My School > Learners  >  Learners

d6 Tip: We recommend using official enrolment or online registration forms to ensure all data fields are completed accurately. 

Registering a New Learner

Whether a learner is starting this year or joining a waiting list for the future, you can manage their registration here.

1. Click the "Register Learner" button

2. Follow the 6-step process outlined below. You must complete each step thoroughly to proceed to the next, ensuring your data is ready for future transactions

Step 1: Family Information

• New Families: Choose "New Family" if this is the first child from this family at your school.

• Siblings: If a sibling is already enrolled, select their family code to link the records instantly

Step 2: Learner Information

This step captures the learner’s core identity and needs.

• Family Status: Select the appropriate status (e.g., single parent). If you select a "single parent" option, you can choose "no other parent" in the later steps to simplify your workflow.

• LURITS & CEMIS: To ensure successful submission to Department systems, please ensure ID numbers, ethnicity, and tuition languages are accurate. For South African citizens, a valid ID number is mandatory. For non-citizens, select the correct nationality and enter their passport number

• Admission vs. Registration: The registration date is when they sign up; the admission date is when they actually start attending school.

• LSEN Weights: d6 school management solution facilitates LSEN (Learners with Special Educational Needs) requirements. While all learners default to a weight of 1.00, you can adjust this (up to 9.99) on the second page under the Education Disabilities block.

• Billing: Link payment options. This ensures the learner’s financial sustainability are set up from day one.
  

• Transport Information:  Ensure that the correct Transport type, mode and Bus route is selected, if you make use of this.

Step 3: Billing

This screen handles the financial heartbeat of the enrolment.

• Customisation: Fees, discounts, and exemptions are pre-populated based on your school's settings, but you can manually adjust them (e.g., if a learner joins mid-month).

• d6 Tip: The columns for discounts and exemptions appear based on how your specific payment options were configured during setup

Step 4 & 5: Parent/Guardian Information

Capture detailed information for both parents to ensure clear communication and compliance.

• Single Parents: If you captured one parent in Step 4 and there is no second guardian, simply select "No other parent" in Step 5

• Additional Guardians: To add a 3rd or 4th parent, go to My School > Parents > Parents and select "Load a Parent" using the existing family code.

Step 6: Accountable Person

Identify who is legally responsible for the school account.

• Selection: Choose from the parents captured in previous steps, or select "Other" to enter the details of a third party.

• Finalise: Click "Save Learner" to finish, or "Save Learner and Add Subjects" to move straight into curriculum setup.

Electronic & Online Registrations

To save time and reduce manual entry errors, you can import learner data directly from an Excel template.

1. Download the Template: Go to My School > Learners > Learners > Import Learners.

2. Complete the Template: Ensure all fields (Learner, Parent, Accountable Payer, etc.) are filled correctly. Use the country code (e.g., 27) without the "+" symbol.

3. Import: Use the "Choose File" button and click "Import".

4. Review Data: Use the Imported Data tab to check for errors. Colour codes will highlight missing information or records that already exist in d6 school management solution

d6 Tip: You can create a Google Form for parents to complete online. The wording of your questions must match the template headings exactly for a seamless import.

Frequently Asked Questions

How do I re-admit a learner who left the school? Search for the learner and click "Learner Re-admit".

• New Admission Number: Use this if you need to edit the admission date.

• Keep Old Number: Use this if the policy requires the learner to retain their original record.

• d6 Tip: If you need to change an admission date, mark the learner as "Left" (not "Duplicate") and re-admit them with a new number.