Keypas Admin

This article explains the administrator options for Keypas. These will rarely need to be used so it's always worth coming back and referring to this article when the need does come up

Who this is for

Nexus administrators and experienced LA data team members who may need to adjust the options covered

Before you start

Keypas access requires the 'Can Access Keypas' permission in user privileges. Once access is provided, log in to Nexus and click Keypas on the main toolbar. If you don’t see this option, please speak to your administrator or refer to the Nexus Users & Permissions guide.

Available admin options

The Admin option in the Keypas sub-menu bar contains a number of different functions which are described below:

Function	Description
Add new pupil	This area allows you to add a new pupil into a result set. After specifying the year, school and result you can enter additional pupils and results.  Users should be wary of using this functionality and only do so in exceptional circumstances - it remains the statutory duty for schools to submit results to DfE and for Head Teachers to take responsibility for this and sign a declaration confirming that their results are correct. As such the school should be re-submitting files where it has previously been received and is missing a pupil rather than the LA users adding pupils into the records in normal circumstances.
Purge extra pupil fields	For LA that have loaded Extra Pupil Fields, this facility allows you to select the year and key stage in order to delete one or more from the system.  This functionality would be used where the UDF was no longer required or where - for example - you wanted to purge and reimport in order to be consistent from year to year. It has to be run for each year you want to remove.  Note that this cannot be used to delete other data from the system.
Keypas School Groups	This option allows you to create school groups for Keypas reporting and batch reporting from Keypas (only). Note that this does not create or amend groups for Nova reports or Nova batch reporting, which is covered in the Creating and managing groups of schools article and through the Admin > School groups menu.
School Cleaning	This functionality is intended to check information about schools for errors. In reality it is currently less useful as it will generate false positives for child minders and many of the 'rules' previously in place are no longer valid. LA are recommended to run each check each year - which takes less than a couple of minutes in total - check for any obvious errors and then disregard this menu option until the next year.
System settings	This area has three elements included: Settings - this allows you to specify the wording of the footer of Keypas reports. Since these are much less used than was previously the case it's largely redundant. Equivalent functionality exists for Nova reports.  Batch update settings - the option to enable batch updates rather than line by line updates when editing in Keypas grids. The wording explains the functionality Grid page size setting - This controls how many records per page are displayed on the grid in Keypas. Probably the most useful setting in this area (for those working with Keypas grids.) Update to meet your preferences, either fewer (and needing to page through) or more and scrolling down longer lists.

Last reviewed / owner

Last reviewed: July 2026 / Owner: Technical Support Director