The enrolment system is designed to smoothly manage student applications from the moment a parent submits an application all the way through to acceptance and student record creation.

It supports applications from parents/guardians for one or multiple children, while guiding administrators through a clear, structured workflow.

🔑 Key Concepts

Enrolment vs Enrolment Item

Enrolment
Think of this as the family application. It includes:

• Parent/guardian contact details
• One or more children

Enrolment Item
Each child within the application:

• Has their own status
• Moves through the workflow independently

🔄 Status Flow

Overall Enrolment Status (Family Level)

This is automatically calculated based on the status of all children:

Enrolment Item Status (Per Child)

🧭 Admin Workflow

1. View All Enrolments

Go to Enrolments in the sidebar.

From here, you’ll see a dashboard grouped by status:

• Partially Processed → In progress
• Fully Enrolled → At least one child accepted
• Rejected → All children rejected
• Withdrawn → All withdrawn

You can quickly filter by:

• Parent name or email
• Date range
• Child status

2. Review an Enrolment

Click View on any record to see:

• Parent/guardian details
• All children and their statuses
• Notes and history

The status badge at the top gives you a quick snapshot of the family’s overall progress.

3. Process a Child’s Application

Each child has actions available depending on their current stage:

✳️ What Each Action Does

Review (Applied → Under Review)
Start actively reviewing the application.

Schedule Interview (Under Review → Interview Scheduled)
Confirm that an interview has been arranged.

Accept (Interview Scheduled → Accepted)
Final approval step. This will:

• Create a Parent record
• Create a Student record
• Link student to parent
• Copy accepted policies
• Send an acceptance email

Accept & Waitlist
Same as Accept, but:

• Student is marked as waitlisted instead of enrolled

Reject
Declines the application and notifies the parent.
➡️ This is a final step.

Withdraw
Marks the application as withdrawn (usually by request).
➡️ Also a final step.

4. Add Notes

Use the Notes section to add internal comments:

• Visible to staff only
• Not shared with parents

5. Edit Details

You can update:

Parent details:

• Name, email, mobile
• Address, postcode
• Relationship
• Occupation

Child details:

• Name, date of birth
• Address
• SEN status
• Other relevant info

📧 Email Notifications

The system keeps everyone informed automatically:

🧩 Common Scenarios

✅ Simple Acceptance

1. Parent submits application → Applied
2. Admin clicks Review → Under Review
3. Admin schedules interview → Interview Scheduled
4. Admin clicks Accept → Accepted

✔ Student and parent records are created automatically

⏳ Waitlisting

• Application reviewed and interview completed
• No space available → Waitlist

✔ Student is created but not yet enrolled
✔ Can be updated later when space opens

❌ Rejection

• Admin reviews application
• Clicks Reject

✔ Parent is notified immediately

👨‍👩‍👧 Multiple Children

One application can include multiple children.

Each child:

• Moves through the process independently

Overall status rules:

• Any accepted → Fully Enrolled
• Some in progress → Partially Processed
• All rejected → Rejected
• All withdrawn → Withdrawn

🛠 Troubleshooting

No action buttons visible?

• The child may already be in a final state
• Or you may not have permission

Can’t click Accept?

• The child must first be in Interview Scheduled

Duplicate parent concern?

• If the email already exists, the system updates the existing record

Policies not copied?

• Policies accepted during enrolment are automatically transferred upon acceptance

🔐 Permissions