Academic Intakes

An Academic Intake is a student cohort group — a named batch of students who begin studying together under a defined set of programs and terms. Intakes are the link between the academic calendar (years and terms) and the programs students will study. Once an intake is opened, students can be admitted against it through Admissions, and their enrolments are governed by the intake's program, curriculum, and term configuration.

How Intakes Work

Each intake is linked to one or more academic terms (defining the study period span) and one or more programs (defining what students study). For each program in the intake you configure the capacity, delivery mode, and the curriculum version students will follow. When the intake is opened, the Admissions team can begin accepting students against it.

An intake must be in Planned status and pass a readiness check before it can be opened. The readiness check verifies that the intake has at least one term and one program assigned, and that the programs have published curricula. If auto-numbering is configured, intake codes are generated automatically using the pattern defined in settings.

Scenario: A college runs an intake every January and July. For each period, an administrator creates an intake called "January 2026 Intake", links it to the relevant terms in the 2025/2026 academic year, and assigns the programs offered in that cohort with their respective capacities and curricula. When enrollment opens, the intake is opened and the Admissions team can process applications against it.

Intake Statuses

Note: Closed and Archived intakes cannot be edited. To modify intake details, the intake must be in Planned or Open status.

Create an Intake

To navigate to Intakes, go to Academic → Intakes.

1. Click New Intake.
2. If auto-numbering is active, the Code field will be pre-filled and locked. Otherwise, enter the intake code manually (e.g., INT-26-001).
3. Enter the Name of the intake (e.g., January 2026 Intake).
4. Select the Academic Year this intake belongs to.
5. Select one or more Linked Terms — the academic terms that make up this intake's study period.
6. Select the Start Term — the term in which students will begin. This must be one of the linked terms.
7. Set the Start Date — the first day students are enrolled.
8. Optionally set an End Date.
9. Set the Status to Planned.
10. Optionally add Notes.
11. Click Save.

Note: You cannot set the status to Open directly from the create form. Use the Open action after setup is complete. See Open an Intake below.

Edit an Intake

1. Go to Academic → Intakes.
2. Find the intake and select Edit from its action menu.
3. Update the relevant fields.
4. Click Save.

Note: Closed and Archived intakes cannot be edited. A warning message is shown if you attempt to open a closed intake for editing.

Manage Programs in an Intake

After creating an intake, assign the programs that students in this cohort will study. Each program entry in an intake can have its own capacity, delivery mode, and curriculum version.

1. Go to Academic → Intakes and click the intake name.
2. Click Manage Programs or navigate to the Programs tab.
3. Click Add Program.
4. Select the Program to add to this intake.
5. Optionally set the Capacity — the maximum number of students who can be admitted to this program in this intake. Leave blank for unlimited.
6. Select the Delivery Mode for how this program will be delivered in this intake (e.g., Full-time, Online).
7. Select the Curriculum version that students in this intake-program combination will follow. Only published (Active) curricula for this program are available.
8. Optionally assign Award Definitions — the qualifications or awards that can be conferred on completion of this program in this intake.
9. Repeat for each additional program.
10. Click Save Programs.

Pro Tip: You can remove a program from an intake by clicking the remove icon next to it. Programs with active student enrolments cannot be removed.

Open an Intake

Opening an intake makes it available for Admissions to process student applications and create enrolments. The system runs a readiness check before opening.

Readiness requirements:

• At least one linked term must be assigned.
• At least one program must be assigned.
• Each assigned program should have a published curriculum.

1. Go to Academic → Intakes.
2. Find the intake in Planned status.
3. Open the action menu and select Open Intake.
4. Confirm the action.

If the readiness check fails, an error message will describe what needs to be resolved before the intake can be opened. Common issues include missing term assignments and programs without published curricula.

Note: Closed or Archived intakes cannot be re-opened. Opening is only available from Planned status.

Close an Intake

Closing an intake stops new admissions. Existing students and enrolments are not affected.

1. Go to Academic → Intakes.
2. Open the action menu for an Open or Planned intake and select Close Intake.
3. Confirm the action.

Important: Closing an intake is irreversible. Once closed, the intake and its program configuration become read-only.

Duplicate an Intake

Duplicating creates a new Planned intake with the same program entries, term links, and curriculum assignments as the original. This is useful when setting up a new cohort that follows the same structure as a previous one.

1. Go to Academic → Intakes.
2. Open the action menu for any intake and select Duplicate.
3. A new intake is created with status Planned and a name of "[Original Name] (Copy)".
4. Edit the duplicate to update the name, dates, and terms as needed.

Note: If auto-numbering is active, the duplicated intake receives a new auto-generated code. If not, the code is suffixed with -COPY and you should update it before opening the intake.

Permissions

Next: Progression