The Enrollment Management page is your central hub for reviewing, processing, and managing student enrollments. This page is designed for district administrators and enrollment specialists who process enrollment applications.

From this page, you can:

• Search, filter and sort view enrollments by status, school, grade, tags, and more
• Review enrollment details and update statuses
• Edit enrollment fields as needed
• Manage tags for workflow organization
• Perform bulk actions on multiple enrollments
• Export data and print enrollment records
• Archive and restore enrollments

To access this page, navigate to Enrollment Management in the left sidebar.

Table of Contents ↑

Prerequisites
Dashboard Overview
Filtering and Searching
Working with Individual Enrollments
Change Log
Managing Tags
Bulk Actions
Exporting Data
Archived Enrollments
Tips for Efficiency

Prerequisites ↑

The following permissions are required to access the Enrollment Management page:

Dashboard Overview ↑

Statistics Cards

At the top of the Enrollment Management page, five clickable statistics cards summarize enrollment statuses:

• Total Enrollments - All enrollment records in the system
• In Progress - Form started by guardian but not yet submitted
• Submitted - Form submitted by guardian, awaiting review by school staff
• Action Required - Enrollment pushed back to guardian for updates; guardian receives an email and notification in the Guardian Portal
• Enrolled - Staff has officially enrolled the student

Filtering and Searching ↑

Search

Use the search bar on the Enrollment Management page to find enrollments by:

• Enrollment ID
• Student name
• Guardian name
• Schools (Preferred School, Secondary Choice, or School of Residence)
• Form Title
• Status
• Grade
• Submitted Date
• Date of Birth

Filters

Use the filter options to narrow your enrollment list:

• Preferred School - Filter by all available School Name
• Grade - Filter by all available grade levels
• Status - Filter by In Progress, Submitted, Enrolled, Action Required
• School - Filter by all available schools
• School Year - Filter by enrollment year
• Form Title - Filter by the form used
• Tags - Filter by assigned organizational tags
• Duplicates - Show only potential duplicate enrollments

Column Visibility

The Column Visibility feature allows you to customize which columns are displayed in the applications table, helping you focus on the information most relevant to your workflow.

Accessing Column Settings

To access column visibility settings:

1. Locate the Settings icon (gear/cog wheel) in the toolbar next to the Filter button.
2. Click the icon to open the Column Visibility dropdown.

Available Columns

Required Columns

The Duplicate Warning Indicator and Student Name columns are always visible and cannot be hidden.

Managing Columns

To manage column visibility:

1. Click the Settings icon to open the Column Visibility dropdown.
2. Toggle individual columns by clicking the checkbox next to any column name to show or hide it.
3. To display every available column, click the Show all Columns button at the bottom of the dropdown.
4. To restore default column visibility and column widths, click Reset to Default.

Persistence

Your column visibility preferences are automatically saved to your browser and will be preserved between sessions.

Column Resizing

The enrollment table supports column resizing, allowing you to adjust column widths to better fit your content.

How to Resize Columns

To resize a column:

1. Hover over the right edge of any column header until your cursor changes to a resize cursor (double-headed arrow).
2. Click and drag left or right to adjust the column width.
3. Release the mouse button when you've reached your desired width.

Resize Behavior

• Each column has a minimum width to ensure content remains readable.
• The resize handle appears as a subtle vertical line on the right edge of column headers.
• While resizing, the handle is highlighted for visibility.
• Sticky columns (like the Actions column) cannot be resized.

Persistence

Your column width preferences are automatically saved to your browser and will be preserved between sessions.

Resetting Column Widths

To restore all columns to their default widths:

1. Click the Settings icon (gear/cog wheel) in the toolbar.
2. Click Reset to Default.

This action restores both the default column visibility and the default column widths.

Duplicate Detection

Enrollment records are automatically flagged as potential duplicates when multiple submissions share all three of the following:

• First Name
• Last Name
• Date of Birth

To identify duplicates, look for the orange Duplicate badge on application rows. Use the Duplicates filter to show only potential duplicate enrollments for review.

Pagination

The enrollment list displays 10 records per page. When more than 10 enrollments exist, navigation controls appear at the bottom of the table showing the current range (e.g., "1-10 of 45"). Use the forward and backward arrows to move between pages.

