ID cards
Each card carries your name and logo, the student's photo, name, admission number, class, date of birth, parent's name and phone, blood group and address (each of which you can turn off), a QR code, the validity, and a line for the signature.
Card design
- Colour: the band across the top. Your school colour works best.
- Valid until: usually the last day of the session. Leave it blank and the card prints the session (2026-27) instead.
- Signed by: printed under the signature line, such as Principal.
- Show on the card: switch off date of birth, blood group, parent's phone or address if you'd rather not print them.
The preview shows a real student's card as you change things. Press Save design to keep it.
Printing
- Choose Students (a whole class, everyone, or students picked one by one) or Staff.
- Press Print cards. A print sheet opens in a new tab with ten cards to each A4 page.
- Print at 100% (actual size), with "fit to page" switched off. Each card comes out 85.6 × 54 mm, the size of a bank card and of every PVC card printer and lanyard pouch.
The QR code on a card
Scanning a card's QR code with any phone camera opens a page that says whether the card is genuine and still valid, with the name, admission number, class and validity date, and nothing else: no phone, address or parent's name. A card for a student who has left, or past its date, reads as no longer valid. A card someone has made up, or whose code has been altered, isn't found.
The same QR also works as a gate pass: a phone or tablet at the gate running the QR kiosk scans it to mark the student in on the daily register, with no fingerprint machine needed.
Staff cards
Switch to Staff to print cards for everyone active on your staff roster, with their designation and subjects. The same view lists each person with an Add photo button for their card. A card for someone no longer on the staff reads as not valid when scanned.
Transfer certificates
A transfer certificate (TC, also called a school leaving certificate) is issued when a student leaves. Here it is numbered in your own series for the financial year (TC/2627/0001), fixed the moment it is issued, and carries a QR code the receiving school can scan.
First, on the Transfer certificates tab, fill in your certificate details once: the serial prefix, your board affiliation number and school code, and who signs (Principal). These are printed at the top of every TC.
If you run several schools, a school with its own TC prefix, affiliation number or head's title in its school details prints those on its TCs and numbers them in its own series. See Running several schools.
Issuing a TC
- Search for the student under Issue a transfer certificate and pick them.
- The certificate opens filled in from the register: name, parents, nationality, category, admission date, date of birth, the class last studied, and today as the date struck off. Complete the rest: the last exam and result, subjects, promotion, dues, working days, conduct and the reason for leaving.
- If fees are still owed on record, a warning says how much. Many schools settle dues first; the choice is yours.
- Leave Mark as left ticked (it releases their bus seat and hostel bed) and press Issue and print.
The printed certificate opens in a new tab. Print it on A4, sign it and stamp it.
What a TC contains
The 23 numbered rows most boards use, in their usual order, plus rows for the student's PEN and APAAR ID, filled in from their record (see UDISE+ & certificates). The date of birth is written in figures and in words (10 Feb 2015 (Tenth February Two Thousand Fifteen)), and the class in figures and words (Class 6 B (VI, Sixth)), so neither can be altered with a stroke of a pen. At the foot are the signature lines for the class teacher, the person who checked it and the principal, with the QR code and the date of issue.
Checking a TC
The receiving school scans the QR code and sees whether it is genuine and valid, with the pupil's name, admission number, date of birth, class last studied and date of issue, enough to match the paper in their hand. The reason for leaving, parents' details and remarks are not shown.
Duplicates and cancelling
- Duplicate: when the original is lost. It has the same content, a serial of its own (
TC/2627/0001-D1), is marked DUPLICATE across the page, and has its own QR code. - Cancel: when a TC was issued with a mistake. You must say why; anyone scanning it then sees cancelled, with the reason and the date. Then issue a new one.
Questions
Can I issue a second TC to the same student? Only after cancelling the first, or as a duplicate of it.
Our board's TC has different wording. The rows cover what CBSE and most state boards ask. Anything extra goes in Any other remarks.
Can a student delete their record after a TC? No. A record with a TC is kept, because the certificate is about it.