> ## 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.

# End-to-End Workflow

> The complete business journey in College Management - from a student's first application to their graduation and exit - explained stage by stage with who does what and when.

This page walks you through the entire College Management lifecycle from start to finish. Use it to understand how all the features connect in practice - and to orient new staff to the full picture before they learn individual features.

***

## The Full Student Journey

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  START[Before the Student Arrives] --> S1

  subgraph S1[1 Setup]
    SA[Academic Year, Term, Department] --> SB[Programmes, Courses, Topics]
    SB --> SC[Instructors, Rooms, Fee Categories, Fee Structures]
  end

  subgraph S2[2 Admissions]
    A1[Admission Round Opens] --> A2[Applications Received]
    A2 --> A3[Applications Reviewed]
    A3 --> A4[Approved or Rejected]
    A4 --> A5[Approved: Student Record Created]
  end

  subgraph S3[3 Enrolment]
    E1[Programme Enrolment Submitted] --> E2[Course Enrolments Created]
    E2 --> E3[Fee Records Generated Automatically]
    E3 --> E4[Payment Request Emails Sent]
  end

  subgraph S4[4 Grouping & Scheduling]
    G1[Student Assigned to Student Group] --> G2[Student Groups Created]
    G2 --> G3[Class Timetable Built]
    G3 --> G4[Instructors and Rooms Assigned]
  end

  subgraph S5[5 Teaching & Attendance]
    T1[Classes Held Daily/Weekly] --> T2[Instructor Takes Attendance]
    T2 --> T3[Students Apply for Leave When Absent]
    T3 --> T4[Leave Reviewed and Approved]
  end

  subgraph S6[6 Assessment]
    AS1[Assessment Plans Created Per Course] --> AS2[Exams/Tests Held]
    AS2 --> AS3[Results Entered]
    AS3 --> AS4[Grades Auto-Calculated]
    AS4 --> AS5[Report Cards Generated]
  end

  subgraph S7[7 Fee Collection]
    F1[Fee Invoices Outstanding] --> F2[Reminders Sent]
    F2 --> F3[Payments Received and Recorded]
    F3 --> F4[Outstanding Balances Tracked]
  end

  subgraph S8[8 Review & Reporting]
    R1[Term/Year-End Reports Run] --> R2[Attendance Rates Reviewed]
    R2 --> R3[Grade Performance Reviewed]
    R3 --> R4[Fee Collection Status Reviewed]
  end

  subgraph S9[9 Progression or Exit]
    P1[Continuing: New Programme Enrolment for Next Year]
    P2[Graduating: Certificates Issued, Student Log Updated]
    P3[Leaving: Date of Leaving Recorded, Student Deactivated]
  end

