Programmes & Courses

Programmes and Courses form the academic catalogue of your institution. Every enrolment, every class, and every assessment is tied to a course within a programme. Setting this up correctly is the foundation everything else depends on.

Who Uses This Feature

Role	What They Do
Academic Administrator	Creates academic years, terms, programmes, courses, topics, and manages enrolments
Instructor	Views course details, course schedule, and course activity
Finance Officer	Links fee structures to programmes

Before You Start

Work through these in order - each step depends on the previous:

Academic Year - the academic calendar year (e.g. 2025–2026)
Academic Term - subdivisions within the year (e.g. Semester 1, Semester 2) - optional but recommended
Programme - the degree, diploma, or qualification (e.g. B.Com, MBA)
Course - individual subjects within a programme (e.g. Financial Accounting, Business Law)
Topic - sections within a course (e.g. Chapter 1: Introduction to Debits and Credits)

Academic Year

An Academic Year defines the calendar period for an intake or academic cycle.

Creating an Academic Year

Go to Education workspace → Academics card → Academic Year.
Click New.
Fill in:

Field	What to Enter
Academic Year Name	A clear label, e.g. “2025-26” (required)
Year Start Date	First day of the academic year (required)
Year End Date	Last day of the academic year (required)

Save.

Once created, set this as the Current Academic Year in Education Settings so it populates automatically on new records.

Academic Year form showing year name and start/end dates

Academic Term

An Academic Term divides the academic year into semesters, trimesters, or terms. Terms are optional but strongly recommended for institutions with structured semester systems.

Creating an Academic Term

Go to Education workspace → Academics card → Academic Term.
Click New.
Fill in:

Field	What to Enter
Academic Year	The year this term belongs to (required)
Term Name	e.g. “Semester 1”, “Q1”, “Michaelmas” (required)
Term Start Date	First day of the term (required)
Term End Date	Last day of the term (required)

Save.

Set the Current Academic Term in Education Settings for it to auto-populate on records.

Programmes

A Programme is a qualification or course of study. It defines what a student is enrolled in - for example, “Bachelor of Commerce”, “Diploma in Digital Marketing”, or “Foundation Year”.

Creating a Programme

Go to Education workspace → Academics card → Programme.
Click New.
Fill in:

Field	What to Enter
Programme Name	Official name, e.g. “Bachelor of Commerce” (required)
Department	The department that owns this programme
Programme Abbreviation	Short code, e.g. “B.Com”
Courses	Add the courses that make up this programme
Image	Optional programme image

Save.

The Courses table inside a programme defines the curriculum. Add all courses a student in this programme will study.

Courses

A Course is a single subject or unit of study within a programme. Students are enrolled in courses, classes are scheduled for courses, and assessments are planned against courses.

Creating a Course

Go to Education workspace → Academics card → Course.
Click New.
Fill in:

Field	What to Enter
Course Name	Official name, e.g. “Financial Accounting I” (required)
Department	The department responsible for this course
Description	Brief description shown on course pages
Default Grading Scale	The default grading scale applied to assessments in this course
Topics	Add the topics that make up this course’s curriculum
Assessment Criteria	Add assessment criteria that apply to all assessments in this course
Hero Image	Course image

Save.

Topics

A Topic is a unit or chapter within a Course. Topics are used to organise the curriculum and can include content materials (articles, videos, quizzes) linked to the learning management system.

Creating a Topic

Go to Education workspace → Academics card → Topic.
Click New.
Fill in:

Field	What to Enter
Name	Topic title, e.g. “Chapter 3: Cash Flow Statements” (required)
Description	Brief description of what this topic covers
Topic Content	Add content items (articles, videos, or quizzes) linked to this topic
Hero Image	Optional image

Save. Add the topic to the relevant Course’s Topics table.

Programme Enrolment

Programme Enrolment is the official record that ties a specific student to a specific programme for a given academic year. It is a submittable record - meaning once submitted, it creates fee records automatically.

Enrolling a Student

Single enrolment:

Go to Education workspace → Student Management card → Programme Enrolment.
Click New.
Fill in:

Field	What to Enter
Student	The student being enrolled (required)
Programme	The programme they are joining (required)
Academic Year	The enrolment year (required)
Academic Term	The term, if applicable
Enrolment Date	Date enrolment takes effect (required)
Student Category	Scholarship or quota category if applicable
Student Batch	Which batch they are in, if applicable
Boarding Student	Tick if the student lives on campus
School House	The house or residence, if applicable
Courses	Add specific courses being taken (optional - can also be auto-populated)
Fees	Add fee schedule items - this is what drives fee record creation

Click Save, then Submit.

