Admissions & enrolment

Choose an intake route

Use the route that matches where the information is coming from.

All three routes create the same kind of student record. Automatic admission numbers can therefore be used consistently whichever route you choose.

Set up the family application form

Open Admin → Applications → Application form. Before sharing the form:

1. Add the reply-to address your admissions team reads. Makatib.App sends application emails on your behalf, but family replies need to reach your own inbox.
2. Add an optional intake name, welcome message and message for periods when applications are closed.
3. Decide whether the form should ask for health information. Enable this only when you need it and have an appropriate reason to collect it.
4. Turn on Accept applications from families and, if appropriate, set an inclusive closing date.
5. Copy the application link or download its QR code and share it with families.

The public form does not require a parent account. It asks for the child, parent or guardian, home address, prior learning and emergency-contact information. After a valid submission, the family receives an application reference to keep for enquiries.

Turning the form off does not alter applications already received. Generating a new link invalidates the previous public link, but existing submissions remain in the queue.

Review and decide applications

Open Admin → Applications. Filter the queue by applications needing review, waiting on a family or already decided, and search by the child's name or application reference.

Open an application and check:

• the child's identity, date of birth, requested track and prior experience;
• the primary guardian and any additional guardian or emergency contact;
• whether the same family already has children on the roster;
• whether a student with the same name and date of birth may already be enrolled;
• health or additional-needs information, where your form collects it.

Choose the decision that describes what should happen next:

• Request more information creates a private link for the family to update the application. It is emailed when application email is configured; otherwise copy the returned link into your usual family communication. The link expires after 14 days and stops working once used.
• Accept and enrol opens the enrolment form with the family's answers already filled in. Nothing is enrolled merely by opening it.
• Reject records that a place is not being offered and requires a reason.
• Withdraw is for a duplicate, spam submission or a family who no longer wants the place.

Add an internal note when useful. The history at the bottom of the application shows submissions, information requests, family replies, notes and the final decision.

Accept and enrol a student

Acceptance is the handover from admissions to the live student roster. Review the prefilled enrolment form before saving, especially the:

• name, preferred name, date of birth and gender;
• Quran track, year group and class;
• enrolment date and initial status;
• home address, guardians and communication permissions;
• emergency contact, health information and additional needs;
• admission number.

Saving creates the student and guardian contact records, then marks the application as accepted. Where a guardian's email already belongs to a parent account in this madrassa, the new child is linked to that existing account rather than creating a duplicate identity.

Accepting a public application does not email parent portal access immediately. Review the guardian and email address in Admin → Guardians, then send the invitation when you are ready.

Configure automatic admission numbers

Go to Admin → Settings → Enrolment and turn on Allocate admission numbers automatically. Configure:

• a prefix, such as MKT-;
• the next numeric value, such as 1001;
• the minimum number of digits, which adds leading zeroes where required.

For example, prefix MKT-, next number 7 and four digits produces MKT-0007. The preview shows the sequence before you save it.

A number is allocated only when enrolment is saved and the admission-number field was left automatic or blank. If the candidate is already in use, Makatib.App moves safely to the next available value. Two admins enrolling at the same time cannot receive the same number.

Use Enter a different number for a deliberate exception. Explicit numbers from a CSV are also preserved. Changing or disabling the sequence never renumbers existing students; it affects future enrolments only.

Use manual enrolment or CSV import

Manual enrolment

From Admin → Students, choose Enrol student. This bypasses the application queue and creates the roster record directly. If you request a portal signup from this office-entered form, the invitation is sent immediately; check the email address first.

CSV import

Download the template from the Students area and keep its header names unchanged. An admission number already on the roster, or repeated earlier in the same file, is skipped rather than imported twice. With automatic numbering enabled, a blank admission_number receives the next available value.

Imports save every valid row even when other rows fail. Portal invitations requested in a CSV are queued for review rather than sent during the upload.

Complete the post-enrolment checks

1. Confirm the student appears in the correct class, year group and Quran track.
2. Review guardians, primary-contact status and messaging permission.
3. Send parent portal invitations from the Guardians area when you are ready.
4. Add the student to the correct fee household and plan where fees are in use.
5. Check sensitive health information is necessary, accurate and visible only as needed.

Troubleshooting

The family cannot submit

Check that the application form is open and its closing date has not passed. If the public link was regenerated, make sure the family has the new link.

Replies are not reaching the admissions team

Add or correct the reply-to address under Applications → Application form.

The review warns that the child may already exist

Search the student roster before accepting. Withdraw the new application if it is a duplicate; do not create a second student record simply to clear the queue.

The allocated number is higher than the preview

The earlier value was already in use or another enrolment completed first. Allocation advances rather than reusing an identifier.

Continue with student and guardian management, the parent portal or fees and households. For how application and student information is retained, see the privacy policy.