  S1 --> S2 --> S3 --> S4 --> S5 --> S6 --> S7 --> S8 --> S9
```

***

## Stage 1: Setup (Foundation)

**Who does it:** Academic Administrator, System Administrator

**When:** Once at implementation; updated at the start of each academic year

**What happens:**

Before any student can be admitted, your institution's academic structure must be defined in the system. This is the foundation layer that everything else depends on.

1. **Academic Year** - Create the year label (e.g. "2025-26") with start and end dates.
2. **Academic Term** - Create terms within the year (e.g. "Semester 1: June–October", "Semester 2: November–March").
3. **Education Settings** - Set the current Academic Year and Term so they auto-populate on new records.
4. **Department** - Create department records (optional but useful for grouping programmes and instructors).
5. **Programmes** - Create the qualifications your institution offers. Add the courses that make up each programme.
6. **Courses** - Create individual subjects. Set the default grading scale and assessment criteria per course.
7. **Topics** - Create topics within each course (optional but useful for curriculum mapping).
8. **Instructors** - Create one instructor record per teaching staff member.
9. **Rooms** - Create room records for all teaching spaces.
10. **Fee Categories** - Create the types of charges (Tuition, Examination, Library, Hostel, etc.).
11. **Fee Structures** - Create one fee structure per programme/year combination with amounts per fee category.
12. **Grading Scale** - Create the grade band mapping (e.g. 90–100 = A+, 80–89 = A).

**Outcome:** The institution's academic and financial structure is ready. You can now start accepting applications.

***

## Stage 2: Admissions

**Who does it:** Admissions Officer

**When:** During the intake period (term-specific or rolling)

**What happens:**

1. **Admission Round Created** - The admissions officer creates a Student Admission record for the intake period, specifying the dates, eligible programmes, and whether online applications are accepted.
2. **Applications Received** - Prospective students apply online (if the admission is published to the website) or staff create Student Applicant records manually.
3. **Applications Reviewed** - The admissions team opens each Student Applicant record and reviews the details. They update the Application Status:
   * **Applied** → being reviewed
   * **Approved** → accepted for enrolment
   * **Rejected** → not accepted
4. **Student Created** - For each approved applicant, the admissions officer clicks **Create Student**. A student record is created with all the applicant's details pre-filled. The application status becomes **Admitted**.

**Key records created:** Student Admission, Student Applicant → Student

**What can go wrong:**

* Application missing guardian email → payment notification will fail later
* Application approved without Student Category set → fee structure may not match

***

## Stage 3: Enrolment

**Who does it:** Academic Administrator / Registrar

**When:** After student records are created; at the start of each academic year for returning students

**What happens:**

1. **Programme Enrolment Created** - The administrator creates a Programme Enrolment record for each student, linking them to a specific programme for the academic year.
2. **Fees Table Populated** - Fee schedules are added to the Fees table inside the enrolment record.
3. **Programme Enrolment Submitted** - When submitted:
   * Course Enrolment records are created automatically for each course in the programme
   * Fee Records (Sales Invoices) are created automatically for each fee schedule in the Fees table
4. **Payment Request Sent** - If configured, a payment link email is sent to the student and guardian automatically.

**For returning students (bulk):** The **Programme Enrolment Tool** handles advancement of a whole year group at once - selecting students from the previous year and enrolling them into the next.

**Key records created:** Programme Enrolment → Course Enrolment + Fees (invoice)

**Automatic trigger:** Fee invoice creation on Programme Enrolment submission

***

## Stage 4: Student Grouping & Timetabling

**Who does it:** Academic Administrator

**When:** Before the term begins; whenever a new intake starts

**What happens:**

1. **Student Groups Created** - Using the **Student Group Creation Tool**, the administrator generates student groups for all courses in a programme at once. Each group is assigned the enrolled students and an instructor.

2. **Class Timetable Built** - Using the **Course Scheduling Tool**, the administrator generates a full semester schedule for each student group:
   * Sets the course, instructor, room, date range, and time slot
   * Clicks "Schedule Course" - sessions are generated for every day in the date range
   * One operation generates 80–100 individual class sessions

3. **Calendar Published** - All scheduled sessions are immediately visible on the Course Schedule calendar. Instructors can see their timetable; students can see their class times.

**Key records created:** Student Group → Course Schedule (many sessions)

***

## Stage 5: Teaching & Attendance

**Who does it:** Instructor (primary); Academic Administrator (oversight and corrections)

**When:** Every class day throughout the academic term

**What happens:**

1. **Class Held** - The instructor delivers the scheduled session.

2. **Attendance Taken** - The instructor opens the **Student Attendance Tool**, selects the student group and today's session, marks absent students, and submits. This creates one Student Attendance record per student - all submitted automatically.

3. **Leave Applications** - When a student needs to be absent for a known reason:
   * Student or instructor creates a **Student Leave Application**
   * Specifies the date range and reason
   * Instructor/admin submits the application
   * Attendance records for those dates update automatically to "On Leave"

4. **Attendance Monitoring** - Weekly, the pastoral team runs the **Absent Student Report** to identify students with excessive absences and initiates contact.

