Enrollments: the learner’s file at your school
One row per learner: who they are, who pays for them, what they owe and what has already been handed over.
Enrollments is the register of the learners your school is actually teaching. It is where a child who walks in at the counter with a birth certificate becomes a pupil with a class, a fee record and a parent who receives their results — and it is the screen the secretary and the bursar both live in all day.
Each row is one learner’s whole file. It carries their name, photo, matricule number and date of birth, the parent or guardian with their phone number, the academic year and the class they sit in, and a Fee Status that tells you in one word whether that family has paid everything they owe. Open the row and the same file expands into the details, the fee picture and the payment history.
The figure that matters most on this screen is Total Expected. Ekati fills it for you on the day you enrol: it copies the total from the class’s fee structure and the instalments with their due dates. That means the moment a learner is enrolled, the school already knows exactly who owes what and by when — and the bursar never has to retype a price.
Enrol a learner in five steps
The click path a secretary follows at the counter.
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Step 1
Open Admissions > Enrollments
The list opens filtered to the current academic year, and the search box at the top finds an existing learner in seconds.
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Step 2
Start a new registration
Click the enrol button at the top right. In the Pupil details block you can Search existing to attach a pupil who is already on file, or Create new for a walk-in.
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Step 3
Fill in the pupil and the guardian
Pupil details takes the Name, Photo, Date of Birth, Gender, Place of Birth and Nationality. Guardian details takes the Name, Phone, WhatsApp, Email, Relationship, Occupation, ID number and Address — or search for a parent who already exists.
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Step 4
Choose the year and the class
Pick the Academic Year and the Class. Both are required, and the class decides the fee structure that will be attached to this learner.
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Step 5
Read Total Expected, then save
The Total Expected field fills itself from that class’s fee structure. Read it, correct it only if this family has agreed something different, then save: the learner appears in the list with a Fee Status of Pending.
What one learner record holds
Why the enrolment screen, not the fee screen, is where a family’s debt is decided.
The fee figure is copied, not typed
When you enrol a learner, the total expected and the instalment plan are read from the Fee structure attached to that class for that academic year. The bursar prices once, in the finance menu, and every enrolment after that inherits the price automatically. That is why a school should finish its fee structures before opening its doors for the new year.
Fee Status is the one-word answer
The Fee Status column shows the result of the comparison between what was expected and what has been paid: Pending when nothing has arrived, Partial when the family has started paying, Overdue when a due date has passed with money outstanding, and Cleared the moment the two figures meet. Filter the list by that column to build your morning calling list — every learner shown under Overdue is a family worth a phone call.
The receipt is produced where the payment is recorded
Open a learner and the Fee Overview card shows the Total Fee, the Total Expected, the Amount Paid and the Balance, with an Installment Breakdown below it showing each due date as Pending, Partial, Paid or Overdue. Use Add Payment to take money at the counter: choose the instalment, enter the Amount, pick the Method — cash, MTN MoMo, Orange Money or bank transfer — and type a unique Reference. Every payment you record appears under Payment History with a link to download the receipt, and the Balance updates immediately.
Enrolling a whole class from a spreadsheet
For the September rush, when forty families arrive with the same twenty questions.
Download the sample before you type anything
The Enrollments table carries import and export controls. Download the sample file first: it is a spreadsheet whose header row names every column the importer accepts, and it arrives pre-filled with the academic year and class you have selected, so you cannot accidentally create a stray year or a duplicate class.
Fill the sheet the way you keep your register
The two columns the importer insists on are the pupil’s name and the pupil’s email. Then come the useful ones: matricule, date of birth, gender, place of birth, nationality, photo, and the parent’s name, email, phone, WhatsApp, relationship, occupation, ID number and address. Add the academic year code and title, the class code and name, and — for a class with no instalment schedule — the fee already paid, which is treated as the opening balance.
Passwords are import-only
The sheet accepts a pupil password and a parent password, and those two columns exist only for the import: they are never exported, so a spreadsheet you hand to a colleague or a tutor cannot leak anybody’s login. Set a password for every learner and guardian you create this way and they will each be able to sign in to their own portal without anyone at school having to invent one for them.
Custom fee total is the escape hatch
If one family in the class has agreed a different figure — a scholarship, a sibling discount, a part-time learner — fill the custom fee total for that row only. Every other row keeps the price from the fee structure.
Where the rest of the learner’s file lives
The screens that read what you create here.
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Price
Fee structures
The per-class price and the instalment plan that Total Expected is copied from at enrolment.
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Collect
Payments and receipts
The day sheet of every payment recorded at the counter, and the branded receipt each family receives.
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Results
Report cards and slips design
The printed term report the enrolled learner receives once their teachers have entered marks.
Enrolment questions
What the secretary at the counter is asked most.
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A family comes with no academic year set up. Can I still enrol them?
Not yet. The Academic Year field is required, and the enrolment screen only offers the years already created. Build the year first in Academic > Academic Years, then come back — this takes a minute and it saves you from enrolling a child into a year that will not exist when you print the reports.
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Where exactly do I record a payment for one learner?
On the learner’s own file. Open Admissions > Enrollments, click the learner’s row, and in the fee card press Add Payment. Choose the instalment being settled, enter the Amount, pick the Method, and type a Reference that has not been used before — the same reference twice is refused. The receipt is then downloadable from the payment’s row in the Payment History list.
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What is the difference between Pending, Partial and Cleared?
They are the three states of the same comparison. Pending: nothing paid yet. Partial: some money in, but less than the total expected on the enrolment date. Overdue: a due date has passed with money still outstanding. Cleared: what has been paid has reached what was expected. Ekati compares the figures for you after every payment — you never adjust a balance by hand.
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Can I import fifty learners with their parents at once?
Yes, and that is what the import is for. Download the sample file from the Enrollments table, fill one row per learner with at least the name and the email, and add the parent’s details and the class code. Download it back through the same control when you need the register as a spreadsheet. Families who paid on the first morning can have their opening balance typed in the fee paid column.