. If unticked, non-clashing numbers are applied and clashes are left in the grid to resolve manually.

How do I edit individual learner numbers?

Use the Learner Numbers tab. See the separate article on editing individual learner numbers and importing from Excel.