Working with Individual Enrollments ↑

Viewing Enrollment Details

To view complete enrollment information:

1. From the Enrollment Management table, locate the enrollment record.
2. Click the Review button to open the Enrollment Detail modal.
3. Review the available tabs:
   • Enrollment Details - Complete enrollment information
   • Internal Notes - Internal notes and communication
   • Change Log - Tracks what changed, when, and by whom

Navigating Between Enrollment Records

To move between enrollment records from within the details modal:

1. Open the Enrollment Detail modal by clicking Review.
2. Locate the navigation arrows in the dialog header (left arrow and right arrow icons).
3. Click the left arrow to move to the previous enrollment record in your filtered list.
4. Click the right arrow to move to the next enrollment record in your filtered list.

Buttons are disabled when you're at the first or last record in the list. These navigation controls allow you to review enrollment records sequentially without closing the modal.

Changing Enrollment Status

To change the status of an enrollment:

1. Click the Review button to open the Enrollment Detail modal.
2. Select a status option: In Progress, Submitted, Enrolled, or Action Required.
3. Provide a comment if required (only for Action Required status).
4. Click Confirm.

Comparing Duplicate Records

When potential duplicates are detected in the system, a Compare Records button appears in the Enrollment Detail modal. This button allows you to review and compare enrollments that may be duplicates based on matching criteria.

Duplicate records are identified when two or more enrollments share:

• Same First Name
• Same Last Name
• Same Date of Birth

To compare potential duplicate enrollments:

1. Click the Review button on an enrollment marked with the duplicate indicator (orange Duplicate badge).
2. In the Enrollment Detail modal, locate the orange Compare Records button in the header area.
3. Click the Compare Records button to open the comparison view.
4. Review the side-by-side details of the duplicate enrollments to verify if they represent the same student.
5. Determine the appropriate action:
   • If they are the same student, use the comparison to decide which enrollment to keep and which to archive or delete.
   • If they are different students with coincidentally matching names and birth dates, you can close the comparison and proceed normally with processing the enrollment.

Editing Enrollment Fields

Admins and Enrollment Specialists can edit all fields in an enrollment record except Signature fields.

To edit enrollment fields:

1. Click the Review button to open the Enrollment Detail modal.
2. Click the Edit button.
3. Make your changes to the enrollment fields.
4. Click Save Changes to save your edits, or click Override if required fields are missing or incomplete.

To discard your changes, click Cancel or the X at the top of the modal.

Override Button

When editing an enrollment with incomplete or missing required fields, you have the option to save using the Override button. This amber-colored button appears in the modal header next to the Save Changes button when you are in edit mode.

The Override button allows you to:

• Save the enrollment even if required fields are empty
• Bypass validation checks for that save
• Mark the enrollment with a timestamp of when the override was applied

All overrides are tracked in the Change Log, so you can review who overrode validation and when.

Jump to Top

When editing a long enrollment form, use the up arrow in the bottom-right corner to jump to the top of the page. This helps you quickly access the Save Changes or Override buttons in the header without scrolling.

Change Log ↑

The Change Log provides a complete audit trail of all modifications made to an enrollment record. Every tracked action records the user who made the change, the timestamp, and the specific details of what was modified.

Accessing the Change Log

To view the Change Log for an enrollment:

1. Click the Review button to open the Enrollment Details modal.
2. Click the Change Log tab.

Tracked Actions

The following actions are automatically recorded in the Change Log:

Managing Tags ↑

Tags help categorize enrollments for quicker filtering and workflow tracking.

Adding Tags to a Single Enrollment

From Enrollment Details Modal

To add a tag from the Enrollment Details modal:

1. Click the Review button to open the enrollment details modal.
2. Click the + Add Tag button.
3. Choose an existing tag or create a new one.

From the Table Row

To add a tag from the table row:

1. Select an Enrollment record.
2. Click the Add Tags button or tag icon.
3. Choose an existing tag or create a new one.

Creating a New Tag

You can create new tags at any time to better categorize enrollments. New tags become available system-wide immediately after they are created.

Method 1: Create a Tag While Adding It to an Enrollment

To create a tag while adding it to an enrollment:

1. Click Review to open the Enrollment Detail modal.
2. Click + Add Tag.
3. In the dropdown that appears, scroll to the bottom.
4. Click Create New Tag.
5. Complete the form:
   • Tag Name (required)
   • Color
6. Click Create & Add.

