Student admission workflow

School Admin Parent

The whole journey from a family's first enquiry to a student sitting in a division, with a parent who can sign in. Example: Rohan Mehta joins Grade 8 / 8-A at Demo Public School for 2026-27, and his mother Sunita Mehta gets a sign-in.

Overview

Application statuses

Before you start

• A current academic session (2026-27). See Academic sessions.
• Divisions (Grade 8 → 8-A). See Institution structure.
• Admissions and Students modules on, with admissions permissions and permission to add students.
• For the parent sign-in: the People Directory module and the parent's email.

Stage 1: Record the enquiry

Students & Admissions → Admissions → New application. Enter First name Rohan, Last name Mehta, Date of birth, Applying for Grade 8, and under Who to contact: Parent or guardian Sunita Mehta, Phone and Email. Click Record.

• The application appears as Submitted (counted under New).
• If you see a duplicate warning, check whether the family already applied. See Admissions.

Stage 2: Review

Click the application → Start reviewing → Save. The status becomes Under review. Use Edit (pencil) to correct details while it is open.

Stage 3: Decide

Click the application and choose:

• Approve: no reason needed.
• Waitlist: fill in Why?, e.g. "No seats in Grade 8, holding for now". A waitlisted application can later be reviewed, approved or rejected.
• Reject or Family withdrew: fill in Why?. These are final.

Families with an existing parent sign-in and the same email get an in-app notice for Approved, Waitlisted and Rejected. Everyone else must be told by the office.

Stage 4: Offer a division

In the same dialog, set Offer a division to 8-A and click Save. The list shows "8-A" and, if different, "asked for Grade 8".

Stage 5: Enrol

Click Enrol this applicant (or Enrol in the row). Enter Admission number DPS-2026-001, check Division is 8-A, optionally set Roll number, and click Enrol. The message is "Rohan is now on the roll."

In one step, SolAssists creates:

1. Rohan's student record,
2. his placement in 8-A for the application's session,
3. a guardian record for Sunita Mehta, linked as Guardian and Primary.

The application becomes Enrolled.

Stage 6: Tidy up the student and guardian

On Rohan's profile (Students & Admissions → Students → Rohan Mehta):

1. Edit: add APAAR ID, Category, Mother's name and Father's name. The application form doesn't collect these.
2. Guardians: the new guardian's whole name is stored as the first name, with the relationship "Guardian". Either edit her record on Parents & Guardians, or unlink her and link again with Relationship set to Mother.
3. Siblings: if Sunita was already on file for another child, unlink the new duplicate record and link the existing one. See Link parents to children.
4. Documents: attach the birth certificate and transfer certificate.

Stage 7: Give the parent a sign-in

Students & Admissions → Parents & Guardians → find Sunita → Give access → Create the sign-in. Copy the Invitation link if the email may not arrive. See Parent onboarding.

Stage 8: Parent signs in

Sunita opens the link within 72 hours, sets a password of at least 12 characters and signs in. Her dashboard shows Rohan under Your children. See Parent portal.

Stage 9: Fees (only if your institution uses the Fees module)

If Fees is switched on and a fee structure covers Grade 8, raise Rohan's first bill from Fees → Invoices & Payments → Raise a bill. See Fees. Admissions itself does not create bills.

What cannot be done in this workflow

• The student cannot get a sign-in. See Add a student.
• Parents without email cannot get a sign-in.
• No online application form for families was found. Applications are recorded by staff.
• Applications cannot be deleted.

Related

• Admissions
• Add a student
• Parent onboarding
• Year-end promotion