Enrolment Records

An Enrolment Record is the primary student-program record created once an application is accepted and confirmed. It links a student to a program and intake, carries the enrolment number and status, and is the parent record for all term and module enrolments. Every student who studies at your institution has at least one enrolment record — and may have more if they have enrolled in multiple programs or intakes over time.

How Enrolment Records Work

An enrolment record is created in one of two ways: by progressing an application to enrolment through the Applications workflow, or by a bulk enrolment operation. Once created, the record sits at the top of the enrolment hierarchy — all term enrolments and module enrolments for that student-program combination are nested beneath it.

The enrolment record carries key dates (effective from, effective to, expiry) and the LMS access configuration for the student's course access in the learning management system. Changes to the enrolment — such as program transfers, withdrawals, or readmissions — are managed through the Enrolment Changes workflow rather than by editing the record directly.

Scenario: A student is confirmed into the Diploma in IT in the January 2026 intake. Their enrolment record is created with enrolment number ENR-2026-00142, status Active, and an effective start date of the intake's first term. From this record, staff can view all terms the student has been enrolled in, their current standing, and their LMS access status.

Enrolment Statuses

View Enrolment Records

To navigate to Enrolment Records, go to Enrolments → Enrolment Records.

The list shows all enrolment records across all programs and intakes. Use the filters to narrow by program, intake, status, or academic year. Click any enrolment number or student name to open the full record detail, which includes the enrolment information, LMS configuration, and a list of term enrolments.

Pro Tip: You can also access a student's enrolment records from their student profile in the Students module. From a student profile, navigate to the Enrolments tab to see all enrolments for that student across programs.

Confirm an Enrolment

Enrolment records created with Pending status must be explicitly confirmed before the student becomes active. This step is typically performed after progressing an application (where the confirmation is part of the progress flow), but can also be done here for records created through other means.

1. Go to Enrolments → Enrolment Records.
2. Find the enrolment record in Pending status and open it.
3. Review the enrolment details — student, program, intake, and effective dates.
4. Click Confirm Enrolment.
5. Confirm the action.

The enrolment status changes to Active and the confirmed date is recorded. The student is now active and can be registered into term enrolments.

Note: Confirming an enrolment requires the enrollment.enrollments.confirm permission.

Bulk Enrol Students

If you need to enrol a large number of students at once — for example, when setting up a new intake cohort — you can use the bulk enrolment feature instead of progressing applications individually.

1. Go to Enrolments → Enrolment Records.
2. Click Bulk Enrol.
3. Select the Program and Intake for the cohort.
4. Upload the list of students to enrol, or select from existing applicants in Accepted status.
5. Set the Effective From date for the enrolments.
6. Review the list of students to be enrolled.
7. Click Confirm Bulk Enrolment.

Enrolment records are created in Active status for all students in the list. Any errors (e.g., duplicate enrolments, missing student records) are reported in the bulk operation summary.

Important: Bulk enrolment bypasses the application workflow. Use this feature only when students have been admitted through an alternative process and their applications are already accepted or on record externally.

Update Enrolment Status

Enrolment status can be updated individually from the record detail page. Post-enrolment changes such as withdrawals and transfers should use the Enrolment Changes workflow — see Enrolment Changes — as these maintain a proper audit trail.

Update Status on a Single Record

1. Open the enrolment record.
2. Click the Status action button (e.g., Suspend, Withdraw, Mark as Completed).
3. Provide a reason if prompted.
4. Confirm the change.

Bulk Status Update

1. Go to Enrolments → Enrolment Records.
2. Select the records you want to update using the checkboxes.
3. Click Bulk Actions → Update Status.
4. Select the target status.
5. Confirm the update.

Note: Withdrawing an enrolment requires the enrollment.enrollments.withdraw permission. Transferring to a different program or intake requires enrollment.enrollments.transfer and must be done via Enrolment Changes.

LMS Access Configuration

Each enrolment record includes configuration for the student's access to the Learning Management System (LMS). LMS access settings control when the student's course access expires.

To update LMS access settings:

1. Open the enrolment record.
2. Navigate to the LMS Access tab or section.
3. Update the LMS Access Expiry Date as needed.
4. Click Save.

Note: LMS access expiry on the enrolment record is the master expiry for the student's course-level access. Individual module enrolments may have their own LMS access expiry dates that override this for specific module offerings. See Term & Module Enrolments for details.

Permissions

Next: Term & Module Enrolments