Students, guardians, admissions and enrolment

Before you begin#

• Prepare approved learner identity and admission details, guardian contacts and the intended academic year or program.
• Search existing records to avoid creating a second learner for a returning student.
• Confirm which customer is responsible for billing; a guardian relationship alone is not an invoice or a payment.

Create the student record#

1. Open Students → Student records, search for the learner, then choose New student only if they do not already exist.
2. For this example, enter Neema as First name and Kamau as Last name. First name is required; middle name, last name, date of birth and gender can be left blank when not recorded.
3. Check Joining date. Select a Billing customer when the parent, household or sponsor responsible for invoices is already known, or leave No billing customer yet.
4. Choose Create student. The application opens the saved profile with a student number and Active status.

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Check the saved learner profile#

1. Confirm the student number and name on the saved profile. Neema Kamau appears as STU-000079 in this demonstration.
2. Use Edit profile for identity corrections. Use Link customer under Billing relationship to record who receives invoices.
3. Open Guardians & admission to review contact responsibilities, then Enrolment for academic placement. An empty section means that separate step has not been completed.

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Create the guardian contact#

1. Open Students → Guardians and search existing contacts before choosing New guardian.
2. Enter the guardian’s First name and any known middle name, last name, email or phone. In the example, the guardian is Grace Kamau.
3. Select the optional Billing customer only when this guardian is also the invoice recipient. The contact and customer remain separate records.
4. Choose New guardian to save the contact. Creating the contact alone does not link a learner.

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Link the learner and contact responsibilities#

1. Choose Link guardian. Select STU-000079 · Neema Kamau and GRD-000042 · Grace Kamau in their separate selectors.
2. Set Relationship to Parent and review Contact priority. Select Primary contact when this is the person the school should contact first.
3. Select Billing contact only when that responsibility applies. This checkbox does not replace the learner’s Billing customer link.
4. Choose Link guardian, then reopen the learner’s Guardians & admission tab to verify the saved relationship.

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Verify the saved relationship#

The example now shows Grace Kamau as Neema’s Parent, Primary contact and Priority 1. Check the guardian number and contact details as well as the name. The Admission section remains empty because this learner was created directly; a guardian link does not create an application.

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Process an admission application#

1. Open Students → Admissions and choose New application.
2. Identify the applicant and the requested academic placement using the fields in the dialog.
3. Save and review the application before using its available decision action.
4. Record the actual decision through the application workflow. Do not treat a saved application as an accepted or enrolled learner.

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Record enrolment and changes#

1. Open Students → Enrolment and choose New enrolment.
2. Select the learner and intended program or academic context from the available records.
3. Review dates and placement, save, then use the offered confirmation action when authorized.
4. For a correction or cancellation, open the existing enrolment and use its lifecycle action with the required reason.

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Check before the first school day#

• The learner exists once and can be found by the office.
• Guardian relationships and the responsible billing customer are correct.
• Academic placement is valid for the intended period.
• Only authorized staff can view or change the learner’s records.