Overview
The Global Registration Number Format (Auto Mode) setting defines the template the system uses when automatically generating a student’s Global Registration Number (also referred to as Academic Registration Number or Student ID). When configured, the system builds each registration number by combining a dynamic prefix — drawn from the student’s own attributes, such as the academic period or student category — with an automatically incremented numeric sequence.
This setting is active only when registration number generation is set to Auto or Auto but editable mode. It works alongside — but is entirely separate from — the companion setting Global Registration Number Format (Manual Creation only), which validates numbers entered manually by staff.
What This Setting Does
This setting stores a format template that controls how auto-generated Global Registration Numbers are structured. It is configured through a dedicated format dialog (accessed via the settings page), not by typing a format string directly.
The dialog contains two fields:
- Starting Prefix — A dropdown that determines what the prefix of each generated number is based on. The available options are:
- Academic Period Characterization — The prefix is derived from the characterization code of the current academic period (e.g., a short code identifying the academic year).
- Student Category Characterization — The prefix is derived from the characterization code of the student’s category (e.g., a code identifying the student type or group).
- None — No prefix is used; the generated number consists of the incremental sequence only.
- Digits Number — A numeric input that specifies how many digits the incremental counter part of the registration number should contain (e.g., entering 4 means the counter runs as 0001, 0002, 0003, …).
The system generates each student’s registration number by:
- Resolving the prefix at the time of registration (looking up the actual characterization code from the student’s or period’s data).
- Appending the next available incremental number, padded to the specified number of digits.
The compiled format template is stored internally (for example, as Academic Period Characterization with 3 digits) and is displayed as read-only in the settings page. It is updated only through the format dialog.
If a generated number does not pass the format validation, the system displays an error notification and does not save the record until a valid number is produced.
Where It Is Used
Navigation path:
Main Settings > General Settings > Student Form > Default Values > Global Registration Number Format (Auto Mode)
Within this settings section the format is shown as a read-only field. A button next to the field opens the format configuration dialog, where the Starting Prefix and Digits Number are set. Changes take effect immediately upon saving.
The format rule is applied whenever a student’s Global Registration Number is generated automatically — typically during new student enrolment, admission processing, or any bulk registration action.
Who is affected:
- School office staff and administrators who create or manage student enrolment records
- Admissions staff processing new student applications through the admissions portal
- Any automated process that assigns a Global Registration Number to a new or existing student
Business Logic / Behaviour
The Three-Generation Modes
The behaviour of this format setting depends on how the parent setting Enable auto-generation of the Student Global Registration Number is configured. That setting has three options:
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Mode |
What happens |
Format setting effect |
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Key Behavioural RulesDynamic prefix resolution The prefix is not a fixed literal value stored in the format. Instead, the system looks up the relevant characterization code at the time of registration. This means the prefix can vary from student to student (if student category characterization differs) or from period to period (if academic period characterization differs). Incremental counter The counter part is assigned sequentially. The Digits Number field controls how many digits are used for the counter, with zero-padding applied as needed. For example, with Digits Number = 3, the counter runs 001, 002, 003, and so on. Institution-wide number This setting governs the Global Registration Number — the institution-wide identifier assigned to every student. It is not related to any programme-specific or department-level registration numbers. Configured per institution Each institution configures its own format independently. A format set here applies only to that institution’s student records. Not period-specific The same format template applies across all academic periods. There is no option to set a different template per term or year. Validation at generation time When a number is generated (or when a staff member saves a number in Auto but editable mode), the system validates it against the format. If it does not conform — for example, if the prefix does not match or the length is incorrect — the system blocks the save and displays an error notification. K-12 Mode vs Higher Education ModeThis setting functions identically in both K-12 and Higher Education modes. The navigation path, configuration dialog, prefix options, and generation behaviour are the same regardless of which mode is active. K-12 Mode (Enable Configuration for Higher Education = disabled): The Global Registration Number is typically the student’s primary and only institutional identifier, used throughout their entire enrolment. This format setting applies to that single number. Higher Education Mode (Enable Configuration for Higher Education = enabled): In Higher Education mode, students may also hold a separate Educational Program Registration Number assigned when they enrol in a specific degree programme (also referred to as a course or program of study). That number has its own dedicated numbering and format settings. The Global Registration Number Format (Auto Mode) setting documented here applies only to the institution-wide Global Registration Number, not to the programme-level one.
ExamplesExample 1 — Academic Period PrefixScenario: Northgate Academy wants each student’s registration number to reflect the academic year in which they first enrolled. The institution assigns a two-character characterization code to each academic period (for example, ’24’ for the 2024-2025 year). They want a 3-digit incremental counter appended to this prefix, giving numbers like ‘24001’, ‘24002’, etc. Configuration in the format dialog:
Result: For students enrolling in the 2024-2025 academic year (characterization code ’24’), the system generates: 24001, 24002, 24003, and so on. When a new academic year begins (e.g., characterization code ’25’), the system generates: 25001, 25002, 25003, and so on, creating a clear year-based grouping within the numbering sequence.
Example 2 — Student Category PrefixScenario: Riverside College categorises its students into two types — domestic and international — each with a characterization code (‘D’ and ‘I’ respectively). They want registration numbers to include this code as a prefix, followed by a 4-digit counter, so that the student type is immediately identifiable from the number. Configuration in the format dialog:
Result: A domestic student receives a number such as D0001, D0002, D0003. An international student receives I0001, I0002, I0003. The prefix is resolved automatically from each student’s category at the time of registration — staff do not need to type it manually.
Example 3 — No Prefix (Sequential Only)Scenario: Greenfield School does not require any prefix in its registration numbers. They simply want a plain 5-digit sequential number assigned to each student in the order they are registered. Configuration in the format dialog:
Result: Students are assigned numbers: 00001, 00002, 00003, and so on. No prefix is added.
When to UseConfigure this setting when:
Leave this setting blank when:
NotesPre-requisites
Related SettingsThe following settings are closely related to or affect the behaviour of this setting.
Manual |
Staff type the registration number manually |
This Auto Mode format setting has no effect. The companion Manual Creation format setting applies instead. |
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Auto |
The system generates the number automatically; staff cannot change it |
This setting defines the generation template. The number is built from the resolved prefix + incremental counter. |
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Auto but editable |
The system generates and pre-fills the number; staff can override it before saving |
This setting defines the pre-filled value. The staff member may accept it as-is or replace it. |
