Enrolling a pupil

Admitting a pupil, enrolling them into a class for a term, and the lifecycle from applicant to graduate.

There are two separate things here, and confusing them is the single most expensive mistake a school can make in EduControl:

• The pupil record — who they are. Created once, at admission.
• The term enrolment — which class they are in, this term. Created every term.

Billing reads the enrolment, not the pupil record. A pupil with no enrolment for the current term is not billed, no matter how complete their profile is. This is the first thing to check when a family says they never received a bill.

Enrolments work this way so that last term’s invoices stay correct forever. If billing read the pupil’s current class, promoting a pupil in September would silently rewrite what they were charged in June.

Admitting a pupil

1. Create the pupil record

   Name, date of birth, sex, and their admission number. The admission number is issued from your school’s sequence — see School profile.

2. Attach at least one guardian

   And mark exactly one of them the fee payer. See Guardians.

3. Enrol them into a class for the current term

   This is the step that makes them billable.

4. Set their fee category, if they have one

   The category sits on the enrolment. Leave it empty for a pupil paying full fees. See Discounts.

5. Set a feeding plan, if they eat

   Also per term. See Feeding plans.

One enrolment per pupil per term

A pupil is in one class in a given term. The system enforces it — you cannot enrol the same pupil into two classes in the same term.

To move a pupil between classes mid-term, change their existing enrolment rather than adding a second one.

Moving a pupil to a class with different fees after they have been billed does not change the invoice already issued. Correct the difference with a credit note, or void and re-bill.

The lifecycle

Status	Meaning
Applicant	Applied but not yet admitted. Not billed.
Active	Enrolled and attending. The normal state.
Suspended	Temporarily out, still on the school’s books.
Withdrawn	Left before completing.
Graduated	Completed JHS 3 and moved on.

The usual path is Applicant → Active → Withdrawn or Graduated, with Suspended as a temporary state a pupil returns from.

Pupils are never deleted. A withdrawn pupil keeps their invoices, payments, registers and report cards, which is what lets you answer a question about them two years later — and what lets you readmit them without rebuilding their record.

Who can do this

The edit_students permission. Viewing needs view_students.