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OpenEduCat Documentation

Enroll Students

Enroll Students

Convert admitted students to enrolled students and create student records.

Time Required: 5-10 minutes per student Module: Admission User Role: Admission Officer, Registrar

Table of Contents

  1. Overview
  2. Prerequisites
  3. Enroll Single Student
  4. Bulk Enrollment
  5. Post-Enrollment Setup
  6. Field Reference
  7. Troubleshooting

Overview

Enrollment is the final step in the admission process. When you enroll an admitted student:

  • A student record (op.student) is created
  • Student is linked to course and batch
  • Student portal access is configured
  • Fee structures can be assigned

Prerequisites

Before enrolling a student:

  • Application status is Confirmed
  • All required documents are verified
  • Admission fees are paid (if applicable)
  • Course and batch have available capacity

Enroll Single Student

Step 1: Open Confirmed Application

  1. Go to OpenEduCat > Admission > Applications
  2. Filter by Status: Confirmed
  3. Click on the application to open

Step 2: Verify Application

Confirm all information is complete:

SectionCheck
Personal InfoName, DOB, contact details
Academic InfoPrevious qualifications
DocumentsAll required uploads present
FeesApplication fee paid

Step 3: Enroll the Student

  1. Click Enroll Student button
  2. System creates student record
  3. Application status changes to Enrolled

Step 4: View Student Record

After enrollment:

  1. Click View Student link on application
  2. Or go to OpenEduCat > Students
  3. Search for the student name

Bulk Enrollment

Step 1: Filter Confirmed Applications

  1. Go to OpenEduCat > Admission > Applications
  2. Filter by Status: Confirmed
  3. Filter by Course and Batch (optional)

Step 2: Select Applications

  1. Enable list view checkboxes
  2. Select multiple applications
  3. Verify count at the top

Step 3: Execute Bulk Action

  1. Click Action dropdown
  2. Select Create Students
  3. Confirm the action
  4. System processes all selected applications

Step 4: Verify Results

  1. Check notification for success count
  2. Review any failed enrollments
  3. Verify students in OpenEduCat > Students

Post-Enrollment Setup

Assign Student ID

Student IDs are typically auto-generated. To customize:

  1. Go to OpenEduCat > Configuration > Sequences
  2. Find Student Sequence
  3. Configure prefix, padding, and next number

Set Up Portal Access

  1. Open student record
  2. Go to User Account tab
  3. Click Create Portal User
  4. Student receives login credentials

Assign Fee Structure

  1. Open student record
  2. Go to Fees tab
  3. Click Assign Fee Structure
  4. Select applicable structure

Field Reference

Application Fields (Enrollment)

FieldTypeDescription
StateSelectionMust be “Confirmed” to enroll
StudentMany2oneCreated student record
Admission DateDateDate of enrollment
Enrollment NumberCharGenerated student ID

Student Fields (Created)

FieldTypeSource
NameCharFrom application
Student IDCharAuto-generated
CourseMany2oneFrom application
BatchMany2oneFrom application
Admission DateDateEnrollment date

Troubleshooting

Enroll button not visible

Problem: Cannot see the Enroll Student button.

Solutions:

  1. Verify application status is Confirmed
  2. Check you have Admission Officer permissions
  3. Ensure admission register allows enrollment

Student record not created

Problem: Clicked Enroll but no student record appears.

Solutions:

  1. Check for error messages in chatter
  2. Verify required fields are completed
  3. Check course/batch capacity limits
  4. Review server logs for technical errors

Duplicate student error

Problem: “Student already exists” error.

Solutions:

  1. Search for existing student with same email
  2. Check if previously enrolled from another application
  3. Merge duplicate records if needed