Enrollments (Student Registration)

Enrollment is the process by which a student becomes formally registered in a specific section within a school year. It is the last step in the Academic Structure configuration chain and directly links the student to their class group.

Access path: Side menu → Academic Structure → Enrollments

Key Concept

An enrollment is not the same as a student record. The student is created once in People → Students, but can have multiple enrollments over the years. Each student can have only one enrollment per school year.

---

Enrollment Structure

Each enrollment record links one student with one section within one school year, and has an associated status that reflects the student's academic condition.

Field	Description	Example
School Year	School term to which the enrollment belongs	2026-2027
Section	Grade and group where the student is enrolled	7th A
Student	Full name of the student	Ana Elizabeth Rojas Murillo
Date	Date when the enrollment was formalized	01/26/2026
Status	Current enrollment condition	Enrolled

---

General View — Enrollment List

When entering the module, the system displays a table with all enrollments registered for the active school term. The view includes a total counter in the header (e.g., Enrollments 419) and automatic pagination.

Table Columns

Column	Description
School Year ↑	School term to which the enrollment belongs (e.g., 2026-2027). Sortable.
Section	Grade and group where the student is enrolled (e.g., 7th A, 8th B).
Student	Full name of the enrolled student.
Date	Date when the registration was made (DD/MM/YYYY format).
Status	Current enrollment status. Displayed as a colored badge.

Tip

The School Year column can be sorted in ascending or descending order by clicking on the column header.

---

Enrollment Statuses

The system handles seven statuses that reflect all possible conditions for a student during the school year. Each status has a distinctive visual color for quick identification in tables.

Status	Color	Description
🟢 Enrolled	Green	Active status. The student is formally registered and participates in all academic activities.
🔵 In Process	Teal	The enrollment is being processed. Documentation or approval may be pending.
🟡 Not Enrolled	Yellow	The student exists in the system but has not completed the registration process for this term.
⚪ Inactive	Gray	The student stopped attending without a formal process. The history is preserved.
🔴 Expelled	Red	Permanent disciplinary separation from the school.
🟣 Suspended	Violet	Temporary separation for disciplinary reasons. The student can be reinstated.
🟠 Withdrawn	Orange	The parent or guardian formally requested the student's withdrawal.

Important

The "Enrolled" status is a system base status and cannot be deleted or renamed from the administration panel. The other statuses can be managed from Administrative Management → Categories → Enrollment Status.

Note

Statuses are fully configurable. The system administrator can add, rename, or change the colors of statuses from Settings → Categories → "Enrollment Status" category.

---

Filters and Search

The enrollment module uses a cascade filter system similar to that of courses. The filter bar allows you to locate enrollments quickly and precisely. All filters are applied in combination and results update in real time.

Available Filters

Filter	Type	Behavior
School Year	Dropdown selector	When selecting a year, the corresponding sections are loaded. When cleared, sections are emptied.
Section	Dropdown selector	Depends on the selected school year (cascade selector). Filters enrollments by grade and group.
Status	Dropdown selector	Filters by any of the 7 enrollment statuses.
Student	Free text field	Search by student name. Press Enter to execute.

Tip

The student search is accent and case insensitive. You can type "MARTINEZ" or "martinez" and get the same results.

Cascade Rule

School Year → Section → [Enrollment Table]

When changing the school year:

1. Sections are automatically reloaded with those belonging to that year.
2. The previously selected section is cleared.
3. The table updates to show enrollments matching the new filter.

Important

The Section field is a cascade selector: it only shows sections from the selected School Year. If you clear the School Year, the Section is also automatically cleared.

---

Create a New Enrollment

To create an enrollment, you must first select a School Year and a Section in the filters. Only then will the ➕ button appear in the upper right corner.

Steps to Enroll a Student

1. Select the School Year in the top filter.
2. Select the Section where you want to enroll the student.
3. Click the ➕ button (appears only when both filters are selected).
4. The Enrollment dialog opens with the fields to complete.

Form Fields

Field	Type	Required	Description
School Year	Read-only	—	Automatically inherited from the filter. Not editable.
Section	Read-only	—	Automatically inherited from the filter. Not editable.
Student	Searchable selector	✅	List of students registered in the system. You can search by name.
Date	Date picker	✅	Enrollment date. Defaults to the current date.
Status	Selector	No	Initial enrollment status. Default: Enrolled.

5. Click Save (💾) to register the enrollment, or Cancel (✕) to discard.

Tip

The School Year and Section fields appear grayed out with a dotted border, indicating they are values inherited from the filter context and cannot be modified from the dialog. The Student field uses a smart search — as you start typing the name, the system will show suggestions with matching registered students.

Important

If you don't see the + button, verify that you have both the School Year and the Section selected in the filter bar.

