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Automated Student Enrollment

Updated on February 6, 2025

1 min to read

The Automated Student Enrollment feature for K12 and Higher Education (HE) configuration automatically enrolls Students into main {Groups}, {Classes}, and {Subjects} when a program is added or its status changes. It allows filtering by {Grade} / {Year}, {Stream} / {Pathway}, and {Group} / {Class} Type.

For K12, Groups can be assigned without Subjects if needed, while HE configurations follow curriculum guidelines.

Let’s check a series of related settings for configuration.

 

Enable Automated Classes/Subjects Enrollment

To enable the automated Classes and Subjects enrollments, navigate to: Main Settings > General Settings > Student Form > Automated Classes/Subjects enrollments > Enable the automated enrollment of Students to Classes/Subjects upon education program creation or change.

 

How to Filter Educational Programs

Educational Program Status

Educational program status enabled for automated enrollment of Classes/Subjects dropdown menu helps to determine the Program status that triggers automated enrollment (e.g., Registered, Initial Lead / Appointment, etc.).

 

Filter by Level

This filter restricts automated enrollment to only Years based on the selected Level.

To do so, select any value from Enable only for Year where Level is one of the following dropdown menu.

 

Filter by Stream

This filter limits enrollment to Streams with Mandatory Subject requirements enabled.

For this, mark Enable only for Stream where the Stream has enabled setting for Mandatory Subjects checkbox.

 

How to Filter Classes

Filter Classes per Class Type

This filter specifies Class types eligible for automated enrollment.

Select any value from the Include only Class of the following types dropdown menu: Main, Afternoon, Distance, etc.

 

Filter by Class Category

This filter defines Class categories for automated enrollments.

Select any value from Include only Classes of the following categories: In Campus, Online, etc.

 

Enroll Students to Classes

The Enroll Students to Classes dropdown menu helps to configure whether Students are enrolled in all eligible classes, the first found, or only the first main Class.

 

Do Not Update Existing Class Enrollments

This option prevents changes or updates to Students already enrolled in Classes.

For this, mark Do not update existing Class enrollments checkbox.

 

Class size limits Management

The Class size limits Management dropdown menu sets rules for handling full Classes. Its options include:

  • Do not Check: Ignores Class size limits during enrollment.
  • Check and Exclude them: Skips full Classes when enrolling Students.
  • Check and automatically create new Classes if any existing is full: Creates new Classes if existing ones are full, ensuring all Students are enrolled.

 

Enroll Students to Subjects

The Enroll Students to Subjects dropdown menu specifies if Students are enrolled in Class Subjects and under what conditions (e.g., Yes, No, Only if part of the Year/Stream).

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