Admissions

Overview

The Admissions module manages the full student lifecycle — from initial application through enrolment to withdrawal. It connects external-facing application forms with internal records, ensuring every student’s journey is accurately tracked and integrated across the system.

Schools use this module to monitor applications, manage enrolments, handle withdrawals, and review trends over time. Admissions staff and administrators can coordinate processes efficiently without needing external systems.

Key Actions

• Manage student applications
• Create and review enrolments
• Withdraw students formally
• Track new and left students
• Analyse enrolment trends

Typical Workflow

Admissions staff begin with submitted applications, which are stored as Admissions Accounts. Once an application is accepted, the applicant’s data transfers automatically to Student Enrolment, where they become part of the active student body.

Withdrawals are handled through the Withdraw Student section, which ensures records are archived correctly and notifications are sent to relevant staff. Administrators can then use Left Students and Enrolment Trends to report on changes and plan for the future.

TIP

Admissions integrates closely with the Form Builder, which controls the structure of application forms.

Sections

Student Enrolment

Used to view, add, and manage students currently enrolled in the school. Administrators can review enrolments by year group, form group, or status, and manually adjust student placements.

Typical uses include:

• Adding a new enrolment for an accepted student
• Updating a student’s year or form group
• Reviewing enrolment lists for reporting

TIP

“Form Group” refers to the student’s homeroom or roll group. Updating a student’s enrolment here automatically aligns attendance and reporting data across the system.

Withdraw Student

Marks a student as formally withdrawn while maintaining their historical records.
This ensures continuity for reporting, audits, and re-admissions.

Withdrawals include:

• Setting a final attendance date
• Recording a departure reason (e.g., Graduated, Transferred)
• Optionally noting the next school

Notifications can be sent automatically to key roles such as Heads of Year or Form Tutors.

INFO

When a student is withdrawn, their enrolment record is closed and their status updates to Left, preserving full history.

Admissions Accounts

Manages parent or guardian accounts created during the admissions process.
These accounts exist separately from regular user accounts and are used to submit and track applications.

Admissions accounts are:

• Created automatically when a public form is submitted
• Linked to families and applications
• Converted to standard user accounts when an application is accepted

TIP

Keeping admissions accounts separate helps schools manage prospective families securely until acceptance.

Manage Applications

The operational hub of the admissions process, displaying all active and pending submissions for the current academic year. Staff can review, edit, and decide on applications here.

Common actions:

• Review application details and status
• Accept or reject applications
• Link applications to existing users or admissions accounts
• Access related forms through the Form Builder

Upon acceptance:

• Applicant data transfers into the Student Enrolment table
• Family and user records are created automatically
• Notifications alert relevant admissions staff

Left Students

Lists students who have graduated or withdrawn. This section provides access to historical data and supports re-admissions when needed.

Administrators can:

• Filter by academic year or departure reason
• Export data for archiving or reporting

New Students

Displays students who have been newly accepted or transferred in for the current academic year. Useful for orientation and onboarding processes.

Student Enrolment Trends

Provides visual summaries of enrolment changes across years. Helps leadership teams identify trends and support planning for class sizes, staffing, and resources.

Related Modules

See also the Form Builder documentation for details on configuring application forms.