The Online Registrations function allows schools to enable an online application form that parents complete to apply for learner placement. The form can be customised, and applications can be reviewed, corrected, approved, or rejected directly in d6+.
My School > d6 Initiatives: Online Registrations
Document types for uploading can be configured at My School > System > General > Document Types or at My School > d6 Initiatives: Online Registrations > Document Types.
Applications cannot be signed online. Parents tick an electronic acceptance box to confirm they have read each document. Signing is handled separately, when the school sends the application forms.
On the Details tab, tick Enable online registration/applications. The system generates a URL. You may enter a custom URL if preferred. The approval process is automated: once you save the custom URL it is routed for approval, and it remains inactive until the system accepts it.
Tick Contract with school to show the contract in the form.
Tick Permission & Consent to show the consent in the form.
Tick Parent Declaration if the biological parent declaration should appear on the form.
Tick Indemnity if the indemnity section should appear.
Tick Debit order authorization if you want to show this section in the form.
Tick Accountable person/Banking detail information if applicable. This option is automatically greyed out for schools using the financial module.
Select the applicable months under Payments made over a period of to ensure that the correct month period shows in the form.
Select how parents should receive their OTP — SMS, email, or both. If SMS is selected, the school is liable for the cost of every SMS sent.
Enter an admissions email address for application communication. If left blank, the school admin address from School Setup is used.
On the right side of the screen, tick the fields you want to be compulsory on the registration form. A parent cannot complete the registration until every compulsory field is filled in.
If documents must be attached, set up document types as described below.
Each of the four forms and contracts displays a tick box on the parent's form, which the parent uses to confirm they have read the document.
Two compulsory-field settings to think carefully about
Force capture of parent two — leave this unticked. It blocks families where one parent is deceased or absent from submitting at all, and causes submission failures.
Force next of kin / emergency contact — tick this. It gives the school someone to contact when neither parent can be reached.
The following sections can also be shown or hidden on the form: sports houses, transport, preferred hostel, previous school information, annual income and family code. Hide anything that does not apply to your school, for example preferred hostel where the school has no hostel.
Important: do not delete the system's contract. If your school does not want to use a particular section, set its status to Inactive and it will no longer appear on the form.
The Layout and formatting tab is a live view of what your registration form will look like. Any change applies automatically, so you can see the result as you work. Click the reset icon beside any field to return it to the default.
Set the Main Text Colour, Page Background Colour, Secondary Text Colour and Secondary Background Colour.
Set the Document Logo height, School name font size, and font type for the school name.
Tick Bold if desired.
Complete the form title and the introduction text that appear on the registration screen, in both English and Afrikaans. A d6 template is supplied, which you can use as it is or edit. Set the font and font size for this message.
Double-medium schools: remember to complete the Afrikaans version as well, not only the English.
Click on the E-mail Templates tab. There are four template types. Use field names from the drop-down (e.g. *parent_title *parent_initials) to personalise them. Position the cursor where the field should appear and click the selected field. Each template can be edited in English and Afrikaans, or you can use the d6 template as supplied.
Pending Templates: sent when a parent first submits their registration. Tick send pending registration email immediately so the parent receives confirmation that the school has their application and it is pending.
Forms Templates: the completed application and contract sent to the parent for signing. Be very specific about what parents must do with the forms — some schools want them signed and handed in at the school, some accept a digital signature, and some want parents to sign at the school. Spell out your process and include the return email address.
Approved Templates: sent when a parent is notified of a successful registration. There are two options: a standard approved registration email, and a waitlist approved registration email for schools that place learners on a waitlist until documentation is received or a registration fee is paid.
Rejected Templates: sent when a parent is notified of an unsuccessful registration.
Go to My School > System > General > Documents: Document Types, or use the Document Types tab within Online Registrations.
Select Learner or Parent Document Type and click + Add New.
Enter the document name and set the status to Active. Typical learner documents are a birth certificate or a copy of an ID.
Set the Online Registrations option:
Optional: you would like the document, but the parent is not obliged to upload it.
No: the document does not appear on the registration form at all.
Required: the parent must upload the document before they can submit.
Accept changes. Repeat for parent documents.
Note: Only one document can be uploaded per document type. If two ID cards are needed, create two separate types (e.g. “ID Card 1” and “ID Card 2”).
You receive a notification under My Home > My Tasks > Administration Tasks showing how many online registrations have not yet been processed. Click the hyperlink to go straight to them, or navigate to My School > People > Learners > Learners > Online Registrations.
Every new application sits under the Active status. As you work through them the status changes to Approved, Rejected, or Duplicate.
My School > People > Learners > Learners > Online Registrations
Double-click the application to open it, or select it and click Edit.
Go to the Finalize Application tab, which lists all missing information and errors in one place. You can also hover over the Yes in the errors column to see what is outstanding.
Click a listed field name to jump to it, complete the information and save.
The Admission date, Class and SNE status must be completed by the school, not the parent. You can also select which waitlist the learner falls under.
For the accountable person, complete pays school fees from and the banking details, or untick banking details if you do not have that information.
Return to Finalize Application and confirm the errors have cleared before approving.
Every application shows Yes under errors. This is normal.
It is a deliberate safety precaution. Parents do not always check what they have selected, for example the admission year. The school is therefore required to set the admission date, and whatever the school captures overwrites the parent's selection.
My School > People > Learners > Learners: Online Registrations
Open the application and use the Finalize Application tab. Each email can be edited before sending, or you can use the d6 template.
Pending application email — send manually if not set to auto-send.
Application Forms email — sends the forms to the parent for signing. Choose which to include: the registration application (a copy of their form), contract with the school, permission and consent, indemnity, and the parent declaration. You can send them as a single combined PDF or as separate attachments.
Approve application email — only available once all data is complete. Tick the box to send the email, then approve to import the learner.
Reject application email — informs the parent of the rejection.
When rejecting, you choose what happens to the data: remove all the information, remove documents, income and banking information only, or remove nothing. Duplicate and declined registrations do not count towards the current data on your system.
Once approved, you can download a complete PDF of the online registration to keep on file. Approved learners appear under My School > People > Learners > Learners with the status set to Registered, shown in yellow.
No. Parents tick an electronic acceptance box to confirm they have read each document, but they cannot sign on the form itself. Signing is handled separately, when the school sends the application forms for signature.
This is expected and is a safety precaution rather than a fault. The school must set the admission date and class, because parents do not always select these correctly. Whatever the school captures overwrites the parent's selection.
The submit button only appears once every compulsory field has been completed. Ask the parent to look for any field with a red border, complete it, and the submit button will appear. A commonly missed one is the postal address.
No. Leave this option unticked. It blocks families where one parent is deceased or absent from submitting at all, and results in submission failures.
Only if you choose to delete the data. When rejecting, you can remove all the information, remove documents, income and banking information only, or remove nothing. Where data is retained, the application can be found by changing the status filter to Rejected at My School > People > Learners > Learners: Online Registrations.
Only one document can be uploaded per document type. To request multiple ID documents, create separate types — for example, “ID Card 1” and “ID Card 2” under My School > System > General > Documents: Document Types.
Not themselves. The consent a parent gives during the initial registration is locked afterwards. In any later re-registration or data verification campaign those consent options are greyed out, so any change must be made by the school at the parent's request.
Last updated: September 2026 | Version 7.0