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Getting Started

Tutorials

Workflows

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Introduction

The Student Enrolment module provides schools with a comprehensive, paperless system to coordinate new student intake and in-year transfers. It bridges joining families with the school administration, replacing fragile paper admission forms with a responsive self-service portal for parents and a unified management hub for admissions officers.

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Conceptual Architecture

The module structures enrolment data into a cohesive workflow featuring multi-channel authentication, a six-stage progressive lock architecture, automated background jobs, and direct DfE Admissions Transfer File (ATF) XML generation:

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1. Six-Stage Progressive Lock Architecture

To prevent incomplete or contradictory submissions, parents must verify and check off each section sequentially:
  • Lock Student Details (lock_student): Validates preferred vs legal names, sex on birth certificate, date of birth against cohort bounds, current residential address, and prior school.
  • Lock Additional Information (lock_additional): Gathers DfE demographic fields (ethnicity, religion, first language, travel method, free school meals, service child status, and Looked After Child / LAC status).
  • Lock Parents & Carers (lock_parents): Captures up to three parents/carers with addresses, contact phone numbers, emails, and legal parental responsibility declarations.
  • Lock Emergency Contacts (lock_contacts): Gathers up to three secondary emergency contacts in priority order.
  • Lock Medical Details (lock_medical): Records GP surgery name, address, telephone, and critical medical conditions (asthma, diabetes, anaphylaxis, allergies, and care notes).
  • Lock Consents (lock_consents): Gathers essential permissions for off-site visits, emergency medical care, image usage, biometric systems, and mobile phone policy adherence.
  • Lock Submission (lock_submission): Summarises all section locks, captures optional SEND and contextual notes, and enables the final submission button.

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2. DfE Admissions Transfer File (ATF) Protocol

Upon receiving submitted enrolments, the module compiles demographic records into official DfE-compliant XML Admissions Transfer Files (ATF_<lea><school>.xml). This file can be imported directly into any UK Management Information System (SIMS, Arbor, Bromcom, ScholarPack), instantly populating student records and eliminating hours of manual data entry.

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Roles & Permissions Matrix

The module uses role-based access control to ensure sensitive student and family information remains strictly protected:
System & Module Configuration
  • Enable or disable the Student Enrolment module in tenant administration.
  • Assign the Enrolment Manager role to designated admissions officers or senior administrators.
  • Configure tenancy-wide social login integrations (Google and Microsoft single sign-on).
  • Receive automated weekly alerts if the module is enabled without an assigned manager.

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User Interface & Screen Tour

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1. Enrolment Management Dashboard (/enrolments)

Accessible to Enrolment Managers via the main sidebar navigation:
  • Current vs Archived Views: Toggle between active enrolments and archived records using the top-bar control.
  • Cohort Search: Rapidly find students by forename, surname, or parent email address.
  • Status Filter: Filter the cohort table by progression state:
    • All enrolments: Complete view of active cohort.
    • New: Account created or imported; no sections locked yet.
    • Incomplete: Enrolment underway; some sections locked, but not all.
    • Ready to submit: All six sections locked; awaiting final submission by parent.
    • Submitted: Formally submitted; read-only for parent with submission date timestamp.
  • Status Badges & Row Actions:
    • Submitted: Displays completion date. Clicking the padlock icon unlocks and re-opens the enrolment for parent adjustments.
    • Impersonation Icon: Instantly log into the parent’s portal session to view or amend records.
    • PDF Download Icon: Stream an official printable summary dossier for submitted students.
    • Archive Icon: Move withdrawn or duplicate enrolments to the archive.
  • Bulk Action Bar: Select multiple students to dispatch welcome emails, send reminders, archive records, export a CSV spreadsheet, or generate a DfE ATF XML file.

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2. Parent Self-Service Portal (/enrolment)

A clean, responsive, multi-page portal optimised for desktop and mobile devices:
  • Student Details (/enrolment): Preferred and legal names, sex on birth certificate, date of birth, home address, and previous school.
  • Additional Info (/enrolment/additional): DfE demographics, religion, first language, travel method, free school meals, and Looked After Child (LAC) details.
  • Parents & Carers (/enrolment/parents): Contact details, home/mobile/work phones, addresses, and legal parental responsibility flags for up to three guardians.
  • Emergency Contacts (/enrolment/contacts): Priority-ordered secondary emergency contacts.
  • Medical Details (/enrolment/medical): GP surgery contact details, medical condition checkboxes (asthma, diabetes, anaphylaxis, allergies), and medical notes.
  • Consents (/enrolment/consents): Permissions for off-site trips, emergency medical treatment, public/internal image use, biometrics, and mobile phone rules.
  • Submission (/enrolment/submission): Comprehensive lock verification table, SEND notes, additional submission notes, and final submission trigger.

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Deep-Dive Workflows & Guides

End-to-End Workflows

Explore detailed lifecycles, ATF XML export mechanics, automated reminder schedules, and GDPR data retention rules.

Getting Started Guide

Step-by-step setup instructions for administrators and newly appointed enrolment managers.

Tutorials & Practical Guides

Walkthroughs for bulk CSV imports, parent impersonation, unsubmit workflows, and MIS data transfer.

System Overview

Review key benefits, regulatory background, and core module features.