Use this module to activate or deactivate online registrations and applications, and to customise the online form that parents will complete to apply for placement of their learners.

My School > System > Online Registrations

Activate online registration and set required fields

1. Mark the checkbox to activate online registration.

2. The system will generate a URL. You can also create a custom personal URL that first needs to be approved.

3. Mark the Parent Declaration checkbox if you want to include the biological parent declaration.

4. Mark the Indemnity checkbox if you want to include the indemnity section.

5. Mark the Responsible Person/Bank Details checkbox if you want to include this.

6. Indicate the number of months for payment that must be available on the application form.

7. Select how parents should receive their OTP when registering. If you select SMS, the school will be invoiced per SMS.

8. Enter the email address for application communication. If left empty, the school's administration email address will be used.

9. Mark the checkboxes on the right for fields that must be mandatory in the registration form.

Customise the online form layout and formatting

1. Select the main text colour, page background colour, secondary text colour and secondary background colour.

2. Select the school crest height, font size and font type for the school name.

3. Mark the checkbox if you want the school name in bold.

4. Write an introductory message that will appear on the registration screen.

5. Selections will be indicated on the form preview to make the setup easier.

Edit email templates

Edit each email template according to your school's needs. The field names on the right can be copied for use in the template. Please do not leave any template empty.

1. Pending Template: Sent when a parent submits their registration information for the first time. You can choose to send it automatically.

2. Registration Forms Template: Sent when the contract, indemnity and consent are emailed to the parent for signing.

3. Approved Template: Sent when a parent is notified of a successful registration.

4. Declined Template: Sent when a parent is notified of an unsuccessful registration.

Edit contracts

The following sections can be edited: Contract, Consent, Indemnity and Parent Declaration. Click on the relevant tab and use the columns to adjust the content. Remember to accept changes and use the Preview button to view your changes.

Set up document types

1. Click the Document Types button.

2. Select Learner or Parent document type and click “Add”.

3. Fill in the name of the document type and select “Yes” for Online Registration.

4. Accept Changes. Note: only one document can be uploaded per document type.

Correct or finalise online registrations

Go to My School > Learners > Learners > Online Registrations.

1. Select the status of the registrations: Active, Approved, Declined or Duplicate.

2. Select the record and click “Edit” or double-click to open it.

3. Verify the information on each tab or view the list of missing information on the “Finalise application” tab.

4. Correct the required information. The admission date, class/waiting list and SNE status must be completed by the school.

5. Click “Save” once the missing information has been completed and errors corrected.

6. The first column must display “No” before an application can be approved.

Accept or decline online registrations

Go to My School > Learners > Learners > Online Registrations.

1. Edit each record to send the emails according to the templates that have been set up.

2. On the “Finalise Application” tab, select the email to be sent.

3. For approval: mark the “Send automatically” checkbox and click “Approve” to capture the learner in the system.

4. For declining: send the declined email. The application will remain available on the system.

Frequently asked questions

Can parents sign the online application digitally?

No, parents cannot sign the online applications directly. However, the school can email the forms to the parent to sign digitally or by hand and return.

Is the school invoiced for OTP SMSes?

Yes, if you select SMS as the OTP method, the school will be invoiced for each SMS sent.

What happens to declined applications?

Declined applications remain available on the system and are not deleted.

Can I upload more than one document per document type?

No, only one document can be uploaded per document type. If you want to request two ID documents, for example, create two types such as “ID Card 1” and “ID Card 2”.

Must I complete both the Afrikaans and English email templates?

Yes, please do not leave any template empty. If your school only wants to send Afrikaans emails, the Afrikaans text can be entered in both the Afrikaans and English templates.