Branches

What you'll do

Understand what a branch is in CampusQ, add one, decide who can work in it, get past the one-time money check before a second branch, switch between branches yourself, move a student from one branch to another, and read a branch's reports correctly.

Before you start

• If your centre runs from a single site, you can skip this whole page. A new tenant already has one branch — called Main Branch — and nothing about your screens changes unless you add a second one.
• The Branches permission to see and manage the list. Branches: Assign and Branches: Revoke to grant or remove a colleague's access to a branch — these are their own permissions, separate from Branches: Update, so that editing a branch's details and widening who can work in it are two different grants.

What a branch is

A branch is one of your organisation's physical sites — a second campus, a satellite office, a rented classroom across town. It is not a second tenant: one CampusQ account still covers every branch, one bill, one login for anyone who works across more than one of them.

Branch is a scoping dimension on the records a branch genuinely owns — students, teachers, admins, batches, schedules, money accounts, transactions, payments and invoices, book sales, and announcements. A record can also be left shared, visible from every branch, which is the default for anything created before your centre had more than one branch.

A chain owner sees consolidated totals across every branch and can drill into any one of them. A branch-scoped staff member — someone granted access to one branch only — sees just that branch's own records, plus the shared ones.

Create a branch

Go to Settings → Branches and press Add Branch.

Editing a branch later adds an Active/Inactive toggle. An inactive branch stops appearing as a destination — you cannot transfer a student into one, for instance — but its history stays exactly where it is.

The money-assignment gate

Add Branch is disabled the first time you try to create a second branch, with a banner explaining why and an Assign existing data button to clear it.

Here is the reason, plainly: every money account's running balance is built by replaying its transactions in order, and once an account has any transaction history CampusQ will not let its opening balance be changed. If your existing money accounts, transactions, payments and invoices were left unassigned to any branch when you added a second one, there would be no way to decide afterwards which branch they belonged to — and no way to fix a wrong guess once it had already been counted into a running balance. The gate exists so that question is answered once, up front, rather than discovered as a discrepancy months later.

Press Assign existing data and confirm. Every existing money account, transaction, payment and invoice is attributed to your current (single) branch in one step — there is nothing to choose, since only one branch exists at that point. Add Branch then unlocks. This only ever happens once per tenant, the moment you go from one branch to two.

Switch branches

If your account has been granted more than one branch, a branch chip appears in the top bar, showing the current branch's colour and name. Click it to open Switch Branch and pick another one from the branches you hold. A tenant with only one branch never sees this control at all — there is nothing to switch between.

Switching changes which branch's records the rest of the app shows you — lists, forms and reports scope to whatever branch is currently selected, until you switch again.

Grant a colleague access to a branch

From Settings → Branches, press Access on a branch's card. Search for the user, then:

• Grant — gives them access to this branch. It does not remove any other branch they already hold.
• Set as primary — makes this the branch they land in and the destination their own enrolments default to.
• Revoke — removes their access to this branch.

You cannot grant yourself access to a branch you do not already hold — the server refuses a self-grant, on purpose, so that having the permission to manage branch access is not the same thing as being able to widen your own reach. Ask another holder of that branch, or your Super Admin, to grant it to you instead.

Transfer a student to another branch

Moving a student to a different branch is a deliberate, audited action, not a field you edit on their profile:

• Their enrolment number stays the same — it identifies the student, not the branch.
• Their roll number changes, because a roll number is assigned per batch, and moving branches means re-picking their batch at the destination.
• History does not move. Receipts already posted, invoices already raised and attendance already taken stay recorded against the branch that produced them. Only the student's current branch, and billing from this point on, follows them.
• The person doing the transfer must hold both the origin and the destination branch.
• A student with more than one open enrolment cannot be transferred in one step — CampusQ will not guess which of several enrolments should move.
• The destination branch must be active.

What per-branch reports do — and do not — add up to

Reports can be read for one branch or consolidated across all of them. Read the consolidated number as the true tenant-wide figure, not as a sum you could reproduce by adding up the per-branch rows yourself — several things genuinely do not add up, and it is worth knowing which before you assume a report is wrong:

• A course offered at more than one branch is counted at each of them. If "IELTS Prep" runs at both your branches, it appears in both branches' course counts — the consolidated course count is not the sum of the two.
• Rates and averages are quotients, not totals. Attendance rate, average attendance per session and similar figures cannot be added across branches; the consolidated figure is computed from the consolidated totals, not by averaging the branch numbers.
• Money moved between your own branches nets out at the tenant level but is real at the branch level. An inter-branch transfer is excluded from tenant-wide income and expense — it is not new money, just money that changed which cash book it sits in — but it is genuine expense on the sending branch's book and genuine income on the receiving one.
• A student's branch is on their profile, tenant-wide — a student has one branch, not one per enrolment.

A branch's cash book has gaps in its voucher numbers, and that is expected. Voucher numbers (the cash book's entry_no) are assigned tenant-wide, in the order every branch's entries were posted — not per branch. So Branch A's cash book might read 4, 7, 9, 12 with no numbers 5, 6, 8, 10 or 11 missing from anywhere: they simply belong to Branch B's entries, posted in between. Do not treat a gap as a lost or deleted voucher. See Accounts and expenses for the cash book itself.

Notes

• Single-branch tenants see none of this. No switcher, no branch column, no behaviour change — the Main Branch seeded for you absorbs everything until you deliberately add a second one.
• A record with no branch is shared, not lost. Course catalogue entries and similar records created before you had more than one branch stay visible from every branch unless you assign them.
• Branches are not a way to separate two unrelated businesses. Everyone with broad-enough access can still see consolidated totals across all of them. Two centres that must never see each other's numbers need two tenants, not two branches.

Troubleshooting

Add Branch stays disabled. You are hitting the money-assignment gate — see above. Press Assign existing data on the banner first.

A staff member says they don't see the branch switcher. Either they hold only one branch (nothing to switch to), or your tenant itself has only one branch (nothing to switch to, for anyone).

I can't grant myself a branch I need. That is deliberate — a self-grant is refused. Ask another holder of that branch, or your Super Admin.

A branch's cash book looks like it's missing vouchers. It probably isn't. Voucher numbers are assigned tenant-wide, so any single branch's numbers will have gaps where another branch's entries were posted. See above.

The consolidated report doesn't equal the sum of the per-branch ones. Expected for course counts (a shared course is counted at every branch that offers it), rates and averages (they are quotients, not totals), and inter-branch transfers (real at each branch, netted out at the tenant level). See above.