An institution application is a school asking to be registered on Ekati. It arrives with the school’s name, the proprietor’s name, an email address, a phone number and the kind of establishment it wants to be set up as. Nothing exists for that school until you approve it — approving is the moment the institution, and the people who will log into it, come into being.

Only a super administrator works this screen, and it is deliberately a queue rather than a wizard: it lists every file with its Status, searchable by school name, proprietor or email. The secretary of a school waiting to be approved cannot see their own file here; what they see is that their application exists and what state it is in.

The whole screen is four statuses and three actions. Read the file, mark it under review while you check something, then approve or reject. Approving is not a small decision: it creates a real school with its own academic years, classes, fees, website and subscription.

School name and proprietor

The School name is what will appear on every receipt, report slip and message the school ever produces — so read it carefully against any registration document the applicant quoted. The Proprietor name is the person answerable for the school, and the person to call if a file is incomplete.

Email and phone

The Email is where the account for the school will be addressed, and an email address already used by another application cannot be used twice — the screen refuses it, which is what stops two schools sharing one proprietor’s inbox. The Phone is the quickest way to settle a doubt about a file.

Requested program and sub system

Program is the regime the applicant is asking for — University, Vocational, Basic Education or Secondary Education — and Sub is the teaching language, Anglophone, Francophone or Bilingual. For a basic-education school you may also see the levels requested, such as Nursery and Primary. These three values are copied onto the institution when you approve, and they decide the vocabulary the school will work in for years.

What is deliberately not here

There are no fee details, no class list and no timetable on an application. An application asks one question — is this a school Ekati should register — and everything operational happens afterwards, inside the school’s own onboarding.

Pending: nobody has looked yet

A new application arrives Pending. It is a statement that a file exists, not that it is a good one. Filter the list to Pending and what you see is exactly the set of schools waiting for a first reading.

Under Review: you are working on it

Mark Under Review is the honest signal: the file is yours while you telephone the proprietor or wait on a document. Because the status is a field on the row, the whole team can see who is dealing with what, and a file cannot be reviewed twice in parallel by accident.

Approved: a school now exists

Approval is the only action that changes anything outside this screen. It creates the institution, keeps the link back to the application so the history is readable, and the file stays in the list as Approved — approved files are never removed, so six months later you can still show the record of which application produced which school.

Rejected: the file stays readable

Rejection changes the status and leaves everything the applicant wrote exactly where it was. That is deliberate: the school can be told why, and the same proprietor can apply again once the missing piece exists. Only files you no longer need at all are removed from the list.

The school exists before anyone logs in

Approval brings an institution into existence, carrying across the name, the regime and the sub system from the application. From that moment every other screen in the platform can be scoped to that school, and the school has a place in the register next to all the others.

Somebody has to be given the keys

An institution without an account is inert. Create the first administrator account for the school in Users, give it the institution administrator role, and that person can then set up their own team — principals, bursars, secretaries and teachers — without coming back to this screen.

The school then walks its own setup path

From that point the school is ordinary: it fills its first academic year, opens its classes, prices its fees, registers its staff and publishes its website. The onboarding checklist is what walks them through it, and the subscription they hold decides which parts of the portal they can actually use.

Approval is not reversible, so check first

There is no un-approve. Read the school name, the proprietor and the requested regime carefully before you click, because a wrong regime is harder to correct afterwards than a wrong status. If you are not sure, leave the file Under Review and check the proprietor’s registration document.