The student journey: enquiry to active
In Schoolwati, every student moves through three stages:
- Enquiry — a prospective family has shown interest.
- Admission — the application is being processed.
- Active student — enrolled in a class, on the attendance roster, getting fee bills.
Step 1: Recording an enquiry
When a family first reaches out (phone, walk-in, online form):
- Open Students → Enquiries.
- Click + New Enquiry.
- Fill in:
- Parent name, contact, child name. - Which program they're interested in. - How they heard about you (source). - Optional next follow-up date.
- Save.
The enquiry shows up in the queue. Your front-office team can add follow-up notes against it — when did you call, what did the parent say, when to call back.
Step 2: Converting to admission
When the family decides to apply:
- Open the enquiry.
- Click Convert to Admission.
- The admission form pre-fills with what the enquiry already captured.
- Upload documents — birth certificate, transfer certificate, photos, ID.
- Pick the target class — this also decides which fee structure applies.
- Submit.
The admission moves to Pending Approval.
Step 3: Approval
A branch admin reviews. They check the documents and click Approve. The student becomes Active.
What being active means
Once active, the student:
- Shows up in their class roster.
- Appears on the attendance grid.
- Gets an invoice based on their class's fee structure.
- Can have marks entered for any exams that class takes.
- Has a timeline showing every action ever performed against their record.
Moving a student between classes
For mid-year transfers (a student switches from Grade 5-A to Grade 5-B), open the student's detail page and click Transfer Section. History stays with them.
For year-end promotion (everyone in Grade 5 moves to Grade 6), today this is done one student at a time. A bulk promote is on our roadmap.
Got many students to add at once?
Use the CSV bulk import instead of clicking through admissions one by one.