This will add the new tag to the enrollment record that is open within the Enrollment Detail modal.

Method 2: Create a Tag During Bulk Actions

To create a tag during bulk actions:

1. Select an Enrollment record or multiple enrollment records.
2. Click the Add Tags button or tag icon.
3. In the dropdown that appears, scroll to the bottom.
4. Click Create New Tag.
5. Complete the form:
   • Tag Name (required)
   • Color
6. Click Create & Add.

This will add the new tag created to all enrollment records selected.

Removing Tags from an Enrollment

You can remove a tag from an individual enrollment record. This does not delete the tag from the system it only removes the tag assignment from that specific enrollment.

To remove a tag from an enrollment:

1. Locate the enrollment record in the table or open the Details Modal.
2. Hover over the tag you want to remove.
3. Click the X on the tag.

Editing Tags

You can edit a tag's name or color from either the Enrollment Details Modal or Bulk Actions.

To edit a tag:

1. Click Add Tag (from the Enrollment Details Modal or Bulk Actions toolbar).
2. In the dropdown, locate the tag you want to edit.
3. Click the Pencil icon next to the tag.
4. Update the tag name or color as needed.
5. Click Save.

Deleting Tags

You can permanently delete a tag from the system from either the Enrollment Details Modal or Bulk Actions.

To delete a tag:

1. Click Add Tag (from the Enrollment Details Modal or Bulk Actions toolbar).
2. In the dropdown, locate the tag you want to delete.
3. Click the Trash Can icon next to the tag.
4. Review the confirmation message.
5. Click Delete to permanently remove the tag.

Bulk Adding Tags

To add tags to multiple enrollments at once:

1. Select the enrollment records you want to tag.
2. Click Add Tags in the Bulk Actions toolbar.
3. Select the tags you want to apply.

Bulk Actions ↑

Select a single enrollment record or multiple enrollment records to access bulk actions.

Change Status

To change the status of multiple enrollments:

1. Select the enrollment records.
2. Click Change Status.
3. Select a status.
4. Add a note if required.
5. Click Confirm.

Add Tags

To add tags to multiple enrollments:

1. Select the enrollment records.
2. Click Add Tags.
3. Select an existing tag or create a new one.

Print

To print multiple enrollments:

1. Select the enrollment records.
2. Click Print.
3. Select a print option:
   • Print Summary - Condensed overview of key enrollment fields
   • Print Full Application - Complete enrollment form with all responses
4. Click Print.

Export

To export multiple enrollments:

1. Select the enrollment records.
2. Click More.
3. Click Export to CSV.
4. Select an export option:
   • Export with Full Data - Includes all PII (names, emails, addresses)
   • Export with Masked PII - Names, emails, and addresses are masked

Archive

To archive multiple enrollments:

1. Select the enrollment records.
2. Click More > Archive.
3. Click Confirm.

Exporting Data ↑

Export to CSV

To export enrollment data to CSV:

1. Select the enrollment record or multiple enrollment records you want to export.
2. Click More.
3. Click Export to CSV.
4. Select an export option:
   • Export with Full Data - Includes all PII (names, emails, addresses)
   • Export with Masked PII - Names, emails, and addresses are masked

The CSV export includes all fields from each student's enrollment form.

Print Enrollments

You can print enrollment records individually or in bulk.

Printing Multiple Enrollments

To print multiple enrollments:

1. Select the enrollment records you want to print.
2. Click Print in the Bulk Actions toolbar.
3. Select a print option:
   • Print Summary - Condensed overview of key enrollment fields
   • Print Full Application - Complete enrollment form with all responses
4. Click Print.

Printing a Single Enrollment

To print a single enrollment:

1. Click Review to open the Enrollment Details Modal.
2. Click the Print button.
3. Select a print option:
   • Print Summary - Condensed overview of key enrollment fields
   • Print Full Application - Complete enrollment form with all responses
4. Click Print.

Archived Enrollments ↑

Viewing Archived Enrollments

To view archived enrollments:

1. Navigate to the Enrollment Management page.
2. Click the Archived tab at the top of the page.

Restoring Archived Enrollments

To restore archived enrollments:

1. Click the Archived tab.
2. Select the archived enrollment records you want to restore.
3. Click Unarchive.

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