> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Programme Enrollment
> How to formally register a student in a programme for an academic year - the step that creates their course registrations and triggers automatic fee invoice creation.
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.
***
## Who Does This
| Task | Who Does It |
| ------------------------------------------- | ---------------------------------- |
| Creating individual Programme Enrollments | Academic Administrator / Registrar |
| Running the Programme Enrolment Tool (bulk) | Academic Administrator |
| Verifying fee creation after enrolment | Finance Officer |
***
## 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.
***
## 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)
***
## 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.
***
## How to Enrol Students in Bulk (Recommended)
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.
***
## Field Guide
| Field | Required | Purpose |
| -------------------- | -------- | ---------------------------------------------------------------------------------- |
| **Student** | Yes | The student being enrolled |
| **Programme** | Yes | The qualification they are registering for |
| **Academic Year** | Yes | Which year this enrolment is for |
| **Enrollment Date** | Yes | The official date of enrolment |
| **Academic Term** | No | The starting term within the year |
| **Student Category** | No | Scholarship / General / Merit classification (affects fee structure if configured) |
| **Student Batch** | No | Which batch/intake cohort this student is in |
| **Boarding Student** | No | Tick if the student lives in the hostel |
| **School House** | No | Which hostel/house they are assigned to (if boarding) |
| **Courses** table | No | Auto-filled from the programme. Lists all courses the student is registered in |
| **Fees** table | No | Fee components for this enrolment - amounts pulled from the Fee Structure |
***
## 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.
***
## 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.
***
## 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.
***
## 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.
***
## Automatic Actions Summary
| When You Submit a Programme Enrollment | System Does This |
| --------------------------------------------- | ---------------------------------------------------------------------- |
| Submits successfully | Course Enrollment records created for each programme course |
| Submits successfully | Fee (invoice) records created for each fee component in the Fees table |
| Fee record has "Send Payment Request" enabled | Email with payment link sent to student and all guardians immediately |
***
## 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.
***
## 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.
***
## Related Pages
* [Student Records](/education/student-management/student-records) - the student record must exist before enrolment
* [Programmes & Courses](/education/academic-management/programmes-courses) - programmes must have courses listed before enrolment
* [Fees & Finance](/education/fees-finance/introduction) - fee structures and how invoices are generated from enrolment
* [Student Groups](/education/student-management/student-groups) - assign enrolled students to a class group after enrolment