Create Admission Register

Create Admission Register

Set up an admission campaign to start accepting student applications for a course or program.

Time Required: 10 minutes Module: Admission User Role: Admission Admin

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Table of Contents

1. Before You Begin
2. Create the Register
3. Configure Seat Limits
4. Set Fee Configuration
5. Activate the Register
6. Field Reference

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Before You Begin

Ensure you have:

• At least one Course configured
• At least one Batch configured for the course
• Academic Year and Term set up
• (Optional) Fee product created for admission fees

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Create the Register

Step 1: Navigate to Admission Register

1. From the main menu, click OpenEduCat
2. Click Admission
3. Click Admission Register
4. Click the Create button (top-left)

Step 2: Fill Basic Information

In the form that opens, fill in the following fields:

Campaign Information

Field	What to Enter	Example
Name ✅	A descriptive name for this admission campaign	”Fall 2025 Undergraduate Admission”
Start Date ✅	First day applications are accepted	2025-03-01
End Date ✅	Last day applications are accepted	2025-06-30

💡 Tip: Use descriptive names that include the term and program for easy identification later.

Academic Information

Field	What to Enter	Example
Course ✅	Select the course this register is for	”Bachelor of Computer Science”
Program	(Optional) Higher-level program	”Undergraduate”
Academic Year	The year students will enroll in	”2025-2026”
Academic Term	The specific term	”Fall Semester 2025”

⚠️ Important: The Course field filters which batches are available. Select the course first.

Step 3: Click Save (Partial)

Click Save to save your progress. You can continue configuring or return later.

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Configure Seat Limits

Step 4: Set Capacity Limits

In the Limits section:

Field	What to Enter	Example	Notes
Minimum Count	Minimum students needed to run the program	15	Leave 0 if no minimum
Maximum Count	Maximum seats available	60	Applications rejected when reached
Minimum Age	Minimum age requirement in years	17	Calculated from Date of Birth

How Maximum Count Works

When Maximum Count is set:

• System tracks total applications
• Warning shown when 80% capacity reached
• New applications blocked at 100% capacity
• Waitlist available (Enterprise feature)

How Minimum Age Works

• Calculated as: Application Date - Date of Birth
• Applicants below minimum age see validation error
• Age is calculated in years (not days/months)

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Set Fee Configuration

Step 5: Configure Admission Fees

In the Fee tab:

Field	What to Enter	Example
Product	Select the fee product for admission	”Admission Fee”

To create a fee product first:

1. Open a new tab
2. Go to Sales > Products > Products
3. Click Create
4. Enter:
   • Product Name: “Admission Fee”
   • Product Type: “Service”
   • Sales Price: 500.00
5. Click Save
6. Return to admission register and select this product

Step 6: Add Course Fee Lines (Optional)

Click Add a line in the fee section to add course-specific fees:

Field	What to Enter
Course	Select course
Product	Select fee product

This allows different fees for different courses within the same register.

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Activate the Register

Step 7: Review and Confirm

Before activating, verify:

• Campaign name is clear and descriptive
• Start and end dates are correct
• Course selection is correct
• Seat limits are appropriate
• Fees are configured (if applicable)

Step 8: Change State to Open

The register starts in Draft state. To start accepting applications:

1. Click the Confirm button (or Start Admission)
2. The state changes to Open
3. Applications can now be submitted

Register States

State	Description	Applications Accepted
Draft	Register is being configured	No
Open	Admission is open	Yes
Done	Admission period ended	No

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Field Reference

Complete Field List

Field Name	Technical Name	Type	Required	Description
Name	name	Char	✅	Display name for the register
Start Date	start_date	Date	✅	First day of admission
End Date	end_date	Date	✅	Last day of admission
Course	course_id	Many2one	✅	Target course for admission
Program	program_id	Many2one	No	Parent program
Academic Year	academic_years_id	Many2one	No	Enrollment year
Academic Term	academic_term_id	Many2one	No	Enrollment term
Minimum Count	min_count	Integer	No	Minimum seats required
Maximum Count	max_count	Integer	No	Maximum capacity
Minimum Age	minimum_age_criteria	Integer	No	Minimum age in years
Product	product_id	Many2one	No	Admission fee product
State	state	Selection	Auto	Current register state
Active	active	Boolean	Auto	Archive status

Computed Fields (Read-only)

Field	Description
application_count	Total applications received
draft_count	Applications in draft state
confirm_count	Confirmed applications
done_count	Completed/enrolled applications
online_count	Applications from online portal

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After Creating the Register

Next Steps

1. Share Application Link (if online portal enabled)

   • Go to register form
   • Copy the portal URL
   • Share with prospective students

2. Process Applications

   • As applications arrive, review them
   • Process Applications Guide →

3. Monitor Progress

   • Use dashboard to track application counts
   • Check seat utilization

Buttons Available

Button	When Visible	Action
Confirm	Draft state	Opens the register
Close	Open state	Closes admission
Set to Draft	Done state	Reopens for editing
Applications	Always	View related applications

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Troubleshooting

”Course is required” error

Problem: Cannot save without selecting a course.

Solution:

1. Go to OpenEduCat > Course > Courses
2. Create at least one course
3. Return and select it

No batches available

Problem: Course selected but no batches appear.

Solution:

1. Go to OpenEduCat > Course > Batches
2. Create a batch linked to your course
3. Ensure batch dates overlap with admission dates

Applications not appearing

Problem: Students submitted applications but they don’t show.

Solution:

1. Check register state is Open
2. Verify date range includes today
3. Check course matches application

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Examples

Example 1: Simple Undergraduate Admission

Name: "BCS Fall 2025 Admission"
Start Date: 2025-04-01
End Date: 2025-07-15
Course: Bachelor of Computer Science
Academic Year: 2025-2026
Academic Term: Fall Semester
Maximum Count: 60
Minimum Age: 17

Example 2: Graduate Program with Fee

Name: "MBA 2025-27 Admission"
Start Date: 2025-02-01
End Date: 2025-05-31
Course: Master of Business Administration
Program: Graduate
Academic Year: 2025-2026
Maximum Count: 30
Minimum Age: 21
Product: MBA Application Fee ($100)

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Related Topics

• Process Applications
• Enroll Students
• Online Admission Portal ⚙️
• Configure Courses

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Last updated: January 2026