Enrolment Years

Enrolment years (academic years) define the admissions cycles for your school. Each year has a name, date range, and active status. Leads, forms, and contracts are associated with specific enrolment years to keep admissions data organized by cycle.

Accessing Enrolment Years

1. Navigate to Configuration in the sidebar.
2. Select the Enrolment Years tab.

Creating an Enrolment Year

1. Fill in the creation form at the top of the page:
   • Name (required) -- The year label (e.g., "2025/2026", "2026-2027 Academic Year").
   • Starts On -- The start date of the academic year.
   • Ends On -- The end date of the academic year.
   • Active -- Whether this year is currently active for admissions.
2. Click Create.

TIP

Use a consistent naming convention for your enrolment years (e.g., "2025/2026") to keep them easily identifiable across the system.

Editing an Enrolment Year

1. Find the year in the table below the creation form.
2. Click Edit in the actions column.
3. The creation form at the top populates with the year's current values.
4. Modify the desired fields.
5. Click Update.
6. Click Cancel edit if you want to discard changes and return to creation mode.

Enrolment Year Status

Status	Meaning
Active	Currently accepting admissions. Visible in form dropdowns, lead filters, and contract creation.
Inactive	Not currently in use. Hidden from most selection dropdowns but existing data remains accessible.

Toggle the Active checkbox when creating or editing a year to change its status.

Section Locking

The Enrolment Years section includes a lock mechanism to prevent accidental changes:

1. Click the lock icon in the section header.
2. When locked, the entire section is covered with an overlay and all form fields are disabled.
3. Click the lock icon again to unlock.

WARNING

Section locking requires the settings.unlock_sections permission. Only users with this permission can lock or unlock the section.

Deleting an Enrolment Year

1. Find the year in the table.
2. Click Delete in the actions column.
3. Confirm the deletion.

WARNING

Deleting an enrolment year that has associated leads, forms, or contracts may cause data issues. Prefer deactivating the year instead of deleting it.

How Enrolment Years Are Used

Feature	Usage
Leads	Each lead can be assigned to an enrolment year
Public Forms	Forms can be scoped to specific enrolment years
Contracts	Contract types can be restricted to a specific year
Reports	Reports can be filtered by enrolment year
Filters	The lead list can be filtered by year
Contract Numbering	Contract number sequences can reset per academic year

Best Practices

1. Create years in advance -- Set up next year's enrolment year before the admissions cycle begins.
2. Deactivate rather than delete -- When a year's admissions cycle is over, deactivate it rather than deleting it. This preserves historical data.
3. Set clear date ranges -- Accurate start and end dates help with reporting and automated processes.
4. Keep one or two years active -- Typically, only the current and upcoming year should be active.

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