Overview

The Create Global Registration Number only in specific statuses setting gives institutions control over exactly when a student’s Global Registration Number (also referred to as the Academic Registration Number or Student ID) is automatically generated by the system.

By default, when automatic Global Registration Number generation is enabled, Classter assigns a unique registration number to a student the moment their profile is created. This setting overrides that default behavior: instead of assigning the number at profile creation, the system waits until the student reaches one of the statuses you have selected here.

This is particularly useful for institutions that manage an admissions pipeline, where prospective students (leads, applicants) are entered into Classter well before they become confirmed, enrolled students. It ensures that permanent registration numbers are reserved for students who have genuinely reached a meaningful enrollment milestone.

 

 

What This Setting Does

This is a multi-select setting. You can select one or more student statuses from the list. The available statuses include, among others:

• Registered
• Preregistered
• Lead
• Applicant (Submitted)
• Applicant (Submitted via Agent)
• Awaiting Payment
• Application Rejected
• Rejected Application – Request to Re-Apply
• Not Accepted
• Provisionally Accepted – Waiting Answer for Offer
• Applicant Accepted Offer
• Applicant Rejected Offer
• Under Review
• Request for Information
• Waiting for Check-in
• Checked In
• Checked Finished – Waiting for Final Registration
• Counselling Concluded
• Inactive
• Withdrawal
• Graduated
• Suspend

When one or more statuses are selected:

• The system will NOT assign a Global Registration Number when the student profile is first created.
• Instead, it will assign the number automatically when the student’s status is changed to one of the selected statuses.
• If no statuses are selected in this setting, the system reverts to the default behavior: the number is generated at student creation.

This setting only takes effect when automatic generation of the Global Registration Number is enabled. If manual numbering is configured, this setting has no impact.

 

 

Where It Is Used

Navigation path: Main Settings > General Settings > Student Form > Default Values > Create Global Registration Number only in specific statuses

This setting affects the following areas and users:

• The Student profile form — both at the point of creating a new student and when a student’s status is subsequently updated.
• The admissions workflow — where students first appear in the system with an early-stage status (e.g., Lead or Applicant) and progress toward confirmed enrollment.
• Secretariat staff and admissions officers who create and manage student records will be directly affected by this behavior.
• Any automated process or bulk action that changes student statuses will also trigger registration number assignment if the new status matches the configuration.

 

 

Business Logic / Behavior

Default Behavior (No Statuses Selected)

When this setting is left empty (no statuses selected), the Global Registration Number is generated automatically at the moment a student’s profile is created in Classter, regardless of the student’s initial status.

 

Configured Behavior (One or More Statuses Selected)

When at least one status is selected:

• A student profile is created in Classter with no Global Registration Number assigned, regardless of the student’s initial status.
• As the student moves through the admissions or enrollment lifecycle and their status is updated, the system checks whether the new status matches any of the configured statuses.
• If a match is found, the system automatically generates and assigns the Global Registration Number at that moment.
• If the new status does not match, the number remains unassigned until a matching status is reached.

 

Key Business Rules

• This setting only applies when automatic Global Registration Number generation is active. It has no effect in manual numbering mode.
• Once a Global Registration Number is assigned (upon reaching a configured status), it is not removed or reassigned if the student’s status changes again later.
• The setting is configured per company (school unit or branch). Different schools within the same organization can have different configurations independently.
• The setting is not period-specific — it applies consistently across all academic periods.
• If a student is created directly with one of the configured statuses, the number is assigned immediately at creation.

 

 

Examples

Example 1 – Admissions Pipeline (Most Common Use Case)

Scenario: Northgate Academy manages its admissions process through Classter. Prospective students are entered into the system as a Lead when initial interest is recorded, then progress through several stages before formal enrollment. The institution does not want to issue permanent student numbers to prospects who may ultimately not enroll.

Configuration: This setting is configured with Registered as the only selected status.

What happens:

• A new prospective student, Alex Taylor, is entered into Classter with the status Lead. No Global Registration Number is assigned.
• Alex submits an application (status changes to Applicant (Submitted)). Still no number assigned.
• Alex receives an offer (status changes to Provisionally Accepted – Waiting Answer for Offer). Still no number assigned.
• Alex formally accepts and completes enrollment (status changes to Registered). The system automatically assigns Alex a Global Registration Number (e.g., 10312).

Business benefit: The institution’s registration number sequence only advances for confirmed enrolled students. Prospects and applicants who do not complete enrollment do not consume registration numbers, keeping the sequence clean and meaningful.

