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Programme Enrollment is the most consequential step in a student’s academic journey. When you submit a Programme Enrollment record, the system automatically creates the student’s course registrations and generates their fee invoices. Getting this right is essential.

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Who Does This

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What Happens When You Submit a Programme Enrollment

Submitting a Programme Enrollment record triggers three automatic actions:
  1. Course Enrollment records are created - one for each course listed in the programme
  2. Fee Invoice records are created - one for each fee schedule in the Fees table of the enrolment
  3. Payment request email is sent - if “Send Payment Request” is enabled on the fee record, the system immediately emails the student and all linked guardians with a payment link
This is why guardian contact details must be added to the student record before you submit the Programme Enrollment.
Programme Enrollment form showing student name, programme, academic year, fees table with fee components, and the Submit button

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Before You Start

Before creating Programme Enrollments:
  • Student record must exist (with guardian email addresses added)
  • Programme must be set up with courses listed
  • Academic Year must exist and be set as current in Education Settings
  • Fee Structure must be set up for the programme and year
  • Guardian contact details must be on the student record (emails will be sent on submission)

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How to Enrol a Single Student

  1. Go to Education workspace → Student Management card → Programme Enrolment
  2. Click New
  3. Select the Student
  4. Select the Programme and Academic Year
  5. Set the Enrollment Date
  6. The system will auto-populate the Courses table from the programme record
  7. Add the relevant fee structure to the Fees table
  8. Review all details
  9. Click Submit
The system creates course enrolments and fee records immediately on submission.
For enrolling an entire year group at once, use the Programme Enrolment Tool:
  1. Go to Education workspace → Tools card → Programme Enrolment Tool
  2. Select the Academic Year and Programme
  3. Choose whether you are enrolling new students or advancing existing ones
  4. Select the students to enrol (or select all)
  5. Click Enrol Students
The tool creates Programme Enrollment records for all selected students in one operation. Fee records are created for each student automatically.

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Field Guide

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The Fees Table

The Fees table in the Programme Enrollment record lists all the fee components the student must pay. This is populated from the Fee Structure linked to the programme. Each row in the Fees table represents one fee component (e.g. Tuition Fee, Library Fee, Sports Fee). The amounts come from the Fee Structure you set up earlier. When the Programme Enrollment is submitted, these rows become actual Fees records (invoices) that appear in the student’s financial record and in the Student Fee Collection report.

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Year Progression (Advancing to Next Year)

At the end of each academic year, continuing students must be enrolled in the next year:
  1. Go to Education workspace → Tools card → Programme Enrolment Tool
  2. Select the new Academic Year and the Programme
  3. Choose “Advancing from previous year”
  4. Select all students who are progressing
  5. Click Enrol Students
New fee records are created for the new year. New student groups and schedules need to be built separately.

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Checking Enrollment Status

To see all enrolments for a specific year or programme:
  1. Go to Education workspace → Student Management card → Programme Enrolment
  2. Filter by Academic Year, Programme, or Student
  3. Review the list
Submitted enrolments appear with a green “Submitted” badge. Draft enrolments have not yet triggered fee creation.

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Cancelling a Programme Enrollment

If an enrolment was made in error:
  1. Open the Programme Enrollment record
  2. Click Cancel
  3. Confirm the cancellation
Cancelling reverses the submission and marks the record as Cancelled. The linked fee records should also be reviewed and cancelled separately if they were created.

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Automatic Actions Summary

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Best Practices

Add guardian email addresses before submitting. The payment request email fires the moment you submit. There is no “re-send later” option for this trigger - if the email is not sent, you must manually resend from the fee record. Use the Programme Enrolment Tool for large groups. Creating hundreds of individual enrolment records manually takes hours. The tool handles bulk operations in minutes. Review the Fees table before submitting. Check that the correct fee structure is loaded and the amounts are right. Once submitted, changes require cancellation of the enrolment and related fee records. Submit, do not just save. A saved but not submitted Programme Enrollment is a draft - it does not create course or fee records. You must click Submit (not just Save) to trigger the automatic processes.

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Troubleshooting

Fee records were not created after submitting: Check Education Settings → confirm “Submit Sales Invoice from Programme Enrollment” setting matches your expectations. Also check that a Fee Structure was included in the Fees table before submission. Payment emails were not sent: Check the student’s email address on the student record. Check all guardian records for valid email addresses. Check the Email Queue in system settings for failed emails. Cannot submit the Programme Enrollment: Check for missing required fields - Student, Programme, and Academic Year are mandatory. Also confirm the student record is in Active (Enabled) status. Course enrollments are incomplete: Check that the Programme record has all courses listed in its Courses table. Only courses listed there are auto-enrolled. Missing courses must be added manually.