The Learner Numbers tab is the working area for editing individual learner admission numbers, swapping numbers between learners, and importing or exporting via Excel. This article covers the filter panel, the editing grid, and the Excel workflows. For admin users with Learner Admin permissions.
My School > General > Learner Numbers > Learner Numbers tab
Use the filter panel at the top to load only the learners you want to edit. Especially important for large schools because all matching learners load at once.
Grade: Filter by grade. Default is all grades. Pre-school grades are excluded.
Class: Filter by register class. Updates when a grade is selected.
Status: Filter by learner status (Enrolled, Transferred, etc.).
Admission Date From and To: Filter by admission date range.
Click Apply Filter to load matching learners into the grid.
Learner Name: Name, surname, and status.
Admission Date: Date the learner was admitted.
Grade: Current grade.
Class: Current register class.
Current Number: Learner's current admission number.
New Number: Editable field where you type the new number.
Clash Learner: Shows the name of another learner if the new number conflicts.
Click a row to begin editing the New Number field.
Use Arrow Down or Enter to move to the next row, Arrow Up to move back.
Watch the Clash Learner column. The system checks for clashes in real time.
Click the Accept button (tick icon) to apply pending changes. Non-conflicting changes apply immediately. Conflicting changes stay in the grid for resolution.
Click the Reject button (X icon) to clear pending changes without saving.
Number swaps are supported. Give Learner A the number currently held by Learner B, and give Learner B the number currently held by Learner A. The system recognises this as a valid swap and does not flag it as a clash.
Click Export in the toolbar to download the current grid contents as an Excel (.xlsx) file. The file contains: Learner ID, Learner Name, Grade, Class, Current Number, New Number. Exporting first is the easiest way to get a correctly formatted import template.
Export the grid first to get a template with the correct header columns.
Edit the New Number column in the file. Leave rows blank where no change is needed.
Click Import and select the file. The system searches for the headers "Learner ID" and "New Number" in English or Afrikaans, matches by Learner ID, and loads the data into the grid.
Review the loaded data. Imported numbers are not applied immediately, they are staged in the grid with clash detection running automatically.
Click Accept to apply, or Reject to discard.
Transferred learners: May appear in the grid when filtering by status or when involved in a clash. The class shown is from their year of transfer, not the current year.
Concurrent editing: The utility does not lock learner records. Conflicts from other users' changes are only detected when you apply.
Large datasets: The grid uses 50 rows per page. All filtered learners load at once, so filter by grade or class for very large schools.
Audit trail: Every change creates an audit record, preserving the full history.
Access: Restricted to users with Learner Admin permissions.
| Error | Cause | Resolution |
|---|---|---|
| Clash warning in grid | New number matches another learner's current or proposed number. | Change the number, or set up a swap by giving the other learner a new number too. |
| Error processing uploaded file | File missing "Learner ID" or "New Number" headers, or contains invalid Learner IDs. | Use a file exported from the tool. Check that Learner IDs are valid. |
| Changes not visible after switching pages | Editing a number then switching pages without clicking off the row. | Click off the current row or press Enter before paging. |
Watch a walkthrough of the Learner Numbers utility: Learner Numbers demo video.
Give Learner A the number currently held by Learner B, then give Learner B the number currently held by Learner A. The system recognises this as a valid swap.
The edit on the current row is only committed once you click off it or press Enter. If you change pages while the row is still active, the edit may be lost.
Make sure the file was exported from the Learner Numbers tab so it has the correct headers. Check that every Learner ID exists in the system, and that rows with no change have an empty New Number column.
Transferred learners appear when included in your filter or when their current number clashes with one you entered. The class shown is from their year of transfer.
Use the Number Increase or Number Decrease tabs. See the separate article on configuring number settings and bulk updating lengths.
Last updated: May 2026 | Version 1.0