 

Example 2 – Multiple Trigger Statuses

Scenario: Eastbrook College wants to assign a Global Registration Number at either the Applicant Accepted Offer stage or the Registered stage, whichever comes first, because their administrative process requires identifying students by number as soon as they commit to the institution.

Configuration: This setting is configured with both Applicant Accepted Offer and Registered selected.

What happens:

• A student, Jamie Rivera, progresses through the admissions process. When their status is updated to Applicant Accepted Offer, the system immediately assigns a Global Registration Number.
• Another student, Morgan Lee, is added directly as Registered (bypassing the offer stage). The system assigns their number at that point.

Business benefit: All students who have committed to the institution receive a number promptly, enabling smoother pre-enrollment administration.

 

Example 3 – No Statuses Selected (Default)

Scenario: Westfield School adds students to Classter only after enrollment is already confirmed — there is no admissions pipeline tracked in the system. All new student profiles already represent enrolled students.

Configuration: No statuses are selected in this setting.

What happens: Every new student profile is assigned a Global Registration Number immediately upon creation, without waiting for any status change.

 

 

When to Use

When to Configure with Specific Statuses

Select specific statuses in this setting when:

• Your institution has an admissions pipeline, and prospective students (leads, applicants) are entered into Classter before confirmed enrollment.
• You want to reserve Global Registration Numbers only for students who have reached a meaningful enrollment milestone.
• You need to keep the registration number sequence clean, without gaps caused by prospects or applicants who did not complete enrollment.
• Your admissions and enrollment process is tracked within Classter through status transitions.

 

When to Leave Empty (No Statuses Selected)

Leave this setting empty when:

• Your institution adds students to Classter only after enrollment is already confirmed — every new student profile is an enrolled student from day one.
• You want the Global Registration Number assigned immediately upon student creation with no dependency on status.
• You do not use an admissions or pre-registration workflow where students enter the system at an early, non-enrolled stage.

 

 

Notes

K-12 vs Higher Education Mode

The behavior of this setting is identical in both K-12 mode and Higher Education mode. The difference lies in which statuses are typically relevant and used by institutions in each mode.

K-12 mode (Enable Configuration for Higher Education is disabled):

• Admissions pipelines in K-12 tend to be shorter, with fewer intermediate stages.
• The most commonly used trigger status is Registered or Preregistered.
• Fewer statuses are typically selected in this setting — often just one.

Higher Education mode (Enable Configuration for Higher Education is enabled):

• Higher Education institutions typically have a longer, more formal admissions process with multiple defined stages.
• Statuses such as Provisionally Accepted – Waiting Answer for Offer, Applicant Accepted Offer, Under Review, and Waiting for Check-in are more commonly used and relevant.
• Administrators may choose to trigger registration number assignment earlier in the lifecycle (e.g., at Applicant Accepted Offer) rather than waiting for final registration.
• The wider range of available statuses gives Higher Education institutions greater flexibility to align number assignment with their specific policies.

 

Pre-Requisites

Before configuring this setting, ensure the following are in place:

• Automatic Global Registration Number generation must be enabled. This setting has no effect unless auto-generation is active. This is configured at: Main Settings > General Settings > Student Form > Default Values > Enable auto-generation of the Student Academic Registration Number (set to Auto mode).
• Student statuses must be defined and active in your system’s dropdown lists. The statuses shown in this setting’s options come from the Student Status dropdown configuration.

 

Related Settings

The following settings are closely related to or may affect the behavior of this setting:

• Enable auto-generation of the Student Academic Registration Number (Main Settings > General Settings > Student Form > Default Values). This is the prerequisite setting. It must be set to Auto for the current setting to have any effect. Without it, no automatic numbering occurs at all.
• Global Registration Number Format – Manual Creation only (Main Settings > General Settings > Student Form > Default Values – Automated_Academic_Registration_Numbering_Format). Defines the format or validation rules for the Global Registration Number. Applies when numbers are entered manually; note that when auto-generation is used, the system generates the number according to its own sequence rather than this format field.
• Automatic Registration Numbering for Students with status (Main Settings > General Settings > Student Form > Educational Program Registration Numbering). A similar but entirely separate setting that controls when the Educational Program Registration Number (a per-program identifier) is auto-generated based on status. This is not the same as the Global Registration Number controlled by the current setting.
• Enable Configuration for Higher Education (Core Module – Xrisi_parametropoihshs_kolegiou). Determines whether Classter operates in Higher Education or K-12 mode. While this does not change the function of the status-based numbering feature, it influences which statuses are available and commonly selected.