Admitting a new student

Use this when a new child joins your institution. Admitting a student creates their record, enrols them in a class for the current session, links them to a family and, if you choose, raises their first fee vouchers in the same step.

Before you start

• Your classes, sections and current session must already be set up. You cannot place a student in a class that does not exist yet.
• You need permission to work with the Admission Register. If you do not see this option, it may not be included in your plan or your role may not have permission; ask your administrator.
• Have the father's national ID number to hand. It is how the system recognises a family that already has children with you.
• If you want to create an admission voucher, the admission fee heads should already be set up in your fee settings.

Steps

1. In the side menu, open Students > Admission Register.
2. Click the Register New Student tab at the top of the page.
3. At the top right of the form, tick Create fee voucher? if you want the student's regular fee voucher raised now, and tick Create admission voucher? if you want an admission fee voucher. When you tick the admission voucher, the admission fee heads appear further down so you can enter amounts.
4. Under Student & Father Information, choose the family in Select Family if the student has a brother or sister already enrolled. The father's details fill in from that family.
5. If this is a new family, leave Select Family empty and enter the father's ID number and a Family No. The last family number used is shown next to the label as a guide.
6. Enter Student Name, Father Name, Father Mobile and the other contact details: Guardian Mobile, WhatsApp Number and Email Address.
7. Fill in Date of Birth, Gender, Category and Current Address.
8. Under Academic Data, enter the Admission/GR No and choose the Class, Section and, if you use them, Group or Branch. Set the Admission Date.
9. If the student has an agreed discount, enter it in Discount (if any) with a short Discount Note explaining why. You can also choose a Concession Policy if your institution uses them.
10. Optionally, upload a photo with Upload Student Picture.
11. Open Student Other Details to add mother and guardian information, an emergency contact, previous school, blood group, medical notes and similar details. These are optional but useful later.
12. Click Save.

Good to know

• If you leave Select Family empty but the father's ID number matches an existing family, the student is linked to that family automatically. This prevents the same parents appearing as two families.
• If no family matches, a new family is created for you. This needs permission to add families. If your role cannot add families, you will see a message asking you to create the family under Family List first.
• Details left blank on the form, such as email, WhatsApp number and address, are taken from the family record where one exists.
• The new student appears straight away under Students > Active Students and in the admission register list.
• To correct admission details later, find the student in the admission register list and use Update Admission Information from the options.
• Some institutions use computer numbers rather than admission numbers. In that case the form shows the Next Computer Number at the top so you know which number will be assigned.
• Admitting many students at once is easier with the Import Students tab on the same page, which takes a spreadsheet.

Common questions

Can I admit a student without creating any fee vouchers?

Yes. Leave both voucher boxes unticked. You can raise vouchers later from the fee screens.

Why do I not see a family field on the form?

Some institution types, such as semester-based colleges, do not use family grouping on this form. Enter the student's own details instead.

For an overview, see Student Information.