Re-enrolment prompts returning students' families to confirm their place for the next academic year. Check the launch checklist, set your preferences at Settings > Admissions > Re-Enrolment, enable the form at Settings > Forms, then send notifications and track responses from the Re-Enrolment Dashboard.
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- QuickStart
- Admin
Re-enrolment QuickStart guide
For admins who prepare, launch and manage re-enrolment. It covers the key steps, setup and tracking, with links to detailed guides.
| I want to | Go to |
|---|---|
| Check I am ready to open re-enrolment | Re-enrolment Launch Readiness Checklist |
| Turn on and configure re-enrolment | Configuring your Re-Enrolment Preferences |
| Send emails to families | Sending Re-Enrolment Email Notifications |
| Monitor responses | Tracking your Re-Enrolment Status |
| Mark students myself, one at a time or in bulk | Marking Re-Enrolment Manually for Individual Students or in Bulk |
| Fix a problem | Troubleshooting |
Key steps
Review the launch checklist. Work through the steps to review before opening re-enrolment. See Re-enrolment Launch Readiness Checklist.
Enable re-enrolment. Configure your re-enrolment preferences and deadlines. See Configuring your Re-Enrolment Preferences.
Send notifications. Launch and manage re-enrolment emails. See Sending Re-Enrolment Email Notifications.
Track responses. Monitor re-enrolment status on the dashboard and use it for reporting. See Tracking your Re-Enrolment Status.
Mark students manually if needed. Mark re-enrolment for individual students or in bulk. See Marking Re-Enrolment Manually for Individual Students or in Bulk.
To leave out families who should not return, mark their students as Declined before you send notifications.
Overview presentation
Review the full workflow and configuration in this presentation.
Video walkthrough
Watch this 10-minute walkthrough of the re-enrolment process. If the video does not load, open it in a new tab.
Video resources
Short walkthroughs covering preparation, reporting and the full re-enrolment process.
Preparing for re-enrolment
Preparing for Re-enrolment Summary
Filtering and exporting re-enrolled students
Filtering and Exporting Re-enrolled Students
Handling re-enrolment webinar
Frequently asked questions
Can re-enrolment emails be customised?
Yes. Configure them at Settings > Admissions > Status & Notification. Emails are sent from the Re-Enrolment Dashboard.
Can the re-enrolment form be used as the enrolment contract?
Yes. Customise it at Settings > Forms, or provide your contract to OpenApply support.
Does the decline form appear automatically?
Yes, once forms are enabled at Settings > Forms.
How do I exclude specific families?
Mark their students as Declined before you send notifications.
Troubleshooting
Families cannot access re-enrolment
Cause: the re-enrolment deadline has passed.
Fix: extend the deadline at Settings > Admissions > Re-Enrolment, then resend the notification.
A student is missing from the re-enrolment list
Cause: the student does not meet the eligibility conditions. Check that:
- the status is Enrolled
- the student is not in the top grade
- the student is not enrolled as a new student for next year
- the student is assigned to the correct current grade
Fix: correct the record and refresh the dashboard.
Parents did not receive the re-enrolment email
Cause: a missing or incorrect parent email address, or the notification was not sent.
- Check the parent email on the student profile.
- Resend the notification from the Re-Enrolment Dashboard.
- Ask the family to check their spam folder.
Parents cannot confirm re-enrolment
Cause: the required re-enrolment form is not enabled.
Fix: enable the Re-Enrolment Form at Settings > Forms.
Parents confirm but no payment is recorded
Cause: an offline payment option was selected, or the payment configuration allows submission without immediate payment.
- Review your payment settings and enabled payment methods.
- If payment must be completed online, enable electronic methods only.
The wrong next-year grade appears
Cause: the student's grade was wrong before re-enrolment, or the grade was not adjusted manually.
Fix: update the re-enrolment grade from the Re-Enrolment Dashboard before transitioning years.
Re-enrolment numbers do not match what I expect
Cause: decisions were not saved, filters are applied, or transitioning was run early.
- Confirm your changes were saved.
- Clear dashboard filters.
- Review enrolment analytics for the selected academic year.
Families who should not return received notifications
Cause: the students were not marked Declined before notifications were sent.
Fix: mark the student Declined and confirm the changes before sending invitations.
Transitioning created unexpected results
Cause: Transitioning Years was run before all re-enrolment decisions were finalised.
Fix: record all decisions first, then run transitioning in bulk.
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