Managing Enrolments

The Enrolments page is where you manage which children are enrolled in which programs. From here you can enrol children, track active and completed enrolments, and manage status changes.

How to Access

Navigate to Enrolments in the sidebar.

Page Layout

Program and Classroom Filters

Use the program dropdown at the top to filter enrolments by a specific program, or select All Programs to see everything. Pick a program and a classroom dropdown appears beside it, listing that program's rooms.

Both dropdowns list every one of your programs and rooms, however many you have. Longer lists of enrolments page in the standard way. See How lists work.

Status Tabs

• Active — currently enrolled and attending
• Completed — enrolments that have ended (end date passed or manually completed)
• Cancelled — enrolments that were withdrawn
• Not Enrolled — children at your center who are not enrolled in any program (shows a count badge)
• Applications — submitted applications waiting for review. This tab only appears when the application pipeline is turned on, and shows a count of applications still pending.

Stats Cards

Summary cards appear at the top of the Active tab:

• Active Now — children currently enrolled and attending
• Enrolled — enrolments with a future start date (only shown when there are upcoming enrolments)
• Total Enrolled — all current enrolments
• Not Enrolled — children without any enrolment (only shown when there are unenrolled children)

Enrolment Table

Each row shows:

• Child — name, age, and avatar
• Program — which program the child is enrolled in
• Classroom — assigned classroom
• Start Date — when the enrolment began
• Status — Active, Enrolled, Completed, or Withdrawn
• Actions (...) — manage the enrolment

Enrolling a Child

You can enrol a child from two places:

From the Enrolments page

Click the + button in the top-right corner to open the enrolment form. Search for and select a child, choose a program and classroom, set the start date, and confirm.

From a child's profile

On a child's profile, click the Enroll button in the Enrolments section. This pre-fills the child and lets you choose the program.

From a program's detail page

On a program's detail page, click the Enroll button in the availability sidebar. This pre-fills the program.

When filling out the form, you can also set an optional end date and, if an end date is set, choose to archive the child automatically when the enrolment ends (see Auto-Complete and Auto-Archive).

Enrolment Statuses

Managing an Enrolment

Click the ... menu on any enrolment row for quick actions:

• View — open the full enrolment detail page
• Edit — change the start/end date, fees, or classroom
• Move to Room — transfer the child to a different classroom within the same program
• Switch Programs — move the enrolment to a different program entirely
• Withdraw — cancel the enrolment

The Edit, Move to Room, Switch Programs, and Withdraw actions are only available on active enrolments. Completed and withdrawn enrolments show only the View action in this menu.

A child can hold only one active enrolment per program at a time. Switching rooms or programs always updates that existing enrolment. You can't give a child a second, overlapping enrolment in the same program to line up a future room in advance.

Click the row to open the enrolment detail page, which shows full enrolment information, a timeline of changes made to the enrolment, and additional actions:

• Complete Enrollment — mark the enrolment as finished (irreversible)
• Re-enroll — reactivate a previously withdrawn enrolment

Bulk Actions

Select multiple records using the checkboxes on the left, then use the bulk action bar at the bottom of the screen. The available actions depend on which tab you're on:

• On the Active, Completed, or Cancelled tabs, you can Move to Room (move all selected children to a different classroom) or Withdraw all selected enrolments.
• On the Not Enrolled tab, you can Enroll all selected children in a program at once.

The bulk action bar also lets you Select All on the current page or Clear your selection.

Reviewing Applications

Some centers collect enrolment applications and review them before a child is officially enrolled, rather than enrolling children directly. When this is turned on, an Applications tab appears on the Enrolments page with a count of applications waiting for review. Applications your team enters and applications families submit through your website both arrive here.

The Applications tab has its own filters. Open is where you start: it shows everything still awaiting a decision. Pending, Approved, Declined, and Withdrawn narrow to a single status.

Each row shows the child and the guardian who applied, the preferred program, when it was submitted, where it came from, and its status.

Where an application came from

The Source column says how the application reached you:

• Staff — someone on your team entered it
• Online — a family submitted it themselves through your public application form

Both land in the same queue and are reviewed the same way.

Two badges can appear under a child's name:

• 1 of 2 in this submission — a family applied for more than one child at once. Each child gets their own row so you can decide on them separately, and the badge is there so you know they arrived together
• Possible duplicate — this child's name and date of birth match another application from a different submission. It's a flag for you to look at, not a block. Every submission is accepted, so a family who submits twice never gets an error

Reviewing and deciding

Click an application to open its full details: the preferred program, desired start date, and guardian contacts.

Two separate sets of notes appear here, and it's worth keeping them apart:

• Note from the family — whatever the family typed on the public form. Read-only, and only present on an online application
• Notes — an internal thread where your reviewers leave comments for each other. Families never see it, and adding a note doesn't change the application's status

From an application — either the ... menu on its row or the detail view — you can:

• Approve — creates the child and an active enrolment. If document auto-send is turned on, the child's documents are sent to their guardians at the same time.
• Decline — turn down the application. You'll be asked for a reason.
• Withdraw — discard the application so it no longer appears in the review queue.
• Edit — update the application's details before you decide (see below).

Approving and withdrawing ask you to confirm first, since they can't be undone.

When more than one person has to sign off

If you've set up approval steps, approving works its way along the chain instead of finishing in one click. Signing off at a step that isn't the last one moves the application on rather than enrolling the child.

Two extra filters appear on the Applications tab in that case:

• In review — part-way along the chain, with at least one sign-off done
• Awaiting my approval — the ones sitting on your desk right now. This only shows if you hold a role that's named in the chain

A part-signed application's status tells you whose turn it is, reading Awaiting Admin or similar. If it reads No Admin to approve this, the chain names a role nobody at your center currently holds, and the application is stuck until you either add someone in that role or change the chain under Settings.

The child is only created, the enrolment only made, and the family only contacted when the last step signs off.

Editing an application before approval

Use Edit to fix or complete an application while it's still pending — for example, to correct a guardian's email address or add a missing date of birth. You can change the program, the child's name and date of birth, the guardian contacts, and the desired start date.

A child's date of birth is required before you can approve a new-child application. You can save the application without it, but approval stays blocked until it's filled in. If you try to approve without a date of birth, KidzLog asks you to edit the application and add it first.

Auto-Complete and Auto-Archive

KidzLog can wrap up enrolments for you when they reach their end date.

Auto-complete on end date

When auto-complete on end date is turned on for your center, any enrolment that passes its end date is automatically marked Completed — you don't have to complete it by hand. Turn this on under Settings → Enrollment.

Archive the child when the enrolment ends

When you set an end date on an enrolment, you can also tick Archive child when this enrollment ends. With this option selected, the child is archived once the enrolment ends, unless they still have another enrolment scheduled. This is handy for children who are leaving your center for good.

Frequently Asked Questions