Registrar — managing enrollments

Workflow overview

An enrollment in KLASSCI moves through four steps, modeled by the workflow_step field:

1. pre_inscrit — the student has provided their information but the initial payment has not yet been validated. No class has been assigned.
2. pre_inscrit_paye — the initial payment is validated. The student is waiting for the administration to assign a class.
3. affecte — the class is assigned. The student is awaiting final validation.
4. etudiant_cree — the enrollment is definitively validated. The student counts toward the school's headcount and can access their portal.

This separation exists so a student who has only filled out a form (without paying) doesn't show up in headcount statistics. Every KPI page filters by default on workflow_step = etudiant_cree.

Creating a new enrollment

Standard case: the student pays right away

Go to Étudiants → Inscriptions → Nouvelle inscription. The form is split into logical sections:

1. Student information — last name, first names, date of birth, sex, nationality, phone, email
2. Address and emergency contact
3. Prior education — diploma earned, previous school, year
4. Academic placement — filière, level, class (Select2 with search)
5. Fees and initial payment — selection of fees due, payment method, amount

When you pick a class, KLASSCI checks remaining seats in real time via an AJAX call to GET /esbtp/classes/{id}/available-places. The display uses colored thresholds:

If the class is full, the Valider l'inscription button is automatically greyed out and an explicit error message appears above the form. The student must pick another class or wait for a seat to open up.

Edge case: pre-enrollment without an immediate payment

If the student doesn't yet have the funds to pay for enrollment, you can record them as a pre-enrollment under Étudiants → Pré-inscriptions → Nouvelle pré-inscription. The form is shorter (essential information only, no class assignment).

Later, when the student pays, find their pre-enrollment in the list, click Compléter l'inscription, and finalize the file. KLASSCI then opens an assignment modal to pick a class with seat verification.

Validating an enrollment

Single validation

On the enrollment record, click Valider l'inscription. KLASSCI automatically checks that:

• at least one payment exists on this enrollment
• the payment has status valide (not en_attente)
• a class is assigned
• the class still has a seat available

If every condition is met, the enrollment moves to etudiant_cree. The student receives their matricule (auto-generated from the institution's convention) and an email with their student credentials.

Bulk validation

To validate several enrollments at once (for example at the start of the school year), go to Étudiants → Inscriptions, tick the enrollments, then use Actions groupées → Valider la sélection. KLASSCI processes each enrollment in its own transaction:

• Enrollments with a validated payment move to etudiant_cree.
• Enrollments with a payment in en_attente are skipped (not validated) with reason "paiement_en_attente".
• Enrollments without a payment are skipped with reason "sans_paiement".
• Enrollments on a full class are skipped with reason "classe_pleine".

A summary toast shows the count of validated enrollments and the list of skipped ones with their reasons.

Re-enrolling an existing student

For a student moving from one year to the next, use Étudiants → Réinscriptions → Nouvelle réinscription. The form is pre-filled with:

• the student's personal information (editable)
• the history of their previous enrollments
• any outstanding balance from the previous year, automatically carried over to the new year

Pick the new class (usually the next level up in the same filière) and finalize the initial payment. The business rule is that the calculated balance is based exclusively on active fee subscriptions, with no fallback on the global configuration.

For tronc-commun filières, KLASSCI offers a specific workflow:

1. On entry, the student enrolls in the Tronc commun [Filière] class.
2. At the end of the common semester, open the student's profile and use Spécialisation to re-enroll them in a specialised class. A new enrollment is created and linked to the previous one through inscription_origine_id. The unique constraint has been relaxed to allow two enrollments per academic year in this case ((etudiant_id, annee_universitaire_id, classe_id)).
3. The annual report card automatically aggregates the tronc-commun grades (S1) and the specialisation grades (S2) using the configured weighting.

Cancelling an enrollment

In the enrollments list, select the rows to cancel and use Actions groupées → Annuler la sélection. KLASSCI asks for a reason (four options: dropout, expulsion, transfer, other) and a free-text comment.

The enrollment moves to status = annule and workflow_step = annule. Data is preserved (no physical delete) for the historical record. The associated grades and report cards are soft-archived: they stay in the database but no longer show up in the standard listings. You can find them under Notes → Filtres avancés → Inclure les annulés.

If the student had paid, their payment is NOT automatically refunded: that's an administrative decision. The accounting module shows payments tied to cancelled enrollments in a dedicated section to make refund processing easier.

Exporting and printing

From the enrollments list, the Export button offers:

• CSV — for Excel or Google Sheets, with every column
• PDF list — a document with the school header and every filtered enrollment
• Detailed PDF — one document per student (useful for paper archives)

You can also generate a student's individual file from their profile: Étudiants → [student] → Documents → Dossier complet. The PDF includes the enrollment, payment history, grades, current report card, and attendance.

Common errors and fixes

For anything else, contact the technical team at contact@klassci.com.

Next step

Once your enrollments are under control, you'll likely want to read the Bursar guide to understand how payments flow into the financial module and how to generate reminders. That guide is coming soon.