**Key records created:** Student Attendance (one per student per session), Student Leave Application

**Automatic trigger:** Attendance records update to "On Leave" when a leave application is submitted

***

## Stage 6: Assessment

**Who does it:** Instructor, Academic Administrator

**When:** Mid-term and end of term (or as scheduled)

**What happens:**

1. **Assessment Plan Created** - The instructor creates an Assessment Plan for the exam or test:
   * Links it to the Student Group, Course, and Assessment Group (e.g. "Midterm")
   * Sets the date, time, room, examiner, and supervisor
   * Specifies the assessment criteria breakdown (e.g. 60% Theory, 40% Practical)
   * Sets the Grading Scale
   * Submits the plan

2. **Assessment Conducted** - Students sit the exam or submit coursework.

3. **Results Entered** - Using the **Assessment Result Tool**:
   * Instructor selects the Assessment Plan and Student Group
   * All students load in a table
   * Instructor enters each student's score for each criterion
   * Clicks Submit - individual Assessment Result records are created for all students
   * Grades are auto-calculated based on the Grading Scale

4. **Report Cards Generated** - The **Student Report Generation Tool** produces print-ready grade reports for distribution.

**Key records created:** Assessment Plan → Assessment Result (one per student)

**Automatic trigger:** Grade assigned automatically from total score and Grading Scale

***

## Stage 7: Fee Collection

**Who does it:** Finance Officer, Accounts Manager

**When:** Start of term (for billing); ongoing (for collection monitoring)

**What happens:**

1. **Fee Schedule Run** - The finance officer creates a **Fee Schedule** referencing the applicable Fee Structure, sets the due date, adds the student groups to bill, and submits.

2. **Invoices Created** - On submission, one **Fees** (invoice) record is created per student in the listed groups.

3. **Payment Requests Sent** - If "Send Payment Request Email" is ticked on the Fee Schedule, payment link emails are sent automatically to each student's email and linked guardian emails.

4. **Payments Received** - Students pay via the payment link (online gateway) or staff record payments manually against the Sales Invoice.

5. **Outstanding Balance Tracked** - The Outstanding Amount on each Fees record decreases automatically as payments are recorded. The **Student Fee Collection** report shows the current position for every student.

6. **Follow-up** - Accounts staff run the **Student Fee Collection** report weekly, filtering to students with outstanding balances, and follow up by email or phone.

**Key records created:** Fee Schedule → Fees (invoice) → Sales Invoice (in accounting)

**Automatic trigger:** Fees records created on Fee Schedule submission; payment request emails sent; Sales Invoice posted to accounts

***

## Stage 8: Review & Reporting

**Who does it:** Management, Academic Administrator, Finance Officer

**When:** End of each month; end of each term; as needed

**What happens:**

The leadership team pulls reports to review institutional performance:

| Review Area             | Report Used                   | Frequency    |
| ----------------------- | ----------------------------- | ------------ |
| Attendance by group     | Student Batch-Wise Attendance | Monthly      |
| Individual absences     | Absent Student Report         | Weekly       |
| Assessment performance  | Final Assessment Grades       | Term-end     |
| Assessment completion   | Assessment Plan Status        | Pre-deadline |
| Fee collection progress | Student Fee Collection        | Weekly       |
| Revenue by programme    | Programme Wise Fee Collection | Monthly      |

Decisions made from these reports include: attendance warnings to students, academic board referrals, fee collection escalations, and performance reviews.

***

## Stage 9: Progression, Graduation & Exit

**Who does it:** Academic Administrator, Registrar

**When:** End of academic year or when a student leaves

**Continuing students:**

1. Run the **Programme Enrolment Tool** to bulk-advance students to the next year
2. New Programme Enrolment records are submitted
3. New fee records are created for the new year
4. New student groups and schedules are built

**Graduating students:**

1. Final grades confirmed on **Final Assessment Grades** report
2. Certificates and transcripts issued (print formats)
3. **Student Log** updated with graduation record
4. Student record updated: Date of Leaving set; Enabled unticked

**Leaving/withdrawing students:**

1. Open the Student record
2. Set **Date of Leaving** and **Leaving Certificate Number**
3. Record **Reason for Leaving**
4. Untick **Enabled** - student is now inactive
5. Any outstanding fees should be resolved before or after deactivation

***

## Who Does What: Quick Reference

| Stage                     | Primary Actor          | Key Action                                      |
| ------------------------- | ---------------------- | ----------------------------------------------- |
| Setup                     | Academic Administrator | Creates academic structure                      |
| Admissions                | Admissions Officer     | Approves applicants and creates students        |
| Enrolment                 | Academic Administrator | Submits programme enrolments                    |
| Grouping & Timetabling    | Academic Administrator | Creates groups and schedules                    |
| Attendance                | Instructor             | Takes attendance every session                  |
| Leave Review              | Instructor / Admin     | Reviews and approves leave applications         |
| Assessment Planning       | Instructor             | Creates assessment plans                        |
| Result Entry              | Instructor             | Enters marks via Assessment Result Tool         |
| Fee Billing               | Finance Officer        | Runs fee schedules                              |
| Fee Collection Monitoring | Finance Officer        | Reviews collection reports                      |
| Reporting                 | Management             | Reviews attendance, grades, and fee reports     |
| Progression               | Academic Administrator | Advances returning students                     |
| Exit                      | Registrar              | Records leaving details and deactivates student |