On submission, Bizaxl automatically creates fee records (Sales Invoices or Sales Orders) for any fee schedules listed in the Fees table.

Programme Enrolment form showing student, programme, academic year, courses table, and fees table

Bulk enrolment using the Programme Enrolment Tool:

Go to Education workspace → Tools card → Programme Enrolment (the tool, not the record).
Select where to get students from and the current programme.
Set the academic year, term, and batch.
Click Get Students to load the student list.
Set the New Programme, new academic year/term/batch if moving students.
Click Enrol Students.

This is useful at the start of a new academic year when existing students advance to the next year.

Course Enrolment

A Course Enrolment records that a specific student is enrolled in a specific course (rather than just a programme). These are created automatically when a student is enrolled in a programme and courses are listed on the enrolment record. You can view Course Enrolments at: Education workspace → Student Management card → Course Enrolment.

Course Activity

Course Activity tracks a student’s participation in online course content (linked to the LMS). This record is created automatically when a student accesses LMS content through their programme.

Field Guide: Programme Enrolment

Field	Purpose
Student	Who is being enrolled
Programme	What they are enrolled in
Academic Year	Which year the enrolment is for
Enrolment Date	When enrolment takes effect - affects fee posting dates
Student Category	Determines which fee structures apply (if category-specific rates are set)
Courses	Specific courses within the programme for this enrolment
Fees	Fee schedules linked to this enrolment - drives fee record creation on submission

Workflow Journey

Academic year created

An Academic Year is created to define the calendar period for the intake or academic cycle.

Academic term created

Academic Terms (semesters or trimesters) are added within the year. This step is optional but recommended.

Department created

Departments are set up if your institution organises programmes and courses by department.

Programme created

A Programme record is created with its name, department, and curriculum (the list of courses it contains).

Courses created and added to programme

Individual Course records are created and added to the Programme’s courses table.

Topics created and added to courses

Topics (chapters or units) are created and linked to the relevant Course records.

Student record exists

A Student record is available, created through the Admissions process or directly.

Programme enrolment created and submitted

A Programme Enrolment record is created for the student, programme, and academic year, then submitted.

Fee records created automatically

On submission of Programme Enrolment, fee records are created automatically for any fee schedules in the Fees table.

Student group assigned

The student is added to the appropriate Student Group for their courses.

Course schedule created

Course Schedule records are created in the Timetabling module, linking the Student Group to rooms, instructors, and times.

Automatic Actions

Action	When It Happens
Fee records created	When Programme Enrolment is submitted and Fees table is populated
Course Enrolment records created	When Programme Enrolment is submitted
Student Customer record created	When student record is saved (needed for fee invoicing)

Best Practices

Set up the academic calendar before anything else - Academic Year and Term must exist before you create programmes, enrolments, or timetables.
Use Programme Abbreviation - it makes dropdowns and reports much more readable.
Add courses to programmes carefully - the courses listed in a programme drive what appears in the Programme Enrolment Tool and Student Group Creation Tool.
Use the bulk enrolment tool at year rollover - manually re-enrolling hundreds of continuing students is avoidable. The Programme Enrolment Tool handles advancement in bulk.
Set a Default Grading Scale on courses - this pre-fills on Assessment Plans for that course, reducing data entry errors.
Configure Education Settings after setup - set the current Academic Year and Term so they populate automatically on all new records.

Troubleshooting

Fees are not being created when I submit a Programme Enrolment. Check that the Fees table on the enrolment record has at least one Fee Schedule entry. Fees are only created if fee schedule items are listed. Also check Education Settings to ensure “Submit Sales Invoice from Programme Enrolment / Fee Schedule” is enabled. The Programme Enrolment Tool is not showing my students. The tool looks for students enrolled in the source programme in the selected academic year. Ensure those students have Programme Enrolments (submitted) for the year you are filtering on. A course does not appear in my programme. Open the Programme record and check the Courses table. The course must be explicitly added to the programme - it is not automatic.

Admissions - where students are created
Student Management - student records that are enrolled
Timetabling - scheduling classes for courses
Assessments - assessments are planned per course
Fee Management - fee structures tied to programmes

College Management

E-Classroom

Learning Management System

Tuition Centre

Who Uses This Feature

Before You Start