---

Edit an Enrollment

To edit an existing enrollment:

1. Locate the enrollment in the table (use filters if needed).
2. Click the ⋮ menu (three dots) at the beginning of the student's row.
3. Select Edit.
4. In the edit dialog you can modify:
   • The enrollment Date.
   • The enrollment Status (e.g., change from "Enrolled" to "Withdrawn").

5. Click Save (💾).

Note

When editing an enrollment, the Student field appears as read-only to prevent accidental identity changes. If you need to change the student, delete the current enrollment and create a new one. The School Year and Section fields also remain locked during editing.

Tip

The most common editing case is a status change: for example, from "Enrolled" to "Withdrawn" when a student leaves the school during the academic year. From the actions menu you can also directly access the student record by clicking the student icon (🎓). This redirects you to People → Students with the selected student's file.

---

Delete an Enrollment

Data Integrity Warning

Enrollment deletion is protected by the system. Deleting an enrollment will not be allowed if the student has registered payments associated with it. You must first manage or delete the related payments.

To delete an enrollment:

1. Click the ⋮ menu at the beginning of the row.
2. Select Delete.
3. Confirm the action in the confirmation dialog.

Data Protection Rules

Related Data	Restriction	Effect
Payments	Protected	Cannot delete enrollment if it has associated payments

Likewise, enrollments are also protected against deletions from their related data:

Relation to	Deletion Restriction	Meaning
Students	Protected	Cannot delete a student that has enrollments
Sections	Protected	Cannot delete a section that has enrollments
School Years	Protected	Cannot delete a school year that has enrollments
Enrollment Statuses	Protected	Cannot delete a status that is in use

Conclusion

The system is fully protected against data loss from accidental deletion. All relationships are protected, meaning no record can be deleted if it has active dependencies. If the student already has recorded grades, it is recommended to change the status to "Withdrawn" instead of deleting, to preserve the academic history.

---

Excel Export

The module allows downloading the enrollment list in Microsoft Excel (.xlsx) format.

How to Export

1. Set the desired filters (school year, section, status, or student search).
2. Click the Excel button (green spreadsheet icon 📊) in the upper right corner.
3. The file downloads automatically with the name: Matrícula-DD-MM-YYYY HH-mm.xlsx

Excel Report Columns

Column	Content
A	School Year
B	Section
C	Student
D	Enrollment Date
E	Status

Tip

The export respects active filters. If you have a specific section selected, only enrollments from that section will be exported. To export all enrollments for the year, leave the Section and Status filters empty.

---

Row Action Menu

Each row in the enrollment table has a three-dot menu (⋮) with the following options:

Action	Icon	Description
Edit	✏️	Opens the dialog to modify date and status
Student	🎓	Navigates directly to the student record in People → Students
Delete	🗑️	Deletes the enrollment (requires confirmation and absence of payments)

Tip

The Student action is a very useful shortcut. It allows you to navigate to the student's complete file without having to search for them manually in the People module.

---

Recommended Workflow

The Enrollment module is the final point of the configuration chain. Before you can enroll students, make sure you have completed the following steps in order:

Step	Module	Action
1️⃣	School Terms	Create the school year (e.g., 2026-2027)
2️⃣	Academic Periods	Define the evaluation periods (bimesters, trimesters)
3️⃣	Sections	Create grades and groups (7th A, 8th B, etc.)
4️⃣	Courses	Assign subjects and teachers to each section
5️⃣	Enrollments	Enroll students in their corresponding sections

Tip

Once enrolled, the student will automatically appear in the attendance lists, evaluations, and virtual classroom activities for all courses assigned to their section.

---

Relationship Between Enrollments and Other Modules

Enrollment is the fundamental link between the student and the academic system. Without enrollment, the student simply does not exist within a section:

Module	Relationship with Enrollment
Sections	Enrollment assigns the student to a specific section
Attendance	Only enrolled students appear in attendance lists
Evaluations	Only enrolled students can receive grades
Report Cards	Academic reports are generated for students with active enrollment
Billing	Tuition charges are automatically generated when a student is enrolled
Virtual Classroom	The student accesses the virtual classroom for courses in their section

---

Navigation Summary — Enrollments

Element	Location	Function
🔍 Search	Upper right corner	Activate search (not applicable, filters are always visible)
➕ Add	Upper right corner	Create new enrollment (requires School Year and Section selected)
📊 Excel	Upper right corner	Download list in .xlsx format
School Year	Filter bar (first column)	Filter by school term — triggers section loading
Section	Filter bar (second column)	Filter by grade and group
Status	Filter bar (third column)	Filter by enrollment status
Student	Filter bar (fourth column)	Search by student name
⋮ Three dots	Beginning of each row	Actions: Edit, View Student, Delete
💾 Save	Inside the dialog	Confirm creation or editing
✕ Cancel	Inside the dialog	Discard changes

---

Module Navigation

Path	Description
Academic Structure	Module overview
Periods	School terms and evaluation periods
Sections	Grades and class groups
Courses	Subjects, teachers, and grading types